1. AWARDS
  2. System Management
  3. Advanced Data Features

HMIS Data Export

The HMIS Data Export feature in the System Setup module contains CSV import and export functionality which enables users to transmit data from HMIS projects.

IMPORTANT!  Local CoC users in HMIS databases must access the HMIS Data Export feature from within the Fiscal module, NOT System Setup.

To view the most recent CSV format documentation, please refer to the following external website:  http://www.hudhdx.info/VendorResources.aspx

Required Permissions

In order to see the HMIS Data Export feature within the System Setup module, you must be granted access behind-the-scenes by Foothold Technology.  (Please contact the Help Desk to have this access turned on for yourself or other specific users at your agency.  At that time, please specify which CoC you will be communicating with, or whether you need general access to exporting CSV files.) 

If you are a user who has been given the necessary access, you must also have the following permissions:

  • Program Chart Access

In addition, unless you are a member of the "Executive Officer" and "System Administrator" user group, you must have at least ONE of the following permissions:

  • Display Executive Administration Buttons

  • Permissions Data Entry

  • Permissions Data Entry for All Staff and Layers

Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Completing Exports & Uploads in AWARDS

The HMIS Data Export  feature has two primary components:

  • Export - Enables users to export a set of zipped CSV files for a selected program in order to upload, if necessary, to a non-AWARDS database.

  • [HMIS Name] Data Upload - Enables users to select one or more programs to export to the named HMIS.

For additional information on these components, click the corresponding link above or scroll through the content below.

Export

If you must upload data to an HMIS that is not using AWARDS, you can use the Export feature to download a set of CSV files to upload into the HMIS.  To do so, complete the following steps from the AWARDS Home screen:

  1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.

  2. Click HMIS Data Export.  The HMIS CSV Export/Import page is displayed.

    In order to see the HMIS Data Export feature within the System Setup module, you must have been granted access by Foothold Technology.  If you do not currently see this button and need access, please contact the Help Desk and specify which CoC you will be communicating with, or whether you only need general access to exporting CSV files.

  3. Click Export.  The HMIS CSV Export page is displayed.

  4. Configure the export by adjusting the following fields and options on this page as necessary:
  • Program - Click this drop-down arrow and select the program or group of programs for which the CSV files are to be generated.
  • Export Start date / Export End Date - The export data is limited to a census of clients in the selected program(s) as of the dates specified in these fields.  Make adjustments to the date range as necessary.  The default end date is today's date.
  • CoC - Select one or more Continuums of Care from this list to limit the census being exported to only those clients enrolled in specific CoCs based on their assigned Client Location (specified at admission).  If ALL clients are to be included in the CSV files, do NOT make a selection here.
  • Export Type - Click one of the available radio buttons to specify the export type to be used. 

  • Full - Contains the full set of CSV files.  This is the default option used by most systems.

  • HIC - The Housing Inventory Chart (HIC) type contains only the  CSV files related to project and bed inventory.

  • RHY - The Runaway and Homeless Youth (RHY) type contains the full set of CSV files, but personally protected information is encrypted.  This export type is used by RHY-funded projects for import into the RHY repository.

  • Full + - Turned on by request.  This type allows agencies to import and export additional data beyond what is currently found in the CSV specifications.  The Full+file works exactly like the Full option but includes extra files labeled "FB_[unique number]_[FormBuilder name].csv if any FormBuilders are set to be included, and one additional CSV file labeled "ServicesOther.csv."  Transferred services fields in ServicesOther.csv include Date of Contact, Service Type (see details below), Unit, Cost, End Date, Service Details (up to 50 characters), and Funding Sources (see details below). Not transferred are Time, Duration, Location, Primary Problem Area, and any attached progress notes.

