Completing HMIS Exports & Uploads







Previous Topic  Next Topic 

The HMIS Data Export feature has two primary components:

Export - Enables users to export a set of zipped CSV files for a selected program in order to upload, if necessary, to a non-AWARDS database.

[HMIS Name] Data Upload - Enables users to select one or more programs to export to the named HMIS.

For additional information on these components, click the corresponding link above or scroll through the content below.

  Export

If you must upload data to an HMIS that is not using AWARDS, you can use the Export feature to download a set of CSV files to upload into the HMIS.  To do so, complete the following steps from the AWARDS Home screen:

    1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
    2. Click HMIS Data Export.  The HMIS CSV Export/Import page is displayed.

  NOTE: In order to see the HMIS Data Export feature within the System Setup module, you must have been granted access by Foothold Technology. If you do not currently see this  button and need access, please contact the Help Desk and specify which CoC you will be communicating with, or whether you only need general access to exporting CSV files.

    1. Click Export.  The HMIS CSV Export page is displayed.
    2. Configure the export by adjusting the following fields and options on this page as necessary:

  Program - Click this drop-down arrow and select the program or group of programs for which the CSV files are to be generated.

  Export Start date / Export End Date - The export data is limited to a census of clients in the selected program(s) as of the dates specified in these fields.  Make adjustments to the date range as necessary; however, do not enter a start date prior to 10/1/2015 to ensure that the data is consistent with the current HMIS Data Standards.  The default end date is today's date.

  CoC - Select one or more Continuums of Care from this list to limit the census being exported to only those clients enrolled in specific CoCs based on their assigned Client Location (specified at admission).  If ALL clients are to be included in the CSV files, do NOT make a selection here.

  Export Type - Click one of the available radio buttons to specify the export type to be used. 

  Full - Contains the full set of 22 CSV files.  This is the default option used by most systems.

  HIC - The Housing Inventory Chart (HIC) type contains only the  CSV files related to project and bed inventory.

  RHY - The Runaway and Homeless Youth (RHY) type contains the full set of 22 CSV files, but personally protected information is encrypted.  This export type is used by RHY-funded projects for import into the RHY repository.

  Full + - Turned on by request.  This type allows agencies to import and export additional data beyond what is currently found in the CSV specifications.  The Full+file works exactly like the Full option but includes extra files labeled "FB_[unique number]_[FormBuilder name].csv if any FormBuilders are set to be included, and one additional CSV file labeled "ServicesOther.csv."  Transferred services fields in ServicesOther.csv include Date of Contact, Service Type (see details below), Unit, Cost, End Date, Service Details (up to 50 characters), and Funding Sources (see details below). Not transferred are Time, Duration, Location, Primary Problem Area, and any attached progress notes.

  NOTE: The list of service types included in the ServicesOther file are based on the old CSV 3.0 standards and are as follows (exact matches required):

Air Conditioner

Housing Placement

Refused

Beds/Linens

Housing Search and Placement

Rent Assistance

Case Management

Lamps

Rental Assistance

Case/Care Management

Legal Services

Security Deposit Assistance

Clothes Dryer

Material Goods

Security Deposits

Consumer Assistance and Protection

Meal

Sofa

Credit Repair

Mental Health Care/Counseling

Stove

Criminal Justice/Legal Services

Microwave

Substance Abuse Services

Day Care

Mortgage Assistance

Temporary Housing and Other Financial Aid

Day Shelter

Mortgage Taxes

Towels

Dining Furniture

Motel & Hotel Vouchers

Transitional Housing

Dinnerware

Motel/Bed Night

Transportation

Dresser

Moving Cost Assistance

Utilities Two

Education

Other

Utilities Three

Emergency Shelter

Other Health Care

Utility Assistance

Employment

Other Service Type

Utility Deposit Assistance

Employment Services

Outreach

Utility Deposits

Food

Outreach and Engagement

Utility Payment Assistance

Food Bag

Personal Enrichment

Utility Payments

Health Care

Posts & Pans

Washing Machine

HIV/AIDS-Related Services

Referral to other service(s)


Hot Water Heater

Referrals Out


  Funding sources included are:


CDBG

COC

Code Blue

CSBG

EA

ESG

HOPWA

HPRP

Local Funding

Other

Other Federal Funding

PATH

Private Funding

Shelter Plus

Shelter Plus Care

SHRAP

SSBG

SSH

SSH - Camden

SSH - Cumberland

SSH - Gloucester

SSH EXT

SSH TANF

SSVF

State Funding




  Export Directive Type - Click one of the following radio buttons to indicate which records are to be included in the export:

  Full Refresh - When selected, all client records from the date range are included in the export.

  Delta Refresh - When selected, only records updated during the date range are included in the export.  No existing data will be erased, but any data that changed will be updated during the import process.

  Export Period Type - The default value is "Reporting Period."  If necessary, change the selection to "(Other) Reporting Period + Deleted Clients & Enrollments" in order to include in your export the clients and enrollments that have been deleted.

  Entitlements Filter - Check off one or more entitlements to limit the report census.  Only those clients who have at least one of the checked types is included.  (If no entitlements are selected, all clients are included.)

  NOTE: Entitlement effective dates are not taken into consideration for this filter. If a selected entitlement is part of the client's record, the client is included in the upload regardless of the date.

  Apply PIN Unduplication - Defaults to "Yes."  Click "No" to unduplicate clients based on their Client IDs instead of their Personal ID numbers (PINs).

