1. ServicePoint and Advanced Reporting Tool (ART) Reports
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.
This training is covering unique processes not covered in other trainings.

3. 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:

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

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
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.

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.
Skip – cover while demonstrating.

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
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.

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
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.

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
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.

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
Please use client ID number and initials instead of name in correspondence
Voic (651) or 1(855)
All calls go directly to voic
We route your Helpdesk request to the appropriate team member and will respond within 1 business day