The list of service types included in the ServicesOther file are based on the old CSV 3.0 standards and are as follows (exact matches required):

Air Conditioner

Housing Placement

Refused

Beds/Linens

Housing Search and Placement

Rent Assistance

Case Management

Lamps

Rental Assistance

Case/Care Management

Legal Services

Security Deposit Assistance

Clothes Dryer

Material Goods

Security Deposits

Consumer Assistance and Protection

Meal

Sofa

Credit Repair

Mental Health Care/Counseling

Stove

Criminal Justice/Legal Services

Microwave

Substance Abuse Services

Day Care

Mortgage Assistance

Temporary Housing and Other Financial Aid

Day Shelter

Mortgage Taxes

Towels

Dining Furniture

Motel & Hotel Vouchers

Transitional Housing

Dinnerware

Motel/Bed Night

Transportation

Dresser

Moving Cost Assistance

Utilities Two

Education

Other

Utilities Three

Emergency Shelter

Other Health Care

Utility Assistance

Employment

Other Service Type

Utility Deposit Assistance

Employment Services

Outreach

Utility Deposits

Food

Outreach and Engagement

Utility Payment Assistance

Food Bag

Personal Enrichment

Utility Payments

Health Care

Posts & Pans

Washing Machine

HIV/AIDS-Related Services

Referral to other service(s)

 

Hot Water Heater

Referrals Out

 

Funding sources included are:

CDBG

COC

Code Blue

CSBG

DCA EDI

EA

ESG

HOPWA

HPRP

Local Funding

Other

Other Federal Funding

PATH

Private Funding

Shelter Plus

Shelter Plus Care

SHRAP

SSBG

SSH

SSH - Camden

SSH - Cumberland

SSH - Gloucester

SSH EXT

SSH TANF

SSVF

State Funding

 

 

  • Export Directive Type - Click one of the following radio buttons to indicate which records are to be included in the export.

    • Full Refresh - When selected, all client records from the date range are included in the export.

    • Delta Refresh  - When selected, only records updated during the date range are included in the export.  No existing data will be erased, but any data that changed will be updated during the import process.

  •  

    Export Period Type - The default value is "Reporting Period."  If necessary, change the selection to "(Other) Reporting Period + Deleted Clients & Enrollments" in order to include in your export the clients and enrollments that have been deleted.

  •  

    Entitlements Filter - Check off one or more entitlements to limit the report census.  Only those clients who have at least one of the checked types is included.  (If no entitlements are selected, all clients are included.)

Entitlement effective dates are not taken into consideration for this filter. If a selected entitlement is part of the client's record, the client is included in the upload regardless of the date.

  • Apply PIN Unduplication - Defaults to "Yes."  Click "No" to unduplicate clients based on their Client IDs instead of their Personal ID numbers (PINs).

  • Include only Clients with Shared Data Consent - Available in databases that use HMIS consent forms.  Check this option to limit the export to include only those clients that have agreed to share data with partner agencies.

  1. Click EXPORT.  A confirmation page is displayed, providing you with the status of the export, along with a button that can be used to access the AWARDS Messages module.  When the export is complete, AWARDS will send you an internal message via that module, containing a link to download the exported program data in a ZIP file - export_files.zip.  This file can be saved to your local machine for upload in accordance with the destination HMIS's upload policies and procedures. 

    Up to two error report files (if applicable) may also be attached to the Export message generated at this time. Those reports can be used to troubleshoot any issues with your AWARDS data, as outlined here.

Details about the individual data elements included in each CSV file in the export ZIP attachment can be found in the CSV format documentation found here.

The export process is now complete.

[HMIS Name] Data Upload

If you need to upload data to an HMIS that is also using AWARDS, you can use the Data Upload feature to complete a validation and upload process.  To do so, complete the following steps from the AWARDS Home screen:

  1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.

  2. Click HMIS Data Export.  The HMIS CSV Export/Import page is displayed.

    In order to see the HMIS Data Export feature within the System Setup module, you must have been granted access by Foothold Technology. If you do not currently see this  button and need access, please contact the Help Desk and specify which CoC you will be communicating with, or whether you only need general access to exporting CSV files.

  1. Click [HMIS Name] Data Upload.  The Upload to [HMIS Name] page is displayed.

  2. Configure the upload by adjusting the following fields and options on this page as necessary:

  • Export Directive Type - Click one of the following radio buttons to indicate which records are to be included in the import:

    • Full Refresh - Select this option for the first upload of a project, or to include all client records from the date range are included in the import.

    • Delta Refresh - Select this option if only records updated during the date range are to be included in the import.  No existing data will be erased, but any data that changed will be updated during the import process.

Projects cannot use the "Delta Refresh" option without having first done a "Full Refresh."  Projects that have not completed a full refresh are grayed out in the selection list when the delta option is selected here.

  • Projects - This list is comprised of all projects identified under System Setup > Agency Program Information > Add/Edit Entire Program as submitting data to the [HMIS Name.]  Click the checkbox for each project to be included in the upload.

