The AWARDS HMIS ReportBuilder feature generate user-customized reports of client and household member data, including all required information collected for the CoC APR.
NOTE: The HMIS 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 APR programs and as such the report may not be complete for non-APR programs.
IMPORTANT! The HMIS ReportBuilder is similar in content to the Household Program Enrollments ReportBuilder (also located in the Profile module), in that they can both be used to generate aggregate household information. 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 ONLY shows clients and household members WITH PROGRAM ADMISSIONS IN THE SELECTED PROGRAM (or group of programs). Household members not admitted in the program do NOT display in the HMIS ReportBuilder.
- The Household Program Enrollments ReportBuilder shows clients and household members with program admissions in the selected program (or group of programs), PLUS any household members in other programs or not admitted into any programs.
To see the FULL household composition, the Household Program Enrollments ReportBuilder must be used.
Using the HMIS ReportBuilder
- Click the Reports icon. The Reports Index will display.
- Select the program from the Program drop-down menu.
- Search for the HMIS ReportBuilder and click on the report's name. The ReportBuilder Settings page will display.
- Click the Roster Date Range drop-down menu and select which clients you want to include in the report, based on their program history. Options include:
-
- In Program
- In Program Including Pending Clients
- Admitted
- Admitted or Transferred In
- Discharged
- Discharged or Transferred Out
-
- Adjust the date range as needed.
- By default the report includes all clients. Select a specific client if needed.
- Leave the Provide ExportBuilder Options box unchecked. It is not relevant to report generation.
- If you would like the report to be sent to your AWARDS Messages Inbox, click the Send in AWARDS Messages checkbox.
- Use the Select a Saved Report Format menu to indicate if you are using a saved report format for this report or if you are starting from scratch.
- Click Continue. (If you are using an existing saved report format, the report will now display. If you are starting from scratch, the Options page will display.)
- If you are starting from scratch with this report, the Options page will display.
- The HMIS ReportBuilder report includes all clients who were enrolled in, admitted to, or discharged from the selected program(s) during the specified date range, based on the selection made, along with their household members. In some cases, that may result in duplicate report records in instances where a client has multiple histories in a single program, or a history in multiple programs. To filter out those duplicates and to list each client and household member only once in the report results, click the Unduplicated Client Count checkbox.
- When this option is checked, corresponding Earliest and Latest radio buttons are displayed; click one as appropriate.
- The Options page contains a list of program, client, and household member characteristic checkboxes, grouped by information type, and representing data collected on the intake form, face sheet, household information form, discharge form, and agency program info. Several other characteristics which are not necessarily found on the above forms are also available; for example "Age" and "Client ID."
- Click Continue. The Report Options - Continued page will display.
- Configure the options in "Filter Options" as needed. Set the "Show Individual Detail" and/or Summary Tables options as desired.
- To save the settings so you can use this report again in the future, slick Save Report Format. Configure the fields as needed and click Save Report Format again.
- Click Display Report. The report will display on the ReportBuilder page.
HMIS ReportBuilder FAQs
Q. Are the HMIS ReportBuilder report contents limited to information for active clients?
A. Which clients (and their household members) are included in the report contents is based on the program history type chosen on the initial report settings page using the Date Range selection option. Specifically, when "In Program" is chosen, 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. When "Admissions" is chosen, 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. And when "Discharges" is chosen 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.
Q. How is a client's "Chronically Homeless (Admission)" calculated?
A. Chronically Homeless (Admission) in AWARDS is an auto-calculated value based on the following data elements collected at Intake/Admission. All three of these criteria must be met in order for the client to be considered Chronically Homeless.
1. One of the following must be true:
a) For adults:
Disabling Condition = "Yes"
b) For children under the age of 18:
Expected to be of long-continued and indefinite duration - OR - Expected to substantially impair ability to live independently = "Yes" for at least one of the following Special Needs: Physical Disability, Developmental Disability, Chronic Health Condition, HIV/AIDS, Mental Health Problem, or Substance Abuse.
and
2. One of the following must be true:
a) Client entering from the streets, ES or SH = "Yes"
b) The HMIS Project Type of the project the client is being admitted to = "Emergency Shelter," "Street Outreach," or "Safe Haven."
and
3. One of the following must be true:
a) Approximate Date Started = more than 1 year prior to the admission date
b) Number of times homeless = "4 or more" AND Total number of months homeless on Streets, ES, or SH = "12" or "more than 12"
Additionally, note that if the head of household (who may be a child) or any adult in the household (head of household or an adult household member) is Chronically Homeless, then all family members who were in the household on the Household Start Date will be considered Chronically Homeless.
