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UserGuide by wpr1947

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									                       MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                                                                                                       HMIS User Guide


TABLE OF CONTENTS

1. INTRODUCTION TO THE HOMELESS MANAGEMENT INFORMATION
SYSTEM (HMIS) ....................................................................................................................... 1-1
2.      THE SYSTEM .................................................................................................................... 2-1
2.1 SYSTEM STARTUP .................................................................................................................. 2-1
2.2 LEAVING (EXITING) THE SYSTEM .......................................................................................... 2-2
2.3 THE WINDOW ........................................................................................................................ 2-3
  2.3.1 The Title Bar ................................................................................................................. 2-3
  2.3.2 The Main Menu ............................................................................................................. 2-4
  2.3.3 The Toolbar................................................................................................................... 2-5
  2.3.4 The Header.................................................................................................................... 2-6
  2.3.5 The Status Bar (Footer) ................................................................................................ 2-6
2.4 THE MENU ............................................................................................................................ 2-7
  2.4.1 Action Pull-Down Menu ............................................................................................... 2-8
2.5 THE GRAPHICAL USER INTERFACE ........................................................................................ 2-9
  2.5.1 Viewing Data Using Tabs ............................................................................................. 2-9
  2.5.2 List of Values (LOV) Buttons ...................................................................................... 2-10
2.6 LOV/SEARCH BUTTONS ...................................................................................................... 2-11
  2.6.1 Radio Buttons .............................................................................................................. 2-11
  2.6.2 Checkboxes ................................................................................................................. 2-12
  2.6.3 Message Boxes and Alerts .......................................................................................... 2-12
  2.6.4 The Use of Color ......................................................................................................... 2-12
        2.6.4.1    Editable items..................................................................................................................................................... 2-12
        2.6.4.2    Current record .................................................................................................................................................... 2-13
        2.6.4.3    Current item ....................................................................................................................................................... 2-14
        2.6.4.4    Buttons in focus ................................................................................................................................................. 2-14
     2.6.5 Text Editor .................................................................................................................. 2-15
     2.6.6 How do I get from screen to screen? .......................................................................... 2-17
        2.6.6.1    Go To… Menu Options ..................................................................................................................................... 2-17
        2.6.6.2    Toolbar Buttons ................................................................................................................................................. 2-17
        2.6.6.3    Other Navigation ................................................................................................................................................ 2-18
     2.6.7 How do I find what I am looking for? ......................................................................... 2-18
        2.6.7.1    Enter Query Mode .............................................................................................................................................. 2-19
        2.6.7.2    Type Your Search Criteria ................................................................................................................................. 2-19
        2.6.7.3    Execute Query .................................................................................................................................................... 2-20
        2.6.7.4    LOV/Search ....................................................................................................................................................... 2-21
     2.6.8 What are Master and Detail Records or Blocks? ....................................................... 2-22
     2.6.9 Process for successfully creating Programs ............................................................... 2-23
3.      THE HMIS SCREENS..................................................................................................... 3-27
3.1 MAIN SCREEN (HMISMAINF) ........................................................................................... 3-27
3.2 HMIS CLIENT SCREEN (HMIS001F) .................................................................................. 3-30
  3.2.1 Demographics Tab ...................................................................................................... 3-38
  3.2.2 Income Tab.................................................................................................................. 3-44



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                     MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                                                                                                  HMIS User Guide

