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

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. This training is covering unique processes not covered in other trainings.

Materials HMIS Data Entry and Reporting Guide Data Collection Forms 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

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 Talk about key differences: benefits/drawbacks of each type of report.

ServicePoint (Provider) Reports

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 Will need to EDA if the provider falls outside of their provider tree. * In special circumstances, EDA is needed – if you don’t see all data on report then please contact the helpdesk.

Live demonstration at minnesota.servicept.com/training

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

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.

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. Skip – cover while demonstrating.

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.

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 Repeat overnight upload info at this point. Have everyone use Reference Guides as they go through the prompts. Reports I run: (1) Services report in “test” folder to get the hang of running reports & show the difference between counting & data checks (emphasize that a real report would never have both counting and data check tabs in the same report). (2) LTH demographics & entry data check. I go over the tabs in this order: demographics, entry data/data 18+, housing status, disability status. The others I don’t cover in a lot of detail. Emphasize that even though this report is LTH-specific, this type of information is generally on all funder reports. Talk about basic data checking for each tab, but don’t go into a ton of detail. Emphasize value of ART webinar.

Live demonstration at minnesota.servicept.com/training

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 Start with mentioning that Scheduling Reports is the preferred method and the method covered in this training. If they were interested in seeing how to run the report in “view report” mode then they can refer to the Data Entry and Reporting Guide. Clarify what Java, and internet bandwidth/speed means. Highlighting that scheduling report works better when using Internet Explorer and Google Chrome, but the preferred browser to use is Mozilla Firefox.

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)

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”).

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 Clarify what the Start and End date in this Schedule Report prompt means. And how it differs between the ART report prompt pop-up they completed previously.

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.

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.

Live demonstration at minnesota.servicept.com/training

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