ADHOC REPORTING 201 TRAINING MANUAL

ADHOC REPORTING 201 TRAINING MANUAL

TABLE OF CONTENTS Run Existing Report...1 Modify Existing Report...3 Create New Report...6 Glossary...9 Terms... 9 Cheat Sheet... 10 AdHoc Formats... 11 AdHoc Views... 12 Icons... 13

Run existing AdHoc Report 3 4 2 5 1 1. Starting from the HMIS tab (low, high or high/low volume) and click on Report (You will be directed to the Management Report Inventory by default) 2. Select AdHoc Report Inventory 3. Select desired category, for more results use the All category 4. Enter Report Name (if known) and click Search. Partial names or the % sign (wildcard) can be entered as well 5. Select the Report by highlighting (click on the > in the gray box on the left) the entire row (not the checkbox )

6 8 7 6. In this example (All Rent), the Start and End date are changed on the inventory page for the reporting period 7. Clicking Drill Down provides data details 8. Click Display. Once this is complete, the Preview Report tab will open. 9. To export the report use the icons at the top of the Preview Report tab. Note: The Preview Report only contains a limited number of records, to see all results you must export the report. Excel is recommended to review your results. If your report is good you can Save As a PDF. 9 Excel PDF

Modify existing AdHoc Report Changes must begin on the Query Builder page; you cannot save a modified report from the Inventory or View Builder page(s). Once you find and select a report from the inventory tab you want to modify; navigate to the Query Builder page.

In this example; the All Rent Report is changed. The Contract Description statements (funding source restriction) have been removed in step 2 by clicking on the icon and selecting Delete 2 3 1 4 1. Give the report a new Title and Report Name (Category can be changed if needed) 2. Make desired changes to the query 3. Then click the green check icon to check your query. 4. After the check is complete, click Save As. 5. Navigate back to the Inventory page and select your new report name - You can now make changes in View Builder.

8 6 7 6. Add or remove fields using the left and right arrows 7. Fields can be re-ordered in the Selected Fields grid by using the up and down arrows 8. Click Set to make the changes. NOTE: This will not save the report, you can only save from the Query Builder page (Steps 2 and 3 from previous page). 9. Return to Query Builder page and Save

Create new Ad Hoc Query 1 2 3 1. From the View Builder Page: Click New and create a new report name 2. Select the view you would like to use 3. Move at least one field over to the right prior to clicking Set (it will not allow you to save without this step) HINT: Leave the Distinct checkbox alone.

d 4 a e b 4. Move to the Query Builder page to save your report c a. Fill in the Title (description is optional) b. Select a category c. Select Report List from dropdown (50Fields List is used most often) d. Select your grouping (Region is selected in this example) by dragging from the black header line and dropping in the gray Grouped by: container e. Click Save and wait for Save Completed pop-up Your report is now saved and you can toggle back and forth between the View and Query Builder pages to make additional changes. Make sure to Set or Save prior to leaving either page if you have made changes or- your changes will be lost.

a b d c e f 6. In this example, we are only adding two parameters to our query a. Click the Add new query or condition button once, this will create a new row to modify b. Select the field HousingType and the operator IsIn c. Type in Literally Homeless in the text box d. Check your query / Apply your query e. Populate the Date Field dropdown in the bottom container with ProgramEndDate and input the start and end dates f. Save and then select Show Report

GLOSSARY Terms AdHoc reports: Ad Hoc reports are customized reports based on a specific set of data fields specified by the user; for example, a range of dates or Clients in a specific Program. Field: Smallest unit of information in a database. Example: First Name Record: Groups of fields. Example: First Name, Last Name, Date of Birth Table: Groups of records. Example: The Customer Table contains all basic demographic information for each individual in HMIS. View: Pulls information from one or more tables. Query: Returns information from data in HMIS based on the parameters you define (view, fields, date ranges, etc.) in the Where Statement. Operators: Operators are the mathematical and equality symbols used to compare, evaluate, or calculate values. For example: Is less than or equal to, is like, is in. SQL (Structured Query Language): Programming language designed for managing data held in a relational database. A SQL statement is generated when you build an AdHoc report.

