HMIS Reporting Training 211 Orange County1

Agenda This training is scheduled for 2 hours. Reports that will be covered: –Application Reports What are Application reports? How to run these reports Examples of reports –Management Reports What are Management Reports? How to run these reports Examples of reports –Ad Hoc Reports What are Ad Hoc Reports? How to run an existing Ad Hoc report How to create an Ad Hoc report –Working with your Reports Filtering Common Equations 211 Orange County2 OCHMIS.org

Goals and Objectives Learn about application reports Learn about management reports Learn about ad hoc reports Understand how to run these reports in HMIS 211 Orange County3 OCHMIS.org

Application Reports Application reports are client specific reports that are pulled from the client’s enrollment. Steps to run these reports: 1.Go to the client’s program entry page 2.Click the Application Report icon or: a.Right-click towards the top of the screen (in the dark grey area) b.Choose “Preview Report” 3.Click the “Preview” link next to the desired report 211 Orange County4 OCHMIS.org

Application Reports 211 Orange County5 Right Click

Application Reports The Application reports currently available to run are: –Household Program Listing (Central Intake Library) –Case Notes report –Client Master Record Report –HMIS Application_OC –Milestone Summary report –Program Exit Report –Service Report by Client 211 Orange County6

Application Reports 211 Orange County7 Now you try Run an Application Report

Management Reports Management reports have already been created by the vendor, and are available for users to run. These reports can be run from your report role. Please see your reports list to see a list of Management reports, and a description of each report. 211 Orange County8

Management Reports Steps to Navigate to Management reports: 1.Select the “Report” role from the bottom of your navigation pane. 2.Select “Management Report > Inventory” on the Navigation pane 211 Orange County9

Management Reports 211 Orange County10 Now you try Run an Application Report

Management Reports Steps to Search for Reports: 1.Change “Favorite” to “All” to search for a report or select a category 2.Type a partial report name or leave blank and click the “Search” button 211 Orange County11

Management Reports 211 Orange County12 Now you try Search for a report

Management Reports Steps to Save Reports to Favorites: 1.Checkmark report(s) under the Favorite column 2.Click the “Save Favorite” button 3. Now when you search “Favorites” these reports will appear. 211 Orange County13

Management Reports 211 Orange County14 Now you try Add a report to Favorites

Management Reports Steps to Run a Management report: 1.Click on the name of the report you’d like to run. 2.Enter report criteria and click “Set Parameters” button 211 Orange County15

Management Reports 211 Orange County16 Now you try Run a Report

Management Report List Monthly Bundle Reports –Universal Data Elements_Agency –Universal Data Elements_Agency_Details –OC_Bed Utilization –ProgramSpecificDataElement_Entry_Summary –ProgramSpecificDataElement_Entry_Results –ProgramSpecificDataElement_Exit_Summary –ProgramSpecificDataElement_Exit_Results –Client_Service_Aging_Report (for Outreach and Services Only programs) Other Data Quality Reports –Client Last Permanent Zip Code Report –Family Type and Size Validation Report Data Timeliness Reports –Data Timeliness Report –OC_Data Timeliness on Exit Date –OC_Data Timeliness on Service Entry Date Outcome Reports –ProgramComponentStatus Length of Stay by CoC –Client_Case_Note_Tracking_Report –OC_Quick Count – Client Services 211 Orange County17

Report Options 211 Orange County18 IconFunction Change Report Parameters Print Report Grid Export to Word Export to Excel Export to PDF Export to HTML Export to TIFF

Management Reports 211 Orange County19 Now you try Export a report to Excel

Ad Hoc Reports Ad Hoc reports: –Are customized reports based on a specific set of data fields set by the user. –Can be created as needed by the user. –Can be saved and accessed again later. –Can be created and run from your report role. 211 Orange County20

Ad Hoc Reports Steps to Navigate to Ad Hoc reports: 1.Select the “Report” role from the bottom of your navigation pane. 2.Select “AdHoc Report > Inventory” on the Navigation pane 211 Orange County21

Ad Hoc Reports 211 Orange County22 Now you try Navigate to AdHoc Reports

Ad Hoc Reports: Definitions Definitions Database: an organized collection of data –Formally, the term "database" refers to the data itself and supporting data structures. –Databases are created to operate large quantities of information by inputting, storing, retrieving, and managing that information. –Databases are set up so that one set of software programs provides all users with access to all the data. –HMIS is a database. 211 Orange County23

Ad Hoc Reports: Definitions Definitions Table: a set of data elements (values) in a database that is organized in vertical columns (which are identified by their name) and horizontal rows, the cell being the unit where a row and column intersect View: A virtual table of collated data from a database –Views can represent subsets of data from a table –Views can join tables to form one virtual table 211 Orange County24 Prog. TypeOrganization NameProgram NameGeo Code THAids Services FoundationTransitional Housing Program60846 THAids Services FoundationTransitional Housing Program60846 PSHAmerican Family HousingAFH Permanent Housing Collaborative PSHAmerican Family HousingAFH PH261692

