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TIP: Looking for frequently asked questions about the Household Program Enrollments ReportBuilder? Jump down to the bottom of this page!
The AWARDS Household ReportBuilder, located in the Reports module, is used to generate customized reports of household data. To create and save a Household Program Enrollments ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:
TIP: When running multi-program reports where clients may be in multiple programs, each of those clients is displayed in the report results only once regardless of the number of enrollments. If you need program-specific data, run the report for a single program.
Household Member Program Enrollment - When this option is selected each household member for each program enrollment is displayed on a separate row of the report. Choose this option when you want to see who is admitted to each household for each program enrollment.
Household Program Enrollment - When this option is selected each program enrollment is listed once in the report, providing detail only on the primary client for that enrollment. Choose this option when you want to see who the primary client was for each program enrollment, and details about that client.
Global Household Member - When this option is selected the report includes clients enrolled in the selected program(s) during the report date range, AND unadmitted member of those clients' households. Choose this option when you want to see both admitted and unadmitted clients for each household.
NOTE: Unadmitted household members are included in the report when 1) at least one member of the household is enrolled in the program during the report date range, and 2) the unadmitted household member was an active member of the household during that date range.
The default value is "Household Member Program Enrollment."
In Program - When this option is selected the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range. This selection is recommended if you will be narrowing the report contents using multiple date range filters (set in step 16).
NOTE: In this context, clients who were enrolled in the program include those who entered the program on or before the report "To" date, those who were discharged from the program on or after the report "From" date, and those who were enrolled in the program for the entirety of the report period.
In Program Including Pending Clients - When this option is selected the report will include admitted and pending clients - those with an admission date OR intake date, respectively, prior to the report end date, and no discharge date (or no discharge date within the date range).
NOTE: Pending clients are clients in a multi-step intake program who have had an intake processed but who are not yet fully admitted - or clients for whom a room reservation has been made. Programs using Drop In functionality also create clients designated as pending.
Admitted - When this option is selected the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range.
Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module. When this option is selected the report includes clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range.
Discharged - When this option is selected the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range. Current program episodes will not be included.
Discharged or Transferred Out - This option is available in databases that are set up to use the Transfers module. When selected the report includes clients with program history records indicating they were either discharged from the program (via the Discharge module) or transferred out of the program (via the Transfers module) at some point during the specified date range.
NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report. It, along with the date ranges specified in steps 8, must be set each time the report is run.
All Clients with Records - The default. As noted above, includes in the report all clients with records matching the report settings, and excludes those that do not match.
Select Client - Limits report contents to those records for a single client only, if records are found for that client that match the report settings. When selected, use the corresponding drop-down (automatically displayed when "Select Client" is clicked) to choose the client for whom the report is to be generated. (The selection list is limited to those clients matching the roster date range settings selected in previous steps.)
NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working. AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs. With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.
The instructions provided here detail use of the Household Program Enrollments ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, click here.
NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.
Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down. When using this method, you can immediately generate the report without changing any settings. Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.
NOTE: Saved report formats are associated with a specific "Row Per" selection. As a result, you will only be able to choose from those that have the same option as you chose in step 6.
Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.
NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here. Make changes to the selection as needed, or leave it at its default value.
If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page. Continue with step 21.
NOTE: If you chose to send the report to yourself via the Messages module (in step 11), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 20. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
In all other instances, the Options page is displayed. Continue with step 14.
NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page. It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).
Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.
TIP: Individual detail report options and/or summary table selections must be set before the report can be generated. For more information on using the various report options, please click here.
TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 20.
TIP: For more information on using the save report format options, please click here.
NOTE: If you chose to send the report to yourself via the Messages module (in step 11), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete, and then proceed with step 21. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
NOTE: When working with report data, please keep in mind that when a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.
The process of generating a new Household Program Enrollments ReportBuilder report is now complete.
Household Program Enrollments ReportBuilder Frequently Asked Questions
The following frequently asked questions provide details on the most commonly asked about pieces of the Household Program Enrollments ReportBuilder 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.
How do I generate a report of both admitted and unadmitted household members?
How do I link two clients as one household when they each have their own household already?
Why is the name of the primary client blank for some rows of the report?
No, discharged clients and individuals who have left client households may also be included in the report based on the report's date range. Specifically, the report looks at the household of any clients with program histories in the selected program where the program stay overlaps with the "Roster Date Range" report period at some point. As a result, the client could have been on the current roster for only part of the report period but still be included in the report contents. Likewise, family members may have joined and/or left the household during that time.
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How do I generate a report of both admitted and unadmitted household members?
To view both admitted and unadmitted household members in your report results, use the Display One Row Per "Global Household Member" option when running a Household Program Enrollments ReportBuilder report. When that option is selected the report includes clients enrolled in the selected program(s) during the report date range, AND unadmitted member of those clients' households.
NOTE: Unadmitted household members are included in the report when 1) at least one member of the household is enrolled in the program during the report date range, and 2) the unadmitted household member was an active member of the household during that date range.
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How do I link two clients as one household when they each have their own household already?
To link two clients when they are both already members of individual households, first the client who is not the primary household client should be removed from (or disassociated from) the household he or she is currently in. To do this, go to that client's Household Composition page, click the Global Household Composition tab, and then click the client's name. To remove the household member from the household as if they were never there, check the Delete checkbox that appears for each household stay. When the page is saved, AWARDS displays the option to create a new household for the client or have him or her join an existing household. Select the option to join an existing household and click CONTINUE, then search for the other household member and follow the prompts to add the client to that household.
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Why is the name of the primary client blank for some rows of the report?
For household program enrollments that were recorded in AWARDS before the enhanced Household Composition functionality was released in September 2019, there may be some rows of ReportBuilder data where the name of the Primary Client is blank. (For example, you will see this if there is a household program enrollment with a re-admitted client whose primary client was not also re-admitted, or if the household program enrollment is for a client whose other global household members are only in other programs.) To learn the name of the client in these instances, run the Household Program Enrollment ReportBuilder using the One Row per Household Member option, and search or filter for the Household Program Enrollment ID or the Global Household ID. Then, you can go to the face sheet of the client in question and make him/her the primary client, or fix the record in whatever alternate way is necessary.
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If a user does not complete the process of either creating a new household for a client or joining the client to an existing household, that client will not be available for reporting on the Household Program Enrollments ReportBuilder because they are not yet part of a household. Clients falling into this category are assigned interim global household IDs that begin with the letter "H." Other ReportBuilders, such as the Intake/Admissions ReportBuilder, the Demographics ReportBuilder, and the Progress Notes ReportBuilder will display those clients with their interim "H" household IDs.
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