  •  

    Export Start date / Export End Date - The upload data is limited to a census of clients in the selected projects(s) as of the dates specified in these fields.

When Export Directive Type is set to "Full Refresh," the default dates are 10/1/2019 to today and cannot be edited.  When the type is set to "Delta Refresh," defaults are 10/1/2019 to today, and can be adjusted as needed.

  • CoC - Select one or more Continuums of Care from this list to limit the census being exported to only those clients enrolled in specific CoCs based on their assigned Client Location (specified at admission).  If ALL clients are to be included in the CSV files, do NOT make a selection here.

  •  

    Export Type - Click the radio button for the appropriate export type.

    •  

      Full - Contains the full set of CSV files.  This is the default option used by most systems.

    •  

      Full + - Turned on by request; if turned on in your database, it is selected by default.  This type allows agencies to import and export additional service types beyond what is currently found in the CSV specifications.  The Full+ file works exactly like the Full option but includes extra files labeled "FB_[unique number]_[FormBuilder name].csv if any FormBuilders are set to be included, and one additional CSV file labeled "ServicesOther.csv."  The list of service types included in the ServicesOther file are based on the old CSV 3.0 standards and are as follows:

The list of service types included in the ServicesOther file are based on the old CSV 3.0 standards and are as follows (exact matches required):

Air Conditioner

Housing Placement

Refused

Beds/Linens

Housing Search and Placement

Rent Assistance

Case Management

Lamps

Rental Assistance

Case/Care Management

Legal Services

Security Deposit Assistance

Clothes Dryer

Material Goods

Security Deposits

Consumer Assistance and Protection

Meal

Sofa

Credit Repair

Mental Health Care/Counseling

Stove

Criminal Justice/Legal Services

Microwave

Substance Abuse Services

Day Care

Mortgage Assistance

Temporary Housing and Other Financial Aid

Day Shelter

Mortgage Taxes

Towels

Dining Furniture

Motel & Hotel Vouchers

Transitional Housing

Dinnerware

Motel/Bed Night

Transportation

Dresser

Moving Cost Assistance

Utilities Two

Education

Other

Utilities Three

Emergency Shelter

Other Health Care

Utility Assistance

Employment

Other Service Type

Utility Deposit Assistance

Employment Services

Outreach

Utility Deposits

Food

Outreach and Engagement

Utility Payment Assistance

Food Bag

Personal Enrichment

Utility Payments

Health Care

Posts & Pans

Washing Machine

HIV/AIDS-Related Services

Referral to other service(s)

 

Hot Water Heater

Referrals Out

 

  1. Click Validate Records.  A confirmation message is displayed, including a button that can be used to access the AWARDS Messages module.  When the validation is complete, AWARDS will send you an internal message via that module, containing a validation results message.

  2. Click the available button to navigate to the Messages module and open the validation results; those results will indicate what you need to do next:

  • If the validation results message says "Validation Successful.  No error found.  Proceed with an Upload." - When the validation is successful the results message includes an attached ZIP file containing the CSV files along with an option to proceed.  Continue with step 7.

  •  

    If the validation results message indicates that there are errors - If there are errors found during validation, click the + icon next to each section of errors to expand it and review the details.  Go to the specified modules and correct the errors detailed there.  Once that clean-up is complete, begin the upload process again starting with step 1, until a "Validation Successful" message is received.

  1. From within the results message, click Proceed with Upload.  The upload is initiated and a confirmation message is displayed.  As indicated in that message, further status notifications regarding the upload will be sent to your Messages module inbox in the form of an Upload Results message.  Please read that message carefully to make sure that the upload was successful and that all client records were uploaded as expected.

    Any error reports received can be used for troubleshooting purposes, as outlined here.

The upload process is now complete.

Other HMIS Data Functionality

  • Completing an External Upload - Learn how to import CSV files into an AWARDS CoC database that were not created in AWARDS.  Includes tips and FAQs.