    1. Click EXPORT.  A confirmation page is displayed, providing you with the status of the export, along with a button that can be used to access the AWARDS Messages module.  When the export is complete, AWARDS will send you an internal message via that module, containing a link to download the exported program data in a ZIP file - export_files.zip.  This file can be saved to your local machine for upload in accordance with the destination HMIS's upload policies and procedures. 

  TIP: Up to two error report files (if applicable) may also be attached to the Export message generated at this time. Those reports can be used to troubleshoot any issues with your AWARDS data, as outlined here.

Details about the individual data elements included in each CSV file in the export ZIP attachment can be found in the CSV format documentation found here.

The export process is now complete.

[HMIS Name] Data Upload

If you need to upload data to an HMIS that is also using AWARDS, you can use the Data Upload feature to complete a validation and upload process.  To do so, complete the following steps from the AWARDS screen:

    1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup Menu page is displayed.
    2. Click HMIS Data Export.  The HMIS CSV Export/Import page is displayed.

  NOTE: In order to see the HMIS Data Export feature within the System Setup module, you must have been granted access by Foothold Technology. If you do not currently see this  button and need access, please contact the Help Desk and specify which CoC you will be communicating with, or whether you only need general access to exporting CSV files.

    1. Click [HMIS Name] Data Upload.  The Upload to [HMIS Name] page is displayed.
    2. Configure the upload by adjusting the following fields and options on this page as necessary:

  Export Directive Type - Click one of the following radio buttons to indicate which records are to be included in the import:

  Full Refresh - Select this option for the first upload of a project, or to include all client records from the date range are included in the import.

  Delta Refresh - Select this option if only records updated during the date range are to be included in the import.  No existing data will be erased, but any data that changed will be updated during the import process.

  TIP: Projects cannot use the "Delta Refresh" option without having first done a "Full Refresh."  Projects that have not completed a full refresh are grayed out in the selection list when the delta option is selected here.

  Projects - This list is comprised of all projects identified under System Setup > Agency Program Information > Add/Edit Entire Program as submitting data to the [HMIS Name.]  Click the checkbox for each project to be included in the upload. 

  Export Start date / Export End Date - The upload data is limited to a census of clients in the selected projects(s) as of the dates specified in these fields. 

  TIP: When Export Directive Type is set to "Full Refresh," the default dates are 10/1/2016 to today and cannot be edited.  When the type is set to "Delta Refresh," defaults are 10/1/2017 to today, but can be adjusted as needed.

  CoC - Select one or more Continuums of Care from this list to limit the census being exported to only those clients enrolled in specific CoCs based on their assigned Client Location (specified at admission).  If ALL clients are to be included in the CSV files, do NOT make a selection here.

  Export Type - Click the radio button for the appropriate export type.

  Full - Contains the full set of 22 CSV files.  This is the default option used by most systems.

  Full + - Turned on by request; if turned on in your database, it is selected by default.  This type allows agencies to import and export additional service types beyond what is currently found in the CSV specifications.  The Full+ file works exactly like the Full option but includes extra files labeled "FB_[unique number]_[FormBuilder name].csv if any FormBuilders are set to be included, and one additional CSV file labeled "ServicesOther.csv."  The list of service types included in the ServicesOther file are based on the old CSV 3.0 standards and are as follows:

Air Conditioner

Housing Placement

Refused

Beds/Linens

Housing Search and Placement

Rent Assistance

Case Management

Lamps

Rental Assistance

Case/Care Management

Legal Services

Security Deposit Assistance

Clothes Dryer

Material Goods

Security Deposits

Consumer Assistance and Protection

Meal

Sofa

Credit Repair

Mental Health Care/Counseling

Stove

Criminal Justice/Legal Services

Microwave

Substance Abuse Services

Day Care

Mortgage Assistance

Temporary Housing and Other Financial Aid

Day Shelter

Mortgage Taxes

Towels

Dining Furniture

Motel & Hotel Vouchers

Transitional Housing

Dinnerware

Motel/Bed Night

Transportation

Dresser

Moving Cost Assistance

Utilities Two

Education

Other

Utilities Three

Emergency Shelter

Other Health Care

Utility Assistance

Employment

Other Service Type

Utility Deposit Assistance

Employment Services

Outreach

Utility Deposits

Food

Outreach and Engagement

Utility Payment Assistance

Food Bag

Personal Enrichment

Utility Payments

Health Care

Posts & Pans

Washing Machine

HIV/AIDS-Related Services

Referral to other service(s)


Hot Water Heater

Referrals Out


    1. Click Validate Records.  A confirmation message is displayed, including a button that can be used to access the AWARDS Messages module.  When the validation is complete, AWARDS will send you an internal message via that module, containing a validation results message.
    2. Click the available button to navigate to the Messages module and open the validation results; those results will indicate what you need to do next:

  If the validation results message says "Validation Successful.  No error found.  Proceed with an Upload." - When the validation is successful the results message includes an attached ZIP file containing the CSV files along with an option to proceed.  Continue with step 7.

  If the validation results message indicates that there are errors - If there are errors found during validation, click the + icon next to each section of errors to expand it and review the details.  Go to the specified modules and correct the errors detailed there.  Once that clean-up is complete, begin the upload process again starting with step 1, until a "Validation Successful" message is received.

    1. From within the results message, click Proceed with Upload.  The upload is initiated and a confirmation message is displayed.  As indicated in that message, further status notifications regarding the upload will be sent to your Messages module inbox in the form of an Upload Results message.  Please read that message carefully to make sure that the upload was successful and that all client records were uploaded as expected.

  TIP: Any error reports received can be used for troubleshooting purposes, as outlined here.

The upload process is now complete.

  https://demodb.footholdtechnology.com/help/?11879