HMIS Data Export Frequently Asked Questions







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The following frequently asked questions provide details on the most commonly asked about pieces of the HMIS Data Export feature.  Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.

Are there limits on which forms can be set up to use the "Include in HMIS CSV Upload" feature?

How do I make a change for a validation error where the field on the Intake/Admission or Discharge form is no longer available for data entry?

How does a "Delta Refresh" determine which parts of a client record have been updated in the source database? 

If I have a FormBuilder that is my Assessment tool, which CSV file does it export to?

In the User.csv file, why is there an "Unknown User" record with a last updated date of today?

What does the error "You are not authorized to do a Delta import" mean?

What FormBuilder data is uploaded during an HMIS import or upload?

What is the difference between the "Full Refresh" and "Delta Refresh" Export Directive Types?

Which clients are included in a "Delta Refresh" upload?

Why can't I edit the export start date / export end date on my "Full Refresh" HMIS Upload?

Why can't the start date of my "Delta Refresh" upload be earlier than 10/1/2016?

Why is the HMIS Upload settings page defaulting to the Full+ export type?

Why is the Personal ID column of the csv files using a 32-digit string instead of the AWARDS ID?

Are there limits on which forms can be set up to use the "Include in HMIS CSV Upload" feature?

FormBuilder forms that use the Include in HMIS CSV Upload feature must be set to use one of the following locations during the form configuration process: 

  Admission - as an embedded form in the single-step admission form

  Discharge  - as a link on the Discharge fly-out

  Discharge - to be included on the process discharge form

  Employment - as a link on the Jobs fly-out

  Intake/Admission - as a linked form on Intake/Admission form

  Listed as a Charting Event, available under Services - Individual

  Medical  - as a link on the Medical fly-out

  Profile - as a link at the top of client face sheets

  Services  - as a link on the Services - Individual fly-out

Some functionality within these locations should be taken into account: 

  If you are using an Auto-Scheduled form on the Charting Timetable, the schedule should be set the same in both databases.

  If your form (e.g. discharge form) uses E-signatures, the form will be locked from edits in the database where it is signed. Edits made to the form in the other database will not impact an e-signed form.

  If your form has multiple fields with the same field label, you must use unique "Report Field Labels" for the Delta process to function.

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How do I make a change for a validation error where the field on the Intake/Admission or Discharge form is no longer available for data entry?

If a field that you need to access is no longer displaying, you can use Configure Data Elements to temporarily make the field display in data entry mode for that project, make the necessary edits on the intake/admission or discharge form, and then remove the field from displaying after you have confirmed there is no longer an error. 

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How does a "Delta Refresh" determine which parts of a client record have been updated in the source database?

If a field is updated in the source database, all of the other fields on the corresponding csv will be considered updated. For example, if you update a client's Date of Birth in the source database, all demographic fields in the client.csv will be considered updated, and when uploaded or imported into the destination database, all are going to be overwritten to have the values from the upload/import file.

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If I have a FormBuilder that is my Assessment tool, which CSV file does it export to?

Forms embedded in a completed HMIS Coordinated Entry Assessment have the answers to their questions in the AssessmentQuestions.csv file, and are included in the Assessment.csv and AssessmentResults.csv

Forms that are NOT embedded in a completed HMIS Coordinated Entry Assessment are exported in "FB" files that use the following naming convention: FB_[unique number]_[FormBuilder Name].csv.

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In the User.csv file, why is there an "Unknown User" record with a last updated date of today?

The User.csv file has to contain each and every user ID that is in any other file. That means it can contain both Foothold Staff IDs (in cases where the last change to the record was done by Foothold Staff, usually in Program.csv or ProgramCoC.csv) and "0" (which is used as a placeholder for those records where the user could not be determined, e.g. because the records are very old). In both cases all the other information is cleared out and the dates default to "today."

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What does the error "You are not authorized to do a Delta import" mean?

