Homeless Management Information System (HMIS) Reporting Guide

1. 0 Minnesota’s Homeless Management Information System (HMIS) ServicePoint and Advanced Reporting Tool (ART) Reports Reports 161

2. Overview • This training is to provide reporting instructions for how to run reports in ServicePoint and ART. • For complete instructions, you should also review your funder specific program requirement videos.

3. Materials • HMIS Data Entry and Reporting Guide • For detailed report instructions along with data entry instructions • Data Collection Forms • Required data elements by funding source • ART Refresh Schedule • Scheduling Reports in ART Instructions • All resources (as well as funder contact information) are posted here: http://hmismn.org/forms-and-instructions

4. Report Types • ServicePoint (Provider) reports • Pulls real-time data (no refresh period) • Funder-required reports for PATH & ESG • Export tools for SSVF, ESG & RHY • Other helpful reports • ART (Advanced Reporting Tool) reports • Requires refresh period, no real-time data reports • Contains most funder-required reports and CoC data checking reports

5. ServicePoint (Provider) Reports

6. ServicePoint (Provider) Reports • Basic Steps to completing report prompts • No need to use Enter Data As* • Complete Report Prompts • Select Provider(s) or Reporting Group • Choose date range (exact days of report period) • Select report-specific prompts (e.g. Entry/Exit Type, Service Codes, etc.) • Click Build Report. The report will generate below • Numbers are hyperlinked to client records • Refer to the PATH, RHY, SSVF and ESG instructions/trainings for program-specific reporting information * In special circumstances, EDA is needed – if you don’t see all data on report then please contact the helpdesk.

7. Live demonstration at minnesota.servicept.com/training

8. Advanced Reporting Tool (ART) • Link to ART in top right • Or on the bottom of the Reports page

9. Advanced Reporting Tool (ART) • Each CoC will have their own ART Folder • Funders have their own ART Folder. • Use arrows to expand and collapse report folders.

10. Advanced Reporting Tool (ART) • ART Refresh • ART does NOT pull real-time ServicePoint Data • Must wait for ART “refresh” period when data is pulled from ServicePoint • Data entered into ServicePont before 10:30AM will be available in ART by 2:30PM • Data entered into ServicePont between 10:30AM-Midnight will be available in ART by 4:00AM the next day. • No refresh on Saturday night/Sunday Morning • Funded projects are encouraged to run required reports early and often to avoid being unable to update reports due to the refresh.

11. Advanced Reporting Tool (ART) • Last Warehouse Build • Can identify when ART has refreshed by going to ART Scrolling to bottom of the page and locating where it says “Last Warehouse Build: …” • The Date and Time indicates when the last warehouse build (refresh) has taken place. • Once the system refreshes, you will be able to see the changes you’ve made before ART started refreshing.

12. Advanced Reporting Tool (ART) • Counting (summary) reports • For funders and CoCs • Aggregate-level counts of clients and households served (no client names or ID numbers) • Will tell you how many clients are missing data • Data check reports • For internal agency use only • Client-level data. Client names and ID numbers; mirrors the categories found in the counting reports • Will tell you which clients are missing data (highlighted in red) or have other data entry errors

13. Live demonstration at minnesota.servicept.com/training

14. Running ART Reports: Schedule • Schedule Report: • Runs the report “behind the scenes” • Available in your ART inbox until you delete it • Allows you to run multiple reports at the same time • Can be set to run at specific intervals/times • Doesn’t rely on your internet bandwidth/speed • Doesn’t require use of Java

15. ART Prompts • Click magnifying glass next to report name to choose report tool. • Click on “Schedule Report” • EDA Provider: -Default Provider- • leave as -Default Provider- unless at Case Manager II user level, then use only the un-indented EDA Provider prompt in View Report mode • Provider/Provider Group: Search or select from list. • Start date: Beginning date of report period at 12:00 AM • End date: Day AFTER end of report period at 12:00 AM • Effective date: • End of report period +1 day (same as End Date)

16. ART Prompts • To run the report after filling in prompts: • In Schedule Report mode: Click “Next” • Fill in Schedule prompts; including Report file name, format, interval (usually “Once”) and interval start/end dates (leave as is if “Once”).

17. ART Prompts – Scheduling Reoccurring • If desiring to run reoccurring reports. • After entering report prompts & clicking “Next”, in the schedule report prompt, do the following: • Report Format: Select ‘PDF’ or ‘Excel’ • Interval: Select Once, Daily, Weekly, or Monthly • Date selected below will capture when the report will start and end running. • Start/End Date: Select Start Data/Time & End Date/Time • NOT REPORT RANGE • Select ‘Send’ when ready to schedule

18. ART – Downloading Scheduled Report • Scheduled reports will save to ART Inbox. • To download scheduled report: • Open the Inbox (click on arrow to expand) • Click magnifying glass • In pop-up, click “download” and save report.

19. ART – Clean Inbox and Scheduled Reports • Once reports are scheduled, you have the option to “download” reports, “mark as read” and “delete” report. • It’s best practice to delete scheduled reports that have been downloaded and reviewed on a regular basis to avoid having countless reports in your Inbox and scheduled reports. • There are two locations to clean: • Inbox • Click magnifying glass • In pop-up, click “delete” • Scheduled Reports • Scroll to bottom of ART page • Click before the report you want to delete.

20. Live demonstration at minnesota.servicept.com/training

21. THANK YOU FOR WATCHING! For Additional Assistance • Refer to online resources available at hmismn.org • Contact the Helpdesk (Available: 8:30-4:30 M-F) • Form: Website Form • Email: hmis@wilder.org • Please use client ID number and initials instead of name in email correspondence • Voicemail: (651) 280-2780 or 1(855) 280-2780 • All calls go directly to voicemail • We route your Helpdesk request to the appropriate team member and will respond within 1 business day