HMIS Reporting

1. HMIS Reporting • Feb. 4, 2019 Jon Magee and Eric Wilka

2. Goal • Learn how to use what’s available in the system to answer questions beyond what’s typically found in compliance reporting

3. Agenda • Active Client List • Open Enrollments w/Most Recent Assessment • PIT Report • APR Detail Exports • Service Reports

4. HMIS Active Client List

5. Active Client List (Home Workspace | GA HMIS Reports | HUD/HMIS Reports | HMIS Active Client List)

6. Report Filters • Enrollments Between • Your date range of the report • Report Type • Active at any point: Let’s you look at everyone who was active for at least 1 day in the report period • Begin Enrollment: Entry Date was in the date range of the report (regardless of exit date) • Exited: Exit Date was in the date range of the report (regardless of entry date • Still Enrolled: Stayers as of the Report End Date • Active Client Method • Report Glossary Active Client: Means that SO clients need a contact in the report range, ES nbn clients need a bed night • Entry/Exit Dates: Means that SO and ES nbn clients are included based on enrollment dates only

7. Report Filters • CoC Filter • Filters by Head of Household's "Client Location", or if blank, filters by CoC the project is setup to serve. • Sub-population • Includes clients that meet it • Chronic (at-entry) • Youth (all persons under the age of 25) • Head of Household • Includes only Head of Households, based on Enrollment (Not Family). • Hide PII • Replaces identifiable info with Xs

8. Active Client List

9. Active Client List • Exporting to Excel allows for many more data fields to be viewed.

10. HMIS Active Client List • Fields available on Excel Data Export: (Fields highlighted in orange, exclusive to Excel Data Export) 

11. APR Detail Exports Data Validation File Income Change Detail

12. Data Validation File • Fields available:

13. Q19 Income Change Detail • Can find the exact clients who maintained or increased different income categories, how much • Fields Available

14. Data Validation File vs. HMIS Active Client List • 198 columns • Export • 1 enrollment per client • Can be run for specific sub-populations? = No • Based on HUD Report • 33 columns • Regular Report • All enrollments for clients • Can be run for specific sub-populations? = Yes • Designed by Eccovia

15. Open Enrollments w/ Most Recent Assessment

16. Open Enrollments w/Most Recent Assessment (Home Workspace | My ClientTrack | Current Enrollments (hover) | Open Enrollments w/ Most Recent Assessment):

17. Open Enrollments w/Most Recent Assessment • Select your project • Select the type of assessment you're interested in • The number of days back you want the system to check • I want to see for my PSH project, the annual assessment completed or missing from around 365 days ago • Will give you information on Entry and the assessments closest to the date set (before and after)

18. Open Enrollments w/Most Recent Assessment • Example: Will mark both of these present on the form

19. Open Enrollments w/Most Recent Assessment • Example: Will show No Assessment Present in the After column

20. Open Enrollments w/Most Recent Assessment • Example: Will show No Assessment Present in the Before column

21. Open Enrollments w/Most Recent Assessment • Only looks at people with an active enrollment. • Separates visually by case members

22. Open Enrollments w/Most Recent Assessment

23. Open Enrollments w/Most Recent Assessment

24. PIT Report

25. PIT Report (Home Workspace | GA HMIS Reports | HUD/HMIS Reports | HUD Point in Time (PIT) 2018)

26. PIT Report • Report Overview • Pulls in the following data fields: • Gender • Ethnicity • Race • Chronically Homeless (At a point in time) • Veteran Status • Adults with Serious Mental Illness • Adults with a Substance Use Disorder • Adults with HIV/AIDS • Adult Survivors of Domestic Violence

27. PIT Report • Report Overview • Breaks data down into 7 sections: • Households with at least one adult and one child • Households without children • Households with only children • Veteran Households with at least one adult and one child • Veteran Households without children • Unaccompanied Youth Households • Parenting Youth Households • For each section, breaks data into 4 groups: • Emergency Shelter • Transitional Housing • Safe Havens • Unsheltered (if utilizing the Unsheltered Service Code option)

28. PIT Report • Report Filters • Point-In-Time Date • Is required, and filters for clients with active enrollment on that date. • Unsheltered Count – Service Code • Counts people under "Unsheltered" if they have this service. • Use More Recent • Looks at the latest assessment for the client that was created by organization responsible for enrollment. • Detail Report • Allows you to schedule a CSV export of unfiltered PIT data.

29. PIT Report

30. PIT Report • Clicking on populated numbers pop up a "Drilldown" window, listing individual clients.

31. Service Summary Report

32. Service Summary Report • Home Workspace | Standard Reports | Service Summary

33. Service Summary Report • Best to use the combination of Date Range, Organization, and Grant filters onlywith service reports • Returns information on Services and Clients who received them 

34. Additional Reporting Options • What if there’s additional things I need to report on, but there doesn’t seem to be a report that will get me what I need? Example: "How many referrals did our agency receive last week?" • Submit an issue ticket.  Try to be as detailed as possible. • CoC Admins have access to a report tool, where they can pull data for you that you can’t. The following will require approval from DCA: Example: "We're needing a report built that can provide us with custom performance measures for our agency" • System admins can create, and add to the menu, basic/simple reports (such as the LSA DQ queries).  This would need to be something that would benefit the community/implementation as a whole. • Eccovia can be contracted to build more advanced, custom reports.

35. QA