This error indicates that the CSV files you have tried to upload have an Export Directive of "1" for "Delta Refresh."  

If you believe you should be authorized to do a "Delta Refresh," please ask your database administrator to contact the Help Desk to request that you be given the HMIS CSV External Uploaders - Delta Refresh permission.

If you believe you should instead be doing a "Full Refresh," please be sure that the Export Directive in your Export.csv file is changed to 2.  

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What FormBuilder data is uploaded during an HMIS import or upload?

There are four standard CSV files related to Coordinated Entry FormBuilder forms and expected to be in use to meet HUD requirements:

  Event.csv - This file pulls the data on the HMIS Coordinated Entry Event and has one row per record.

  Assessment.csv - This file pulls the data on the HMIS Coordinated Entry Assessment and has one row per record.  This form is a wrapper around an embedded FormBuilder form that contains the actual assessment tool.

  AssessmentQuestions.csv - This file pulls the questions and data from the FormBuilder that is embedded in the HMIS Coordinated Entry Assessment.  It has one row per question per record, with the exception of the Field Transformation question which is omitted.

  AssessmentResults.csv - This file pulls the question and data from the Field Transformation question in the embedded FormBuilder for the HMIS Coordinated Entry Assessment.  It has one row per record.

Additionally, to upload non-HMIS Coordinated entry forms, a Foothold employee can assist you in setting the forms to Include in HMIS CSV Upload in both databases. You would  then upload using the Full+ export type in order to create a CSV file, which would be named FB_[unique number]_ [FormBuilder Name].csv.

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What is the difference between the "Full Refresh" and "Delta Refresh" Export Directive Types?

A "Full Refresh" indicates that all records in the specified program will be uploaded to the destination database. "Delta Refresh" gives you the option to upload just records that have had changes, in which case records will not be completely overwritten; instead, only the parts of a client record that have been updated in the source database will be imported into the destination database.

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Which clients are included in a "Delta Refresh" upload?

The "Delta Refresh" import or upload includes clients who were active during the Export Start Date / Export End Date date range, plus any clients whose records were edited during the date range (even if they were discharged before the Export Start Date).

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Why can't I edit the export start date / export end date on my "Full Refresh" HMIS Upload?

Currently, all "Full Refresh" HMIS uploads must have the start date of 10/1/2016 in order to ensure that every program does an upload for all clients that will need to have accurate data in the destination database, covering the same time period as the LSA (the last 3 years). The end date is also not editable at this time; it is set to be today's date for the same reason - so that a complete roster is uploaded. 

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Why can't the start date of my "Delta Refresh" upload be earlier than 10/1/2016?

The export start date must be on or after the start date of the last "Full Refresh."  Clients discharged before that start date will not be included (even if records were updated).

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Why is the HMIS Upload settings page defaulting to the Full+ export type?

If the Full+ export type is turned on in your AWARDS database, it means that you at least sometimes do uploads that involve the Services.csv, or uploads which involve FormBuilder csv files, which are included in the Full+ upload. Best practice is to always use the Full+ setting if it is turned on in your database, which is why it is the default export type when available.

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Why is the Personal ID column of the csv files using a 32-digit string instead of the AWARDS ID?

The Personal ID column of the Client.csv file generated by AWARDS has a 32-digit Universally Unique Identifier (UUID) that is generated in the original AWARDS database, and that stays intact as a common reference ID in the destination database. This means that in the AWARDS destination database (e.g. NYCHMIS, NJHMIS), the UUID from the AWARDS exporting/uploading database (for example, AWARDS users in NYC or NJ) can be looked up using Client Search, Client Identifiers, or by referring to the HMIS ReportBuilder's "Source PersonalID" data variable.

  NOTE: UUIDs are being used in many fields on many of the .csv files, but the Personal ID field is the only one that most users will encounter frequently as they research validation errors. It is labeled as "AWARDS UUID" in the Client Search results and "Client UUID" and "Source PersonalID" on the HMIS ReportBuilder.

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