ART Reporting Webinar

ART Reporting Webinar November 2, 2010 Wilder Research 0

Today’s Webinar • You can listen using your computer or calling in by phone • Phone: 916-233-3088, access code 450-339-174 • Use the bar on the right side to ask questions. We will respond either directly, as part of the webinar to the audience in general, or follow-up after with you. • Please answer survey at end of webinar hmismn.org

Your Problem Spots • June 1st changes • Interpreting and using the data check reports • Checking data efficiently • Technical problems: saving/printing reports, downloading them to the computer • Date fields in ART

Your Goals • General review • Feel confident running reports • Learn ways to check data efficiently and correct errors • Know how the June 1st changes affect reports • Be up to date on all requirements • Use ART to help analyze program results and populations

Webinar Topics Part I: ART reporting basics Running reports Technical problems Part II: Data-checking strategies and common data entry errors Report-by-report focus Where to find the most important information Most efficient ways to check and correct data Highlight common data entry errors for each report wilderresearch.org

Reports covered Demographics & Entry (LTH, FHPAP, THP, HPRP) Demographics info is the same for ESGP/ESP reports Exit (LTH, FHPAP, THP, HPRP) Barriers (LTH, FHPAP, THP, DHS-Youth) Income (LTH, FHPAP, THP, HPRP) Services LTH/HPRP: separate report ESGP/ESP: included in the ESGP/ESP general report FHPAP demographics & entry services tab wilderresearch.org

Part I: ART Reporting Basics wilderresearch.org

ART 101: Getting Ready to Run Reports • Before running a report, ask: • What information are you looking for? • What report(s) will provide that information? • Do you have your ART instructions handy? • Did you finish all data entry and updates before today?

ART 101: Do you have your instructions? http://www.hmismn.org/help/index.php wilderresearch.org

ART 101: Selecting a report • Counting reports • Also called “summary reports” in ART • Should be sent to funders • Information can be shared with the public • Use to learn more about your clients and identify trends • Data check reports • List individual client names and ID numbers • Should never be sent to funders or publicly shared • Use to check for missing or incorrect data

ART 101: Counting vs. Data Check Reports • Which type should I run first? • Smaller programs may want to run a data check first. • Larger programs may want to run a counting report first to identify questions with the most missing data. • Make sure to run the counting and data check reports on the same day. wilderresearch.org

ART 101: Golden Rules • Rule #1: Wait one day after you have entered/updated your data to run an ART report. • Data entered in ServicePoint will not appear on your ART report until the following day. • This is because ART uploads data from ServicePoint each night. • The date and time of the last upload appear when you open ART. Look for “last warehouse build.” • ART does not upload data on Saturday nights, so data entered on Saturday and Sunday will appear on Monday’s reports. wilderresearch.org

ART 101: Golden Rules • Rule #2: The effective date is always today’s date. • This is necessary for the report to include information entered/updated the previous day. • Often the effective date will already be filled in with a different date. Make sure to change it! • Manually type in all dates. Do not use the calendar feature. • Not all types of reports require an effective date. wilderresearch.org

What’s Wrong With This Report? wilderresearch.org

ART 101: Golden Rules • Rule #3: The end date of a report should always be one day after the reporting period ends. • Example: a report from 07/01/2010 to 12/31/2010 would have an end date of 01/01/2011. • We do this because of the overnight upload: data in ART on 01/01/2011 will include information entered through 12/31/2010. • The end of the reporting period (ex: 12/31/2010) will display on the actual reports. wilderresearch.org

What’s Wrong With This Report? wilderresearch.org

ART 101: Golden Rules • Rule #4: Always download the report to your computer to view it. • If you try to view the report in ART, you will not be able to see all of the data. • Save the report as an Excel file for easier data checking (use PDF for counting reports to funders) • Download the report immediately, or it could time out and show missing data. • If you want to print the report, save as a PDF or change the page setup in Excel (Excel reports are not formatted for printing). wilderresearch.org

ART 101: Technical Issues • Pop-up blockers • If you are unable to download a report to your computer, refer to the troubleshooting documents at http://www.hmismn.org • If you still have trouble, call the helpline • IT updates and security settings in your internet browser may be blocking your computer from downloading ART reports. • Slow reports • If it takes longer than 10 minutes to run a report, refer to the troubleshooting documents at http://www.hmismn.org/help/index.php • If you still have trouble, call the helpline. wilderresearch.org