Troubleshooting CSV Validation Errors

After running an HMIS export or validation and upload process, you will receive an export results message via the AWARDS Messages module.  This message may contain up to three file attachments:

 

  • Export_Files.zip - The full CSV file set.  This attachment is always included in the export results message.
  • Validation_Error.txt  - This attachment is only received when relevant.  It tells you when there's a problem with your AWARDS data; for example, missing or incorrect data in a client's records.
  • Export_Error.txt - This attachment is only received when relevant.  It tells you when there was a problem with the creation of the CSV file.  Typically receipt of this error file means that you'll need to contact the Help Desk for assistance; however, the content of the error file will provide additional direction, and in some cases you may need to contact the administrator of the destination database instead.

If you receive the Validation_Errors.txt file in your export results, you will need to use it - along with the Export_Files.zip file - to complete data troubleshooting and clean-up.  The information below tells you how, and provides you with detail on commonly received errors that will be helpful as you work through the process.

How to Troubleshoot

To troubleshoot your AWARDS data using the Validation_Error.txt file and your AWARDS-generated CSV file set, complete the following steps:

  1. From the AWARDS Messages module, open the export results message.

  2. Open the following message attachments as directed here:

  • Validation_Error.txt - Open using a word processing program such as Microsoft Word.  (Do not use a basic .txt file reader.  Using a word processor preserves the special formatting of the content and allows it to be displayed in an easy-to-read way.)

  •  

    Export_Files.zip - Unzip the file to access the full CSV fileset, and then open the individual CSV files using Microsoft Excel or a similar spreadsheet application.

  1. Review the content of the validation error file.  Each error will start with the name of the CSV record, followed by the row within the file where the problem can be found, the column in that row, and the specific issue with the data.  For example, the following sample validation error indicates that there is an issue with the "NameDataQuality" field for the client whose record is in row #2 of the Client.csv file; specifically, that field is blank for the client and should not be.

    Client.csv
              Row #2
                        NameDataQuality
                                  Field's value is empty while it should not be

  2. Within the relevant CSV file navigate to the location referenced in the error.  For the example mentioned in step 3, you'd want to open the Client.csv file and look in row #2 to find the client whose Name Data Quality information is missing.

    Most of the export CSV files contain a "PersonalID" column which contains the client's UUID.  If the error is client-specific (as opposed to a project or site error), use that ID to search for the individual using the AWARDS Client Search tool, find his/her name, and then navigate to his/her records as directed in step 5 below.  Alternately, you can search for the Client UUID number in the Client.CSV flie to find which client is associated with that ID, and then use AWARDS to search for the client name directly.

    Additionally, many of the .CSV files have a column called "DataCollectionStage" which lets you know whether the row refers to data collected at Intake/Admission, Discharge, or at an HMIS Info update.  Which value you see for DataCollectionState points you to where specifically in AWARDS you would go to fill out additional needed fields for that row, as detailed here:

    1 - project entry (Intake/Admission)
    2 - updates other than those completed annually *
    3 - project exit (discharge)
    5 - annual updates *

    Annual updates happen around the anniversary of admission, give or take 30 days.  Both annual updates and those updates that are not annual are completed under Profile > Face Sheet > Update HMIS Info.  To adjust or add to the information there, click the update that corresponds to the "InformationDate" on the .CSV.

  3. In AWARDS, open the relevant client's record (if the error is client-specific) or project/site configuration record (if the error is not client-related).  If you're not sure exactly where in AWARDS the problematic data is located, the list of Common Validation Errorsbelow can help point you in the right direction.  In the case of our sample validation error, we'll want to open the client's admission record.

  4. Enter or correct the data in question, being sure to save your changes.

  5. Repeat steps 3 through 6 until all items from the validation errors file have been addressed.

  6. Run the HMIS export again to verify that you've fixed everything correctly.

The troubleshooting process is now complete!

Understanding Common Validation Errors

Errors in the .csv files generally fall into one of two categories, either relating to the setup of the Program being exported/imported/uploaded, or relating to the specifics of a Client in that program.  Occasionally errors may relate to both of these categories.

  • Program errors - Corrected using the AWARDS System Setup module.

The most common errors are as follows.

Client Location Errors

These errors indicate that the client location is wrong or missing.  For example:

EntitlementCoC.csv - Row #2 - CoCCode - Field's value is empty while it should not be.

-or-

Client # ____ has an invalid Client Location (CoCCode) related to ProjectEntryID record #____ in Enrollment.csv file.  No entry will be added to EnrollmentCoC.csv for this enrollment.  CoCCode must be in the format XX-999.