TIP: A saved Demographics Report format entitled Foothold Data Quality Report - Chronically Homeless v4 can be used to review and report on clients' Chronically Homeless (Admission) status.
Q. How is a client's "Chronically Homeless Point in Time" calculated?
A. The "Chronically Homeless Point in Time" value - found on the HMIS, HMIS History, and HMIS Intake ReportBuilders - uses the start date of the report as the date being evaluated to determine if the client has aged into chronicity. When reviewing this information, keep in mind the following:
- "Chronically Homeless Point in Time" applies only to projects with an HMIS Project Type of "Street Outreach (SO)," "Emergency Shelter (SH)," or "Safe Haven (SH), or "Coordinated Entry (CE)." It will be blank for clients in other types of projects. This value will also be blank for the applicable project types if the client is part of a household (as determined by more than one person sharing the same Household ID).
- If a client's "Chronically Homeless (Admission)" value is "Yes," then the "Chronically Homeless Point in Time" value will also be "Yes."
- If a client's "Chronically Homeless (Admission)" value is "No," and "Disabling Condition" is "No" for that client, then the "Chronically Homeless Point in Time" value will also be "No."
- If the "Chronically Homeless (Admission)" value for a client in an ES, SH, or SO project is "No," "Disabling Condition" is "Yes," and the approximate date started is more than one year before the report date, then the "Chronically Homeless Point in Time" will be "Yes."
NOTE: To determine the "Latest Special Needs Disabling Condition," the special needs questions at the client's latest assessment (either the latest HMIS Info record or admission if no HMIS Info records are available) are used. If the answer to any of the special needs questions is "Yes," AND the first follow-up question is "Yes," then the client is considered to have a disabling condition.
Q. What's "Source PersonalID" reporting on?
A. For clients that were imported or uploaded into the database via the HMIS csv files, this is the PersonalID that was used in those files.
Q. What's the difference between household data generated using the HMIS ReportBuilder and the Household Program Enrollments ReportBuilder?
A. The HMIS and Household Program Enrollments ReportBuilders, both located in the Profile module's ReportBuilders component, are similar in content in that they can both be used to generate aggregate household information. 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 ONLY shows clients and household members WITH PROGRAM ADMISSIONS IN THE SELECTED PROGRAM (or group of programs). Household members not admitted in the program do NOT display in the HMIS ReportBuilder.
The Household Program Enrollments ReportBuilder shows clients and household members with program admissions in the selected program (or group of programs), PLUS any household members in other programs or not admitted into any programs.
To see the FULL household composition, the Household Program Enrollments ReportBuilder must be used.
Q. Why do the "Children Detail" variables not correctly identify how many children a client has?
A. The "Children Detail" information (ages and gender) is pulled from the client's intake record, not his or her household information form. As a result, if two children were records for the client at intake, only those two children are included under "Children Detail" in the HMIS ReportBuilder report, regardless of how many were entered on the household information form. If the child detail information entered at intake is incorrect, it can be corrected by opening the client's intake form within the Intake/Admission module and making the changes there.
Q. Why is a change I made to a client's record not immediately reflected in the report?
A. There are two possible causes when HMIS ReportBuilder reports are not immediately displaying information updated in the same database login session. First, it may be indicative of a memory cache issue. To get around this, press <CTRL+R> while viewing the report page, or click your browser's refresh icon.
Second, if a report's results include fewer than 5,000 records, the data comes from the live database and should reflect what's currently in client and household member records. If the report's results include more than 5,000 records, the data comes from the previous night's database backup, and is exported to a data file rather than displayed on the screen. As a result, any changes made to records between the time of the backup and when the report was run will not be reflected in the report data.