ART 101: Submitting Reports • Who do I send my reports to? • Your funder will send you information on due dates and where to send the reports • Check www.hmismn.org for report due dates and communications from funders • Should I keep my reports? • Some funders require you to keep reports—check with your funder on requirements. • Even if you’re not required to keep reports, it’s a good idea to save them on your computer for reference. wilderresearch.org

Part II: ART Data Checking Strategies and Common Errors wilderresearch.org

Demographics and Entry Reports • Demographics and Entry reports summarize: • The number of clients in your program during the reporting period • Demographics (age, gender, household information, race, ethnicity) • Disabilities • Assessment information, such as: • Homeless status and living situation the night prior to entry • Last permanent residence before entering the program • Veteran status (adults 18+ only) wilderresearch.org

Demographics and Entry Reports • Where does the information come from? • Client profile and households overview box • Orange program entry/exit box • Assessments section • June 1st changes affecting this report: • New question: housing status • New documentation requirements for some disabilities • New requirements for children: housing status, disability of long duration

Demographics and Entry Reports • Main sections of the data check report: • Entry data tabs (up to 3) • Demographics • Disabilities/dual disabilities • Entry data/entry data 18+ • Housing status/disability status for all clients, including children • Other information may vary based on your funder

Demographics and Entry Counting Report: Numbers in Programs Tab • Summarizes: • The number of clients and households in your program on the first and last day of the reporting period • The number of program entries during the reporting period • Some clients may enter a program twice in a reporting period • The number of participants might be less than the number of participant entries wilderresearch.org

Demographics & Entry: Data Check Tabs • Entries and Exits 1: • Clients already in the program on the first day of the reporting period • Number of client entries during the reporting period • Entries and Exits 2: • Number of client exits during the reporting period • Clients still in the program on the last day of the reporting period • Entries and Exits 3: • All clients who participated in the program at some point during the reporting period • Unduplicated count • Use these tabs to see how the counting report computes the number of client entries, exits, and unduplicated participants. wilderresearch.org

Demographics & Entry: Demographics Tab • What to look for: • Missing data (in red). Write down the client IDs so that you can look them up in ServicePoint. • Is the total number of clients and households accurate? • Are there any clients reporting as single that should actually be part of a household? • Are there any households that are missing members? • Are there any households missing a head (H)? • For programs without a demographics/entry report: • ESGP: look on “client data check” and “HH categories” tabs wilderresearch.org

Demographics and Entry Report: Demographics Tab • Some fields may NOT match what you see in ServicePoint because they are recalculated to meet funder requirements. • Household composition (similar to household type, but may be recalculated for some fields) • Age, age group, adult/child • Race • Do not search by the HH ID or Entry ID fields: • Both are fields created by ART to count households and program entries. • You cannot use them to search for households in ServicePoint wilderresearch.org

Demographics & Entry: Demographics Tab • Demographic data entry pointers: • Date of birth is a required field. If necessary, enter 01/01/(approximate year of birth). • Secondary race is optional. If there is no secondary race, leave blank. • Household data entry pointers: • If a new baby or other household member joins a household later on, use the “adding a household member” help documents at www.hmismn.org/help/index.php. • Never delete a household, even if a client leaves a household and starts to be served on their own. • For complicated household changes, call the helpline. wilderresearch.org

Demographics & Entry: Demographics Tab • If a client is reporting as single but should be part of a household: • Go into the record of the person who is reporting as a single client. Delete their entry/exit (in the orange box). • Then go into the head of household’s record, click on their entry/exit box, and click on the pencil beneath the entry date. • Select the household member’s name from the drop-down box and click “add related entry exit.” • If a household is missing members: • Go into the head of household’s record, click on their entry/exit box, and click on the pencil beneath the entry date. • There will be a drop-down box and an “add related entry/exit” button if there are unconnected members. wilderresearch.org

Demographics & Entry: Demographics Tab • If a household or client isn’t showing up at all: • Look up their ID number in ServicePoint. • Check the orange program entry/exit box. What program is the client entered into? • Compare the program entry/exit provider with the provider used on your ART report. wilderresearch.org

