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									                             Advanced Reporting Tool Training (HPRP)
Summary: This guide will cover how to use ART to run HPRP Program Specific QPRs, Data Quality,
Financial, and Matrix reports for the San Diego continuum. Notes about calculations are included.

Logging onto ServicePoint and ART:
   1. Login to ServicePoint through the website – http://sandiego.servicept.com
   2. Once logged in, click on „Advanced Reporting Tool (ART)‟




Navigating the Folders:
                                               “My Folders” is where you can save or access your
                                               personal reports. These files are not public.
                                          1


                                               “Public Folders” includes pre-built reports, report
                                          2    templates, and documentation. These files are public.

                                               “ART Documentation” contains instructions and
                                          3    FAQs on how to use ART. These files are public.

                                               “sandiego_live_folder” contains all the pre-built
                                          4    reports for the San Diego HMIS.


                                          5    All HPRP Reports can be found here
                                          *
Running a Report:

        To run a report, click on the report‟s name. For example, click on 01 - Regional Data Quality Report
        (End User) to run the data quality report. Any ART license can run reports.




Modifying a Report:

        To modify a report, click on the Modify under the report‟s name. This requires an ART ad-hoc license.


General ART Docume ntation:

ART Quick Start Tutorial – This pdf guide (18 pages) is a quick introduction to ART and quickly goes over how
to design a basic query and make minor modifications to the report.
Location: Ho me > Public Folders > ART Documentation > Business Systems Published Documents > ART Quick Start Tutorial
(Page 2)

ART Basic Training Guide – This pdf guide (48 pages) is a bit more detailed introduction to ART
Location: Ho me > Public Folders > ART Documentation > Business Systems Published Documents > 2008 User Group ART Basic
Training Guide

ART Complete Guide – This pdf guide (560+ pages) is the most detailed guide on ART
Location: Ho me > Public Folders > ART Documentation > Business Objects Publ ished Documents > Building Reports Using the
Web Intelligence Java Report Panel



Saving your report:

There‟s a few different ways to save your report.
                                                                 “Save” saves your report in its current location in
                                                         1       ART. If you are accessing a report in the public
                                                                 folder, remember to make a copy of it to send to
                                                                 your inbox first! This saves into your ART inbox.
                                                                 “Save as” allows you to save your report under a
                                                         2       new name and location. The report is saved into
                                                                 your ART inbox.
                                                                 “Save to my computer as” > “Excel” saves the report
                                                         3       in Excel format. The advantage is that you can then
                                                                 modify the report.
                                                         4       “Save to my computer as” > “PDF” saves the report
                                                                 in PDF format. The advantage is that everyone can
                                                                 read the file.




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HPRP Specific Reports (Summary):

230 - HPRP Data Quality Report Part 1 - v09.11.03 (SD Mapped – Will‟s Mods)
Summary: This ART report is designed to monitor data quality by locating recorded client data which is
missing, is incorrect, or which is inconsistent with other recorded data for the same client. This report focuses
on locating errors and incongruities specifically related to the HPRP QPR.

231 - HPRP QPR with Client Drill Filter - v09.10.10 (SD Mapped) Summary: This report has been created as a
tool to assist the user in analyzing or trouble shooting the client related data that is reported in the Homelessness
Prevention and Rapid Re- housing Program (HPRP) Quarterly Progress Report (QPR).

       610 - HPRP QPR - v09.10.10 (SD Mapped) - Same as 231, but no Client Drill Filter

405 - SSOM Client Achievement Report - v09.10.05 (SD Mapped) Summary: This report compares the initial
and the final Self Sufficiency Outcome rating for each of the clients in a selected program. Initial/Final
comparisons with calculated gains/losses are reported for each domain where at least one value has been
recorded, as well as an average score for all domains. A second report tab compares the program averages by
domain and by overall average.

613 - HPRP Financial Report - v09.10.10 (SD Mapped) Summary: This report is designed to extract and
present the financial assistance data connected with HPRP grants. Expenditures related to client assistance are
summarized by homeless assistance vs homeless prevention, by grant-to date vs current quarter, and by
assistance type. Several detail sections display the data sorted by Client Uid, Client Unique Id, Household, date,
assistance type, and service provider.