Ad Hoc Reports: Illustration Illustration: Each of the boxes represents a table (e.g. Client Demographics, Program Entry Questions, Agency information, Program information, HMIS Users, etc.) The set of tables makes up the database (HMIS) 211 Orange County25

Ad Hoc Reports Definitions Query: The primary mechanism for retrieving information from a database Filter/Query Condition: Determines which rows are returned. Example #1: “Please show me First Name, Last Name, Date of Birth, Program Name and Program Enrollment Date for all clients enrolled in a Transitional Housing program between 1/1/2012 and 1/31/2012.” Example #2: “Please show me all records where Program Name = “XYZ” and SSN = “Refused” 211 Orange County26

Ad Hoc Reports Ad Hoc Report Navigation 1.Inventory Search for saved AdHoc reports Run saved AdHoc reports 2.Design \ View Builder Create new View (choose columns) Modify existing View (add or remove columns) 3.Design \ Query Builder Define the data to include in report (which rows) 211 Orange County27

Ad Hoc Reports: View Builder Useful Ad Hoc Report Views 211 Orange County28 View NameDescription vADHOCActivitiesClient activity information vADHOCDemographicsClient demographic information vADHOCProfileQuestionsProfile questions and answers, includes Milestones and Program Components vADHOCServicesClient activity information. Services must be linked to Milestone. Includes Program Component.

Ad Hoc Reports: View Builder View Builder Functions: –“New” button: Click to create new ad hoc –Blank box: Type in a name for your report here –“Set” button: Saves the ad hoc This button may be clicked at any time and as many times as you want to save your work 211 Orange County29

Ad Hoc Reports: View Builder View Builder Functions: –View List: Select the view you want to use –Join Tables: Optionally, select one table to join 211 Orange County30

Ad Hoc Reports: View Builder View Builder Functions: –Fields: Select the fields you want to include in your report –Right Arrow: Selects field(s) –Left Arrow: Removes selected field(s) 211 Orange County31

Ad Hoc Reports: View Builder View Builder Functions: –Up and Down Arrows: Moves fields to the order that you want them to appear on the report –Distinct check box: If checked, limits data to distinct occurrences of records (rows) based on the first Selected Field 211 Orange County32

Ad Hoc Reports: View Builder Steps to Create an Ad Hoc: 1.Click the “New” button 2.Select a View 3.Add fields to the Selected Fields list 4.Type a name for the report 5.Click the “Set” button See demo next slide 211 Orange County33

Ad Hoc Reports: View Builder 211 Orange County34

Ad Hoc Reports: View Builder 211 Orange County35 Now you try Create an ad hoc view

Ad Hoc Reports: Query Builder Query Builder 211 Orange County36

Ad Hoc Reports: Query Builder Query Builder Functions 211 Orange County37

Ad Hoc Reports: Query Builder Query Builder Functions 211 Orange County38

Ad Hoc Reports: Query Builder Query Builder Functions – Top pane 211 Orange County39

Ad Hoc Reports: Query Builder Query Builder Errors 211 Orange County40

Ad Hoc Reports: Query Builder Query Builder Groups (Header) 211 Orange County41

Ad Hoc Reports: Query Builder Query Builder Columns: Click on a column header to add a sort –Clicking multiple times toggles between ascending, descending and turning sorting off 211 Orange County42

Ad Hoc Reports: Query Builder Right click on the background to get an Export option. –The Export option allows you to export the raw data to a spreadsheet 211 Orange County43

Ad Hoc Reports: Query Builder Query Builder Functions – Bottom pane –Title: Is what will be displayed on your report. Title and Report Name can be the same. –Description: Optional. Add information about the report to help you remember what the report is later. –Category: Assigning a Category helps when searching for saved ad hoc reports. –Report Name: The name of your ad hoc. This is what shows up on the report inventory list. –Report List: Select the type of report. Most common is “50Fields”. 211 Orange County44

Ad Hoc Reports: Query Builder Query Builder Functions – Bottom pane –Date Field: Allows you to select a field to filter on by date –Start: Enter the Start Date to filter the data –End: Enter the End Date to filter the data 211 Orange County45

Ad Hoc Reports: Query Builder Query Builder Functions – Bottom pane –Drill Down: If checked, report will show individual records. If not checked, will show summary level data –Display Limit: (Leave ALL selected) –Number Limit: (do not use) 211 Orange County46