Demographics & Entry: Disabilities Tab • Displays information for adults 18+ and unaccompanied youth • Disability of Long Duration table: • Look for missing information. • Disability Type table: • Look for clients missing “disability determination” question (in ServicePoint, question is found by clicking the pencil to the left of a disability) • Also check for disabilities recorded prior to June 1st. Confirm that you have proper documentation and correct in ServicePoint, if needed. • ESGP: look on “subpopulations” tab for disability information wilderresearch.org

Demographics & Entry: Dual Disabilities • Dual Disabilities tab: shows all clients with dual disabilities recorded in ServicePoint. • Check for clients with “dual diagnosis” selected • If “dual diagnosis” is chosen, go into the client’s record to delete “dual diagnosis” and enter each disability separately wilderresearch.org

Disabilities Data Entry: Disability of Long Duration Question • Required for all clients, including children. • Use Households Overview section to switch between client records • Documentation is not required to answer “yes.” • The client’s record may show “yes” to this question even though they don’t have a specific disability recorded. • Don’t confuse with “disability determination.” • Disability of long duration will always be the second question on the client’s assessment. • Disability determination is completely different and is a part of the disabilities sub-assessment.

Disabilities Data Entry: Sub-assessment • Required for: • HUD: All clients, including children • State programs: All adults 18+ and unaccompanied youth • “Disability determination:” set to yes • Optional questions for state programs: • “Long term w/substantial impact” • “Currently receiving services” • Documentation requirements • Documentation required for mental health problem, physical disability, developmental disability, chronic health condition • See data entry forms for guidance on proper documentation and disability definitions

Disabilities Data Entry: Undocumented Disabilities • Remember that only 4 disabilities require documentation • Mental health problem, physical disability, developmental disability, chronic health condition • If one of the 4 disabilities above does not have documentation and the client entered before June 1, 2010: • Change the disability determination to “no” • End date: record as program entry date • If one of the 4 disabilities above does not have documentation and the client entered after June 1, 2010: • Delete the disability. It shouldn’t be entered into ServicePoint until you have documentation! wilderresearch.org

Demographics & Entry: Disability Status • Counting report: on “Assessment data – all clients” tab • Data check report: on “Disability Status – All Clients” tab • Lists “disability of long duration” data for all clients (including children). • If “disability of long duration” is missing, check the “disability missing?” column to see if you are required to answer the question. • Children entering the program before June 1, 2010 do not need to have disability of long duration recorded. • For HPRP programs, this information is located on the “Entry Data All Clients” tab. wilderresearch.org

Demographics and Entry Counting Report: Entry Data/Entry Data 18+ Tabs • Entry Data Tab: • Summarizes assessment data for all clients 18+ and unaccompanied youth • Entry Data 18+ Tab: • Summarizes selected assessment data ONLY for clients who were 18+ when they entered the program • Veteran status is extremely important wilderresearch.org

Demographics & Entry: Entry Data/Entry Data 18+ • Entry Data • Displays assessment data for heads of household and single clients • Look for missing data (possible backdating issue) • Entry Data 18+: • Displays assessment data for all clients 18+ (not just heads of household) • Look for missing data (possible backdating issue) wilderresearch.org

Entry Data/Entry Data 18+ Tips • Check to see if a missing response was backdated: • Click the “H” (history) button next to any question • A pop-up will open showing what day the response was recorded • The day should match the program entry date (to confirm the program entry date, click on the orange entry/exit button) • If you answered a response incorrectly and need to change it: • Enter the correct response and click “save” • Then click the “H” button next to the question to delete the incorrect answer. • If you do not use the “H” button to delete the incorrect answer, your reports might not be accurate wilderresearch.org

Entry Data/Entry Data 18+ Tips: • Go into backdate mode before entering missing assessment information! • Use the household data sharing assessment to answer questions for multiple household members at once • Carries over “housing status” question and other residence information to all members’ records. • Don’t forget to go into each person’s record to complete other remaining questions. wilderresearch.org