TRANSLATION:  In programs that are part of a Continuum of Care, every program is set up with a CoC code, and that code is applied to each client as they are admitted.  If the field's value is empty, that means it is blank; if it is invalid, that means that there is a problem with the format.

TO FIX:  Make sure that in System Setup > Agency Program Information > Add/Edit Entire Program > HMIS Settings, there is at least one CoC selected and that it is in the form XX-999 (where xx is the state abbreviation).  Any clients who were admitted before the CoC was added in this location need to have the Client Location (CoC) updated on their Intake/Admission form.  Contact the Help Desk if the CoC you need is not in the drop-down list.

Inventory.csv Errors

Errors relating to Inventory.csv indicate incorrect data under System Setup > Residence Units.  For example:

HouseholdType - Null values are not allowed for this field.  This data will not be uploaded.

TRANSLATION: Residence Unit Household type is blank and it can't be.

TO FIX:  A value must be entered in System Setup > Residence Units for the Household Type.  Keep in mind that there is a chance that the error relates to an archived unit.  If you don't see the Household Type option on the Residence Units Data Entry page at all, contact the Help Desk for assistance.

Make sure that the HMIS fields ("Household Type" through "Client Location") have been turned on for this project and that the data has been updated within the Residence Units feature.

Household Errors from the Enrollment.csv file

Errors relating to missing Household IDs indicate that a client has not been joined to a household as of the client's admission date.  For example:

Household ID - Null values are not allowed for this field.  This data will not be uploaded.

TRANSLATION:  This client wasn't in a Household on his/her admission date.

TO FIX: See below.

-or-

RelationshipToHoH - Null values are not allowed for this field.  This data will not be uploaded.

TRANSLATION: This client is missing his/her relationship to Head of Household.

TO FIX: See below.

To correct such errors, visit the client's face sheet and click Household Composition to join them to a household.  If the client is already in a household, please click his/her name on the Household Composition tab to edit the Household Start Date so that it is on or before the admission date.

Another possible Enrollment.csv error is as follows:

Household ID - The [ ] Household ID has no Personal ID for whom relationship to HoH is 1.

TRANSLATION:  This household has no one designated as "Self."

TO FIX:  Run the HMIS ReportBuilder including, and sorting by, Household ID to see who is in this household.  Next, go to the face sheet of the client that should be HoH to designate that person as "Self."

Run an HMIS Data Quality Report for the program and use the Q3 Relationship to Head of Household row to find problematic clients before an export.

Missing Data Errors

If data is missing for a Universal Data Element, it usually means the client's admission form wasn't updated after the release of the 2014 Data Standards.  For example:

Row 7 - NameDataQuality - Field's value is empty while it should not be.

TRANSLATION:  This is a required field that is blank.

TO FIX:  Go to the client's Intake/Admission form and update it by filling in the missing data.

For errors of this type, open the Client.csv file and navigate to the row number referenced in the error to find out which client needs to have their admission form updated.

Project.csv or Site.csv Errors

These errors are related to the Agency Program Information page in System Setup.  For example:

Geocode - Null values are not allowed for this field.  This data will not be uploaded.

TRANSLATION:  This is a required field that is blank.

TO FIX:  Go to System Setup > Agency Program Information > Add/Edit Entire Program > HMIS Settings, and fill in the missing value.  Keep in mind that Continuum of Care must be in the format XX-999.  GeoCode must be in the format 999999.

Note that if you're uploading data to another database, the Continuum of Care and GeoCodes must exist in that destination database. 

Invalid Data Errors

Data must conform to specific CSV standards.  If invalid data is found, you'll receive an error.  For example:

Field's value '13' is not a valid 'LastGradeCompleted' value.

This type of error will always tell you which file to look in (i.e. it will say which .csv to open), which field to look at (i.e. which column in the .csv), and which row # to investigate.  From there it's up to you to use the PersonalID to figure out which client's records need to be updated.  This type of error might be relating to information added on the Intake/Admission form, the HMIS Update, or the Discharge form.  If there is a column in the .csv that says "DataCollectionStage," see step 4 above so you know which location to go to for data editing/updating.  Complete the update in AWARDS and try the export again.

Information Date Errors

Information date errors indicate that data was recorded either before a client was admitted or after a client was discharged.  For example:

InformationDate - The InformationDate for this record does not fall within the client's Entry Date and Exit Date.  This record will not be uploaded.