Ad Hoc Reports: Query Builder Query Builder Buttons – Bottom pane –Save button: Saves your Ad Hoc Report –Save As button: Allows you to specify a new Report Name and save a copy with a different name. NOTE: This can be useful if you want a variation of an existing report. Open the original, make changes and Save As a second report. –Show Report button: Runs the report, displays it on screen (where you can export) –Print button: Not currently functioning. Don’t use. 211 Orange County 47

Ad Hoc Reports 211 Orange County48 Now you try Query Builder page

Ad Hoc Reports Steps to Search for Reports: 1.Select the “Inventory” page on left pane 2.Change “Favorite” to “All” to search for a report or select a category 3.Type a partial report name or leave blank and click the “Search” button 211 Orange County49

Ad Hoc Reports 211 Orange County50 Now you try Search for a report

Ad Hoc Reports Steps to Save Reports to Favorites: 1.Checkmark report(s) 2. Click the “Save Favorite” button 3. Now when you search “Favorites” these reports will appear. 211 Orange County51

Ad Hoc Reports 211 Orange County52 Now you try Add a report to Favorites

Ad Hoc Reports Steps to Run an AdHoc report: 1.Click on the name of the report you’d like to run. 2.Click on the “Display” button 211 Orange County53

Ad Hoc Reports AdHoc report options: From the Inventory page, you can: – Select a Date Field and set your Start and End date from this page –Select or deselect the Drill Down option –Display your report on screen Checkmark the Popup Window box to open the report display in a separate window –NOTE: The Print button also doesn’t work here. 211 Orange County54

Ad Hoc Reports Steps to Delete an AdHoc report: 1.Select the report you want to delete 2.Click the Delete button 211 Orange County55

Ad Hoc Reports 211 Orange County56 Now you try Run a Report

Creating Adhocs Exercise #1 Use the most appropriate Adhoc that will create a report with –First Name, –Last Name, –Race, –Gender, and –Ethnicity For all clients at my agency (choose a project) that have not been exited, and are Non- Hispanic. 211 Orange County57

Creating Adhocs Exercise #2 Use the most appropriate Adhoc that will generate a report with –First Name, –Last Name, –Date of Birth, –Disabled, –Veteran, –Race, and –Ethnicity For all clients in my (choose one project) who are White or Asian, and have a project entry date between 1/1/15 and 4/30/ Orange County58

Creating Adhocs Exercise #3 Use the most appropriate Adhoc that will generate a report with –First Name, –Last Name, –Date of Birth, –Gender, –Disabled, and –Veteran For all clients in my (choose two projects) who are males and not disabled, and are exited. 211 Orange County59

Filtering Reports in Excel Filtering reports can be useful to find clients that meet certain criteria. –Ex. Find all clients that are Asian females. Filtering reports can also be used to find clients that are missing data. 211 Orange County60

Filtering Reports in Excel Steps to add filters: 1.Click the Home tab 2.From the Editing menu, click the Sort & Filter icon 3.Select the Filter option 4.Notice that the top row now has drop down arrows (filters) 211 Orange County61

Filtering Reports in Excel Quick Tip: Pay attention to Excel pop-up help Example: The following help appears when you hover over the “Filter” option You can click the help icon for more help 211 Orange County62

Filtering Reports in Excel Using filters: 1.Click the dropdown arrow on one of the top row cells. Filtering options are displayed. Check or uncheck boxes to select which data you would like to see. Example: Click “(Select All)” to deselect it, then click “(Blanks)” to show all records with missing data 211 Orange County63

Commonly Used Excel Formulas SUM –The SUM function is used to calculate the sum of columns or rows in an Excel worksheet. You can use the function by either listing a selection of cells using a comma to separate values or entering a range of cells using a colon in between the first value and last value in the range. –Syntax: =SUM(Number1, Number2, … Number255) or =SUM(Number1:Number255) SUMIF –SUMIF is used to calculate the sum of columns or rows in a worksheet based on the value of another record. –Syntax: =SUMIF(Range,Criteria,Sum_Range) 211 Orange County64

Commonly Used Excel Formulas COUNT –The COUNT function counts the total number of cells that contain numbers in the selected range. –Syntax: =COUNT(Range) COUNTA –COUNTA counts the number of cells in a selected range that contain data of any type. –Syntax: =COUNTA(Range) COUNTIF –The COUNTIF function counts the cells in one range based on the criteria in another range. –Syntax: =COUNTIF(Range,Criteria) 211 Orange County65

Commonly Used Excel Formulas AVERAGE –AVG can be used to fine the average of the numerical values in the listed cells or cell range. –Syntax: =AVERAGE(Range) AVERAGEIF –The AVERAGEIF function finds the average of a numerical range if they match the specified criteria. –Syntax: =AVERAGEIF(Range,Critera,Average_Range) 211 Orange County66

Questions? Help desk (714) Website Orange County67