The AWARDS HMIS History ReportBuilder feature, located in the Profile module, is a powerful reporting tool that can be used to generate user-customized reports of data collected for HMIS updates across time.
NOTE: The HMIS History ReportBuilder is only available in AWARDS when at least one program has been set up to "Use HMIS Data Elements" (using the Add/Edit Entire Program component of the System Setup module's Agency Program Information feature). In such cases the ReportBuilder can be used for all programs, though you should keep in mind that many of the variables available for inclusion in the report are only captured by HMIS programs and as such the report may not be complete for non-HMIS programs.
IMPORTANT! The HMIS History ReportBuilder is similar in content to the HMIS ReportBuilder (also located in the Profile module) in terms of the data on which they report. However, there is a key difference between the two reports that should be kept in mind when choosing which of them to use:
The HMIS ReportBuilder is client-based, with one record per program episode.
The HMIS History ReportBuilder is assessment-based, with one record per assessment. As a result, there may be more than one record for a given client.
To create and save an HMIS History 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:
NOTE: This report was designed primarily for use by programs set up to Use HMIS Data Elements. In AWARDS databases where no programs have been set up to use HMIS data elements, the HMIS ReportBuilder functionality is NOT available. In AWARDS databases where at least one program has been set up to use HMIS data elements, the HMIS ReportBuilder functionality is available for all programs. Keep in mind though that for programs that do not use HMIS data elements many of the variables available for inclusion in the report are not collected, and as a result the report may not be complete.
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 17).
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 7, must be set each time the report is run.
HMIS Info Update Records Only - When this option is selected the report includes only HMIS Info Update assessment records.
Admission, HMIS Info, and Discharge Records - When this option is selected the report includes all assessment updates, including those made at admission and discharge, as well as those made during HMIS Info updates.
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 range specified in step 10, must be set each time the report is run.
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 History 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.
TIP: In the saved report format list there are several built-in formats made available by Foothold Technology, each prefixed by "Foothold - ". Most of these saved formats are designed for Data Quality purposes.
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 22.
NOTE: If you chose to send the report to yourself via the Messages module (in step 12), 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 22. 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 15.
NOTE: When reviewing the options on this page, note that:
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).
The program, client, and household characteristics available for selection on this page are those that the agency collects for the programs set to submit the HUD APR. While the report can be run for non-HUD programs, keep in mind that for such programs many of the report variables are not collected and so the report may not be complete.
Client characteristic selections with an asterisk (*) next to them are those for which a client may have multiple values. Multiple value fields include those that have checkboxes for data entry where multiple boxes may be checked for each client, as well as instances where multiple records may have been entered for a client.
Click the checkbox next to each client characteristic for which data is 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 21.
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 12), 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 22. 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 the following:
When the report includes multiple value characteristics (those with an asterisk next to them on the initial Report Options page), the individual detail for each client includes a list of the characteristic values separated by commas. Additionally, because each client may have more than one value, the summary table totals information for any multiple value characteristic may not add up to the total number of clients.
If a report's results include fewer than 5,000 records, the data comes from the live database. If the report's results include more than 5,000 records, the data comes from the previous night's database backup, and it is exported to a data file rather than displayed on the screen. The number of records included in the report, and the link to the data file (if applicable), is displayed on the ReportBuilder page.
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 History ReportBuilder report is now complete.