                                                         4
HPRP Specific Reports (Detailed):

230 - HPRP Data Quality Report Part 1 - v09.11.03 (SD Mapped – Will‟s Mods)
Location: Home > Public Folders > sandiego_live_folder > RTFH > HPRP > “230 – HPRP Data Quality Report
Part 1 –v09.11.03 (SD Mapped – Will‟s Mods)”

Summary: This ART report is designed to monitor data quality by locating recorded client data which is
missing, is incorrect, or which is inconsistent with other recorded data for the same client. This report focuses
on locating errors and incongruities specifically related to the HPRP QPR.

Eight common data quality issues are identified:
   1. Clients without Program Entry;
   2. Clients without a Service Transaction;
   3. Clients without an HPRP Service Activity;
   4. Clients with a Non-HPRP Program Entry Type;
   5. Clients with no Housing Status recorded;
   6. Clients which have one or more HPRP Type Program Entry before start date of grant;
   7. Clients which have one or more HPRP Service Activity before start date of grant;
   8. Clients which have one or more Services with both a Financial and a Non-financial HPRP Activity Type
       indicated.

Prompts:
    Select Provider(s): <Enter your HPRP program(s) only>
    Enter End Date of Quarter PLUS ONE DAY: <Enter last day of the Quarter plus an additional day>
    Enter Start Date of Grant: <Enter the start date of the Grant>
    Enter Start Date of Quarter: <Enter start day of the Quarter>
    Click “Run Query”




‘Tab A – Summary’ is a summary of the data quality errors grouped by error type.


                                                        5
‘Tab B – Missing Entry’ displays the clients with no Program Entry (any), but have a Service Transaction.




‘Tab C – Missing Service’ displays the clients with no Service Transaction (any), but have a Program Entry.




‘Tab D – Missing HPRP Activity’ displays the clients with no HPRP specific Service Transaction.




‘Tab E – Non-HPRP Entry Type’ displays the clients with an incorrect Entry Type (should be HPRP).




‘Tab F – Missing Housing Status’ displays the clients with a missing Housing Status (or Don’t Know/Refused).




‘Tab G – Early Entry’ displays the clients with a Program Entry before 10/1/2009.




‘Tab H – Early Service Activity’ displays the clients with a Service Transaction before 10/1/2009.




‘Tab I – Double Activity’ displays the clients with both a Financial and a non-Financial HPRP service using
the same ‘Service Transaction’. (It is valid to have both a financial and a non-financial HPRP service
simultaneously, just not input into the system in the same ‘Service Transaction’)
                                                       6
231 - HPRP QPR with Client Drill Filter - v09.10.10 (SD Mapped)
Location: Home > Public Folders > sandiego_live_folder > RTFH > HPRP > “231-HPRP QPR with Client Drill
Filter – v09.10.10 (SD Mapped)”

Summary: This report has been created as a tool to assist the user in analyzing or trouble shooting the client
related data that is reported in the Homelessness Prevention and Rapid Re- housing Program (HPRP) Quarterly
Progress Report (QPR).

This Report is identical to the 610 HPRP QPR in all respects except that drill filters have been added that allow
the user to isolate individual clients and visually determine where they are being counted in the QPR. Four drill
filters have been added to each of the three report sections.

These drill filters allow the user to isolate individual clients by their Client Uid, Client Unique Id, Last N ame, or
First Name. When a Client is selected the screen refreshes and becomes a single client report allowing the user
to see the various categories in which the client is being counted.

       610 - HPRP QPR - v09.10.10 (SD Mapped)
       Location: Home > Public Folders > sandiego_live_folder > RTFH > HPRP > “610 – HPRP QPR –
       v09.10.10 (SD Mapped)”

       Summary: Same as 231, except there is no drill filter (Use if 231 is slow). This report has been created
       as a tool to assist the user in analyzing or trouble shooting the client related data that is reported in the
       Homelessness Prevention and Rapid Re- housing Program (HPRP) Quarterly Progress Report (QPR).