Demographics & Entry: Housing Status Tab • Housing Status – All Clients: • Lists housing status at program entry for all clients (including children). • If missing, check the “housing status required?” question to see if you need to add in a housing status. • Clients entering before June 1, 2010 do not need to have housing status at entry recorded. • For HPRP programs, this information is located on the “Entry Data All Clients” tab. wilderresearch.org

Other Reports: Income • Displays household income and non-cash benefits at entry, exit, and currently. • Also shows how income and benefits have changed since the client started the program • Reminders: • Always update clients’ income! (no change in income = no progress) • Don’t forget to update income for all household members (HUD, HPRP) and for all adults (state-funded programs) • “Income received” and “non-cash benefits” received questions must be completed for all adults/unaccompanied youth who were served any time after July 1, 2010 (make sure to backdate to fix missing data). wilderresearch.org

5. Assessments – Income/Benefits Pointers Cash Income for State-Funded Programs: • Record for all adults 18+ and unaccompanied youth • Answer “Cash income received in last 30 days?” • General household income can be recorded in head of household’s record • Income that applies to the entire household (ex: TANF) can be recorded in head of household’s record Non-cash Benefits for State-Funded Programs: • Answer “Non-cash benefit received in last 30 days?” • Record benefits received by any household member in the head of household’s record only.

5. Assessments – Income/Benefits Pointers Cash Income for HUD and HPRP Programs: • Record for all clients, including children! • Answer “Cash income received in last 30 days?” • Assign income to a HH member if that income leaves the household when that member departs • Record SSI payments received on behalf of a child in the child’s record • Exception: TANF, child support and alimony can be recorded on the adult recipient’s record Non-cash Benefits for HUD and HPRP Programs: • Record for all clients, including children! • Answer “Non-cash benefit received in last 30 days?” question • If the non-cash benefit is intended to benefit all household members (ex: food stamps), enter it on each person’s record.

Services Data Check • Location: • ESGP: on ESGP report; “service transactions” tab • Look for: • The number of clients served: does it match the number of unduplicated participants in the demographics & entry report? • Clients missing service end dates (this will cause the count of clients served to be higher than the count of clients in the program). • Clients included in a service (if not all household members are included, the count of clients served will be lower than the count of clients in the program). wilderresearch.org

Services Data Check: Data Entry Tips • Are you in “Display Services?” • Always use “multiple services” to record a service. • Service start/end dates can’t go beyond program entry/exit dates • Make sure the service provider matches the entry/exit provider. • Source field is optional for all programs except FHPAP • Case management services often span the entire time the client is in the program wilderresearch.org

Services Data Check: Data Entry Tips HPRP-Only Reminders: • Use your HPRP Services instruction document! • Financial assistance transactions cannot exceed 3 months • For rental assistance transactions, start date = 1st date of month the assistance will cover • Exception: if client enters the program mid-month, use the program entry date as the start date • Financial assistance start date: for rental assistance only • Start date = first day of month the assistance covers • Only use the “# of units” and “unit type” fields if you are recording back payments wilderresearch.org

Barriers Data Check • Required for DHS Youth FHPAP, LTH, and THP • Answer all questions in head of household’s record • Record “yes” if any member of the household experienced that barrier • Example: The head of household has never been evicted, but her significant other has. The eviction would be recorded in the head of household’s record. • Avoid “not assessed” response • Funders may ask you to go back and assess the barrier, or explain why you weren’t able to assess it. wilderresearch.org

Barriers Reports • Counting report • Two tabs: tenant barriers and income barriers • Shows responses and percentages for all clients (even those without barriers) and only those clients with barriers • Data check report • Both tabs above plus an additional entry/exit check tab • Check to make sure each client entered in the program has a response to the “tenant barriers” and “income barriers” general questions • Clients with barriers should have all questions in that section answered • Check for clients with contradictory information (ex: “no barriers” selected, but some responses in the section are “yes”). wilderresearch.org

Barriers Data Check: Data Entry Tips • Answer all questions in head of household’s record • Record “yes” if any member of the household experienced that barrier • Example: The head of household has never been evicted, but her significant other has. The eviction would be recorded in the head of household’s record. • Avoid “not assessed” response • Funders may ask you to go back and assess the barrier, or explain why you weren’t able to assess it. wilderresearch.org

ART Reporting Webinar