Using the Household Program Enrollments ReportBuilder

The AWARDS Household ReportBuilder generates customized reports of household data. 

Using the Household Program Enrollments ReportBuilder

• Click the Reports icon. The Reports Index will display. 
• Select the program from the Program drop-down menu. 
• Search for the Household Program Enrollments ReportBuilder and click on the report's name. The Household Program Enrollments ReportBuilder Report Settings page will display. 
• Because household program enrollments typically include more than one household member, there is flexibility in how many times a given enrollment 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 household member program enrollment individually, or each program enrollment as a whole.
• 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.

• 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 contents include all clients with records matching the report settings; any client without records matching those settings is excluded. If necessary, click one of the other Client radio buttons to make an adjustment to the included clients. Available selections are:
  • • All Clients with Records 
    • Select Client 
• 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.)
• The Options page contains a list of available report variables (based on the One Row Per selection made above, grouped by type and representing data collected on the intake form, face sheet, and household composition records. Some variables not necessarily found in the above records 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. 

 

Household Program Enrollments ReportBuilder FAQs

Q. Are the Household Program Enrollments ReportBuilder report contents limited to information for active clients?

A. 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.

Q. How do I generate a report of both admitted and unadmitted household members?

A. 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.

Q. How do I link two clients as one household when they each have their own household already?

A. 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.

Q. Why is the name of the primary client blank for some rows of the report?

A. 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.

Q. Why isn't a client admitted to a program that collects household information showing up on the Household Program Enrollments ReportBuilder?

A. 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.