Prompts:
    Enter effective date: <Enter today‟s date; it means that as of today, this is what the data looks like>
    Select Provider(s): <Enter your HPRP program(s) only>
    Enter Start Date of Quarter: <Enter the start date o f the Quarter>
    Enter End Date of Quarter PLUS ONE DAY: <Enter last day of the Quarter plus an additional day>
    Enter Start Date of Grant: <Enter the start date of the Grant>
    Click “Run Query”


Important Notes about calculations:

A.) Client(s) must have the following minimum to be included in the QPR:
    1. A correctly identified „Housing Status‟ at program entry
    2. A Program Entry date
    3. A service (Financial Assistance Provided and/or a Housing Relocation & Stabilization Services
        Provided)

B.) „Housing Status‟ (at Entry) question determines whether client/household is served under „Homeless
Assistance‟ or „Homelessness Prevention‟ categories.
    1. If „Housing Status‟ is „Literally Homeless‟ is served under the „Homeless Assistance‟ category
    2. If „Housing Status‟ is either „Housed and at imminent risk of losing housing‟ OR „Housed and at risk of
       losing housing‟ is served under „Homelessness Prevention‟.
    3. If „Housing Status‟ is either „Don‟t Know‟/‟Refused‟, client(s) will not appear on QPR

C.) The three rows for “Total served”/”Total-Financial Assistance”/”Total-Housing Relocation & Stabilization
Services” count UNIQUE persons and households. The total should not necessarily equal the direct sum of the
preceding rows/columns.


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‘Tab A – Program Performance’ displays the number of unduplicated Persons/Households per Quarter/Grant
To Date. Numbers are split between ‘Financial Assistance’ and ‘Housing Relocation and Stabilization
Services’.




‘Tab B – HP’ displays the outcomes of clients per Quarter/Grant To Date. Numbers are split between types of
Destinations. This only applies to people who have exited the program and received Homelessness Prevention
(as determined by question ‘Housing Status’ at Entry.




                                                     8
‘Tab C – HA’ displays the outcomes of clients per Quarter/Grant To Date. Numbers are split between types of
Destinations. This only applies to people who have exited the program and received Housing Assistance (as
determined by question ‘Housing Status’ at entry).




                                                     9
405 - SSOM Client Achievement Report - v09.10.05 (SD Mapped)
Location: Home > Public Folders > sandiego_live_folder > RTFH > HPRP > “405 – SSOM Client
Achievement Report –v09.10.05 (SD Mapped)”

Summary: This report compares the initial and the final Self Sufficiency Outcome rating for each of the clients
in a selected program. Initial/Final comparisons with calculated gains/losses are reported for each domain where
at least one value has been recorded, as well as an average score for all domains.

A second report tab compares the program averages by domain and by overall average. Both the client report
and the program report display the results both graphically and in table format. To be included in this report the
client must have an initial SSOM assessment and a final SSOM assessment by the specified provider and on or
after the reports specified start date.

Prompts:
    Select Matrix Record Provider(s): <Enter your HPRP program(s) only>
    Enter Start Date: <Enter first day of Matrix date>
    Enter End Date PLUS ONE DAY: <Enter last day of the Matrix plus an additional day>
    Click “Run Query”




‘Tab A – Results’ displays the client achievements from the ‘initial assessment’ compared to the client’s ‘final
assessment’.




‘Tab B Program-Results’ displays the program’s average matrix


                                                        10
613 - HPRP Financial Report - v09.10.10 (SD Mapped)
Location: Home > Public Folders > sandiego_live_folder > RTFH > HPRP > “613 – HPRP Financial Report –
v09.10.10 (SD Mapped)”

Summary: This report is designed to extract and present the financial assistance data connected with HPRP
grants. Expenditures related to client assistance are summarized by homeless assistance vs homeless prevention,
by grant-to date vs current quarter, and by assistance type. Several detail sections display the data sorted by
Client Uid, Client Unique Id, Household, date, assistance type, and service provider.

Prompts:
    Select Provider(s): <Enter your HPRP program(s) only>
    Enter Start Date of Quarter: <Enter first day of the Quarter>
    Enter End Date of Quarter PLUS ONE DAY: <Enter last day of the Quarter plus an additional day>
    Select Fund Source:<Select „HPRP Source 1‟>
    Click “Run Query”




‘Tab A – Expenditure Summary’ displays the total $ expended by Homelessness Prevention/Homeless
Assistance per Quarter/Grant To Date. Total expenditures are split between ‘Financial Assistance’ and
‘Housing Relocation and Stabilization Services’.




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‘Tab B – By Client Unique ID’ displays detail tabs of each expenditure by unique clients




‘Tab C – By Client Uid’ displays detail tabs of each expenditure by each Client Uid




‘Tab D – Detail by Household’ displays detail tabs of each Household’s expenditures




‘Tab E – Detail by Date’ displays detail tabs of each expenditure by date




‘Tab F – Detail by F’ displays detail tabs of each expenditure by Provider




‘Tab G – Detail by G’ displays detail tabs of each expenditure by Funding Source


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