The Agency Programs ReportBuilder, located in the AWARDS Reports module, is used to generate customized reports of program setup and administration information.  To generate and save an Agency Programs 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 from the AWARDS Home screen:

1. From the navigation bar, click Reports (or click the Reports icon).  The Reports index is displayed.

2. If you previously bookmarked the Agency Programs ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click ReportBuilders or All under "Show Reports."
3. Use the navigation features in the bottom-right corner to locate the Agency Programs ReportBuilder in the index, or enter "programs" in the Search field in the upper-right corner.
4. Click Agency Programs ReportBuilder from the reports index.  The Agency Programs ReportBuilder Settings page is displayed.

5. Click the Program drop-down arrow and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
6. To include information in the report results on discontinued programs (as specified using the Discontinued Programs Status feature), click the Include Discontinued Programs checkbox.  This option is only relevant if a program group was selected in step 5 (for example, "All Agency Programs"), and there are discontinued programs that fall into that group.
7. Because, particularly in HMIS settings, programs may more than one funding source and/or CoC, there is flexibility in how many times a given program is displayed on the report.  Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate row for each program, funder, or CoC.

  Program - When this option is selected each program is listed only once in the report, regardless of how many funding sources it may have, or how many CoCs it may be a part of.

  Funding Source - When this option is selected each program is listed once for each funding source configured for it.

  CoC - When this option is selected each program is listed once for each CoC of which it is a part.

"Program" is selected by default.

8. Leave the Provide ExportBuilder Options checkbox unchecked.  It is NOT relevant to report generation.

  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 in this portion of Online Help detail use of the Agency Programs ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please click here.

9. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox.  When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

  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. 

10. Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved format.  Available choices are to:

  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.

  TIP: 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 chosen 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.

11. Click CONTINUE. 

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 19.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 9), 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 18. 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 12.

12. The Options page contains lists of program setup, contact, and administration variables grouped by type and representing data collected using the Add/Edit Entire Program and Configure Administration components of the Agency Program Information feature. 

Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.

13. Click CONTINUE.  The Report Options - Continued page is displayed.
14. Configure or make changes to the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents.  Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

  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.

15. To save the settings made on this and the previous pages so that the report can easily be re-generated in the future, click SAVE REPORT FORMAT.  The Save Report Format dialog box is displayed.

  TIP: If it is not necessary to save the report format and you only want to generate the report itself, skip to step 18.

16. Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.

  TIP: For more information on using the save report format options, please click here.

17. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
18. Click DISPLAY REPORT.  The report is generated and displayed on the Procedures ReportBuilder page. 

  NOTE: If you chose to send the report to yourself via the Messages module (in step 9), 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 19.  If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.

19. At this time individual detail and/or summary table content can be hidden or sorted as needed.  The report can also be printed or exported to Microsoft Excel.  For more information on working with ReportBuilder report contents, please click here.

  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 an Agency Programs ReportBuilder report is now complete.

  https://demodb.footholdtechnology.com/help/?11736