Services.csv Errors

Errors in the Services.csv file relate to the Contacts Log / Supportive Services Checklist in the Services - Individual module.  For example, the following error indicates that a "cost" was not entered in a financial assistance record:

FAAmount - Field's value is empty while it should not be.

TRANSLATION:  This "cost" field should not be blank.

TO FIX:  Use the Personal ID on the specified row to identify the client, and the date and other data in the row to identify which record to edit, then make the necessary changes.

Frequently Asked Questions

  • Are there limits on which forms can be set up to use the "Include in HMIS CSV Upload" feature?

FormBuilder forms that use the Include in HMIS CSV Upload feature must be set to use one of the following locations during the form configuration process: 

  • Admission - as an embedded form in the single-step admission form

  • Discharge  - as a link on the Discharge fly-out

  • Discharge - to be included on the process discharge form

  • Employment - as a link on the Jobs fly-out

  • Intake/Admission - as a linked form on Intake/Admission form

  • Listed as a Charting Event, available under Services - Individual

  • Medical  - as a link on the Medical fly-out

  • Profile - as a link at the top of client face sheets

  • Services  - as a link on the Services - Individual fly-out

Some functionality within these locations should be taken into account: 

  • If you are using an Auto-Scheduled form on the Charting Timetable, the schedule should be set the same in both databases.

  • If your form (e.g. discharge form) uses E-signatures, the form will be locked from edits in the database where it is signed. Edits made to the form in the other database will not impact an e-signed form.

  • If your form has multiple fields with the same field label, you must use unique "Report Field Labels" for the Delta process to function.

  • How are the HMIS Coordinated Entry Assessments structured if there is more than one in use for a program?

Each "HMIS Coordinated Entry Assessment - [...]" can have its own embedded Assessment. Your Customer Experience team representative will help you set things up correctly, using these correspondences between the FormBuilder setup and what will be in the AssessmentQuestion.csv file:

  • Your embedded FormBuilder must have a section label that is used in AssessmentQuestionGroup (Column E) in the AssessmentQuestions.csv. Because this should be unique per Assessment, it cannot use the default label "Section 1."

  • If you are importing Assessments, the embedded forms must have a row in AssessmentQuestions.csv with "Assessment Form Name" in the AssessmentQuestionGroup (Column E), and also in the AssessmentQuestion (Column G) columns. The name of the embedded form would be entered in AssessmentAnswer (Column H).

  • How do I make a change for a validation error where the field on the Intake/Admission or Discharge form is no longer available for data entry?

If a field that you need to access is no longer displaying, you can use Configure Data Elements to temporarily make the field display in data entry mode for that project, make the necessary edits on the intake/admission or discharge form, and then remove the field from displaying after you have confirmed there is no longer an error. 

  • How does a "Delta Refresh" determine which parts of a client record have been updated in the source database?

If a field is updated in the source database, all of the other fields on the corresponding csv will be considered updated. For example, if you update a client's Date of Birth in the source database, all demographic fields in the client.csv will be considered updated, and when uploaded or imported into the destination database, all are going to be overwritten to have the values from the upload/import file.

  • If I have a FormBuilder that is my Assessment tool, which CSV file does it export to?

Forms embedded in a completed HMIS Coordinated Entry Assessment have the answers to their questions in the AssessmentQuestions.csv file, and are included in the Assessment.csv and AssessmentResults.csv. 

Forms that are NOT embedded in a completed HMIS Coordinated Entry Assessment are exported in "FB" files that use the following naming convention: FB_[unique number]_[FormBuilder Name].csv.

  • In the User.csv file, why is there an "Unknown User" record with a last updated date of today?

The User.csv file has to contain each and every user ID that is in any other file. That means it can contain both Foothold Staff IDs (in cases where the last change to the record was done by Foothold Staff, usually in Program.csv or ProgramCoC.csv) and "0" (which is used as a placeholder for those records where the user could not be determined, e.g. because the records are very old). In both cases all the other information is cleared out and the dates default to "today."

  • What does the error "You are not authorized to do a Delta import" mean?

This error indicates that the CSV files you have tried to upload have an Export Directive of "1" for "Delta Refresh." 

If you believe you should be authorized to do a "Delta Refresh," please ask your database administrator to contact the Help Desk to request that you be given the HMIS CSV External Uploaders - Delta Refresh permission.

