The HMIS Bed Inventory ReportBuilder is a powerful tool that can be used to generate customized reports of bed inventory records for HMIS residential programs.  To generate and save an HMIS Bed Inventory 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:

  TIP: The following instructions detail accessing the HMIS Bed Inventory ReportBuilder from directly within the HMIS Bed Inventory feature.  This report is also available in the AWARDS Reports module, where it can be bookmarked for easy access.  For more information on using the Reports module, click here.

1. Click the Program drop-down arrow in the upper-right corner of the page and select the individual program for which the HMIS bed inventory report is to be generated, or select a group of programs using one of the available "All" or custom grouping selections.

  NOTE: This feature is only available for HMIS programs with an HMIS Project Type set to one of the following (under System Setup > Agency Program Information > Add/Edit Entire Program > HMIS Settings > Continuum of Care):

  Emergency Shelter
 Transitional Housing
  PH- Permanent Supportive Housing
  Safe Haven
  PH- Housing Only
  PH- Housing with Services
  PH- Rapid Re-Housing

2. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
3. Click Agency Program Information, and then click HMIS Bed Inventory.  The HMIS Bed Inventory index page is displayed.

4. Click HMIS Bed Inventory ReportBuilder from the left-hand menu.  The ReportBuilder Settings page is displayed.

5. Click the HMIS Bed Inventory Date Range drop-down arrow and choose which records are to be included in the report based on dates of a selected type.  Available selections are:

  Active Inventory - The default selection.  When this option is selected the report will only include bed inventory records with a start date before or within the specified date range, AND an end date that is after or within that date range.

  Inventory Start Date - When this option is selected the report will only include any bed inventory record with a start date that is within the specified date range.

6. By default both HMIS Bed Inventory Date Range fields contain today's date to include in the report only those inventories that are currently active.  If necessary, make changes to that default date range using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
7. 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 here detail use of the HMIS Bed Inventory ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

8. 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 (in step 10 or 17) - 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.

9. 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 report 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: In addition to any previously saved report formats, a built-in format - "Foothold HMIS Bed Inventory Report" - is also available for selection.  It can be used to quickly and easily view a pre-built report of key inventory information.

  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.

10. 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 18.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 8), 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.

11. In all other instances, the Options page is displayed.  Continue with step 11.

12. The Options page contains a list of data variables grouped by type, and includes sections for "HMIS Bed Inventory Information," "Project Information," and "Record Information."

  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.

13. Click CONTINUE.  The Report Options - Continued page is displayed.
14. Configure 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 report settings so that this report can easily be re-run 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 wish only to view the report contents, please skip to step 17. 

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 ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 8), 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 18. 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 HMIS Bed Inventory ReportBuilder report is now complete.

  https://demodb.footholdtechnology.com/help/?12264