Cheat Sheet Only Financial Assistance Standard Names: ('Rental assistance', 'Security deposits', 'Utility deposits', 'Utility payments', 'Moving cost assistance', 'Motel & hotel vouchers') Permanent Housing Destinations: (Destination is like Rent% or Destination is like Own% or Destination is like %permanent%) Temporary Housing Destinations: ('Emergency shelter, including hotel or motel paid for with emergency shelter voucher*', 'Foster care home or foster care group home', 'Hospital (non-psychiatric)', 'Hotel or motel paid for without emergency shelter voucher', 'Jail, prison or juvenile detention facility', 'Staying or living with family, temporary tenure (e.g., room, apartment or house)', 'Staying or living with friends, temporary tenure (e.g., room apartment or house)', 'Substance abuse treatment facility or detox center', 'Place not meant for habitation', 'Psychiatric hospital or other psychiatric facility', 'Transitional housing for homeless persons (including homeless youth)*') Service Standard: Rent Assistance: Service standard IN ('Temporary housing and other financial aid', 'Rental assistance', 'Security deposits', 'Utility deposits', 'Utility payments', 'Moving cost assistance') OR Service Standard Like Motel% Housing Type Codes Only: ('Homelessness Prevention and Rapid Re-Housing', 'Transitional Housing', 'Emergency Shelter', 'Permanent Supportive Housing', 'Permanent Housing') Active in a program during a specific time period: (Program Date is less than or equal to last date of report range) AND (Program End Date is greater than or equal to first day of report range OR Program End Date is null) Example: Calendar Year 2013

AdHoc Report formats Report Name *50Fields List 50Fields List With Out Headers 50Fields_List Formatted Date Cylinder chart Fields List Group and List Group List Sum Matrix Count Matrix Distinct Count Matrix Listing Matrix Sum Monthly Stacked Cylinder chart Pie Chart Stacked Cylinder chart Description Basic listing of up to 50 items Basic listing, will not include heading information Basic listing with dates formatted for sorting Cylinder chart for one data series, can also include drilldown for up to 6 items Bar listing, information listed in rows not columns, include up to 6 items Basic listing up to 6 items Basic listing plus sums and averages for up to 6 items Table chart counts occurrences of data Table chart counts distinct occurrences of data Table chart lists selected data Table chart sums selected data Shows relationships over time Pie chart for one data series, shows relationship of individual items to the whole Cylinder chart for one data series, shows relationship of individual items to the whole *Most Reports use the 50Fields List format

AdHoc Views There are other views available; however, we don t recommend using other views without first having a discussion with Commerce HMIS Technical Support Staff. AdHoc View vadhocactivities vadhocdemographics vadhocservices vadhocservicescontract vadhocsnapshotincome Description Client activity information, services do not need to be attached to a Milestone so it includes an entry and exit "service"; includes session auto schedule data, income includes yearly data, address id, program type code, service modality services end date, no choice for program component (Data from snapshot, entry, exit, and service pages) Client demographic data with current poverty level, total Family and HH income, includes consent expired, HOH, mailing address data, no program information (Data from central intake pages) Client activity information, services must be linked to Milestone, includes Program Component and Milestone status, Batch information from billing module, services end date, services standard name (Data from snapshot, entry, exit and services pages) Similar to Services, but also includes Contract information including Contract Number, amount, FY Start & end dates and amount, length, status, grantee, type and description, services end date(data from snapshot, entry, exit and services pages) Client details regarding Income from the Entry and Exit Snapshot, including stated income, income source, interval, documentation and non-cash benefits; also includes services information (Data from snapshot, entry, exit and services pages)

Icons Check Query (makes sure query is accurate) Add a new query condition Apply Query (results will appear in bottom half of screen) Actions (add, delete, move up or down, switch value) Change SQL Mode (not very useful) Parenthesis