If you believe you should instead be doing a "Full Refresh," please be sure that the Export Directive in your Export.csv file is changed to "2."  

  • What FormBuilder data is uploaded during an HMIS import or upload?

There are four standard CSV files related to Coordinated Entry FormBuilder forms and expected to be in use to meet HUD requirements:

  • Event.csv - This file pulls the data on the HMIS Coordinated Entry Event and has one row per record.

  • Assessment.csv - This file pulls the data on the HMIS Coordinated Entry Assessment and has one row per record.  This form is a wrapper around an embedded FormBuilder form that contains the actual assessment tool.

  • AssessmentQuestions.csv - This file pulls the questions and data from the FormBuilder that is embedded in the HMIS Coordinated Entry Assessment.  It has one row per question per record.

  • AssessmentResults.csv - This file pulls the question and data from the Field Transformation question in the embedded FormBuilder for the HMIS Coordinated Entry Assessment.  It has one row per question per record.

Additionally, to upload non-HMIS Coordinated entry forms, a Foothold employee can assist you in setting the forms to Include in HMIS CSV Upload in both databases. You would  then upload using the Full+ export type in order to create a CSV file, which would be named FB_[unique number]_ [FormBuilder Name].csv.  If a database is set to use HMIS Consents and the program is set to "Consumer Choice," then consents are among the FormBuilder csv files that will be included in an upload.

  • What is the difference between the "Full Refresh" and "Delta Refresh" Export Directive Types?

A "Full Refresh" indicates that all records in the specified program will be uploaded to the destination database. "Delta Refresh" gives you the option to upload just records that have had changes, in which case records will not be completely overwritten; instead, only the parts of a client record that have been updated in the source database will be imported into the destination database.

  • What populates in the AssessmentResultType column in the AssessmentResults.csv during export?

Since multiple assessment results from the same FormBuilder can be included in the export, the field label (or report label, if it is set) will populate on the export in the AssessmentResultType (column E) in the AssessmentResults.csv. Similarly, if importing, you will populate the AssessmentResultType to match what you have as the field label/report label. 

  • Which clients are included in a "Delta Refresh" upload?

The "Delta Refresh" import or upload includes clients who were active during the Export Start Date / Export End Date date range, plus any clients whose records were edited during the date range (even if they were discharged before the Export Start Date).

  • Why can't I edit the export start date / export end date on my "Full Refresh" HMIS Upload?

Currently, all "Full Refresh" HMIS uploads must have the start date of 10/1/2016 in order to ensure that every program does an upload for all clients that will need to have accurate data in the destination database, covering the same time period as the LSA (the last 3 years). The end date is also not editable at this time; it is set to be today's date for the same reason - so that a complete roster is uploaded. 

  • Why can't the start date of my "Delta Refresh" upload be earlier than 10/1/2019?

Currently, all "Full Refresh" HMIS uploads must have the start date of 10/1/2019 in order to ensure that every program does an upload for all clients that will need to have accurate data in the destination database. The end date is not editable at this time; it is set to be today's date for the same reason - so that a complete roster is uploaded.

  • Why is the HMIS Upload settings page defaulting to the Full+ export type?

If the Full+ export type is turned on in your AWARDS database, it means that you at least sometimes do uploads that involve the Services.csv, or uploads which involve FormBuilder/HMIS Consent csv files, which are included in the Full+ upload. Best practice is to always use the Full+ setting if it is turned on in your database, which is why it is the default export type when available.

  • Why is the Personal ID column of the csv files using a 32-digit string instead of the AWARDS ID?

The Personal ID column of the Client.csv file generated by AWARDS has a 32-digit Universally Unique Identifier (UUID) that is generated in the original AWARDS database, and that stays intact as a common reference ID in the destination database. This means that in the AWARDS destination database (e.g. NYCHMIS, NJHMIS), the UUID from the AWARDS exporting/uploading database (for example, AWARDS users in NYC or NJ) can be looked up using Client Search, Client Identifiers, or by referring to the HMIS ReportBuilder's "Source PersonalID" data variable.

UUIDs are being used in many fields on many of the .csv files, but the Personal ID field is the only one that most users will encounter frequently as they research validation errors. It is labeled as "AWARDS UUID" in the Client Search results and "Client UUID" and "Source PersonalID" on the HMIS ReportBuilder.

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