     3.2.3   Demog 2 Tab ............................................................................................................... 3-48
     3.2.4   Household Info Tab..................................................................................................... 3-50
     3.2.5   HPRP FA/HRSS Tab ................................................................................................... 3-51
     3.2.6   Program Tab ............................................................................................................... 3-54
       3.2.6.1   Copy Selected Program to Other Family Members Button ................................................................................ 3-68
       3.2.6.2   View Program Snapshots Button ....................................................................................................................... 3-72
       3.2.6.3   Special Validation .............................................................................................................................................. 3-78
  3.2.7 Employment/Education Tab ........................................................................................ 3-83
  3.2.8 Military Tab ................................................................................................................ 3-85
  3.2.9 Services Tab ................................................................................................................ 3-87
  3.2.10 Optional Demog Tab................................................................................................... 3-90
  3.2.11 Outreach Tab .............................................................................................................. 3-91
  3.2.12 Notes Tab .................................................................................................................... 3-92
3.3 SECURE INFO SCREEN (HMIS015F) .................................................................................... 3-93
  3.3.1 Address Tab ................................................................................................................ 3-96
  3.3.2 Case Notes Tab ........................................................................................................... 3-99
3.4 HMIS GROUP EXIT SCREEN (HMIS005F) ........................................................................ 3-100
3.5 HMIS HOUSEHOLD SCREEN (HMIS010F) ........................................................................ 3-103
  3.5.1 Members Tab ............................................................................................................ 3-105
  3.5.2 Demographics Tab .................................................................................................... 3-106
  3.5.3 Services Tab .............................................................................................................. 3-108
  3.5.4 Notes Tab .................................................................................................................. 3-109
3.6 HMIS AGENCY SCREEN (HMIS020F) .............................................................................. 3-110
  3.6.1 Address Tab .............................................................................................................. 3-111
  3.6.2 Referral Tab .............................................................................................................. 3-112
  3.6.3 Program Tab ............................................................................................................. 3-113
  3.6.4 Security Options Tab................................................................................................. 3-113
  3.6.5 Agency Info Tab ........................................................................................................ 3-114
  3.6.6 Sub-Agencies Tab...................................................................................................... 3-116
3.7 HMIS APR INFORMATION SCREEN (HMIS050F) ............................................................. 3-118
  3.7.1 Grantee Tab .............................................................................................................. 3-120
  3.7.2 APR 1 Tab ................................................................................................................. 3-121
  3.7.3 APR 2 Tab ................................................................................................................. 3-123
  3.7.4 APR 3 Tab ................................................................................................................. 3-123
  3.7.5 Services Tab .............................................................................................................. 3-124
  3.7.6 Goals Tab .................................................................................................................. 3-125
  3.7.7 SHP 1 Tab ................................................................................................................. 3-125
  3.7.8 SHP 2 Tab ................................................................................................................. 3-126
  3.7.9 HMIS Tab .................................................................................................................. 3-126
  3.7.10 Income Tab................................................................................................................ 3-126
  3.7.11 Program Tab ............................................................................................................. 3-127
  3.7.12 Program 2 Tab .......................................................................................................... 3-128
  3.7.13 Source of Information for APR ................................................................................. 3-128
3.8 HMIS YEARLY CLIENT REVIEW SCREEN (HMIS450F) .................................................... 3-129
4.     THE APR CODE TABLE SCREENS .............................................................................. 4-1


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4.1 HMIS APR ACTIVITY COST TYPE SCREEN (HMIS900F) ..................................................... 4-2
4.2 HMIS APR ACTIVITY TYPE SCREEN (HMIS905F) ............................................................... 4-3
4.3 HMIS APR AGE TYPE SCREEN (HMIS625F) ....................................................................... 4-4
4.4 HMIS APR CASH MATCH TYPE SCREEN (HMIS910F) ........................................................ 4-5
4.5 HMIS APR DESTINATION CODE SCREEN (HMIS610F) ........................................................ 4-6
4.6 HMIS APR INCOME CODE SCREEN (HMIS615F) ................................................................. 4-7
4.7 HMIS APR LENGTH OF STAY IN PROGRAM TYPE SCREEN (HMIS605F) .............................. 4-8
4.8 HMIS APR MONTHLY INCOME BRACKETS SCREEN (HMIS600F)........................................ 4-9
4.9 HMIS APR PRIOR LIVING SITUATION CODE SCREEN (HMIS620F) ................................... 4-10
4.10 HMIS APR SECTION 8 MODERATE REHABILITATION SCREEN (HMIS590F) ...................... 4-11
4.11 HMIS APR SHELTER PLUS CARE (S+C) SCREEN (HMIS585F) .......................................... 4-12
4.12 HMIS APR SPECIAL NEED TYPE SCREEN (HMIS985F) ..................................................... 4-13
4.13 HMIS APR SUPPORTIVE HOUSING PROGRAM TYPES SCREEN (HMIS580F) ...................... 4-14
4.14 HMIS APR SUPPORTIVE SERVICE TYPE SCREEN (HMIS505F) .......................................... 4-15
5.   THE HMIS CODE TABLE SCREENS............................................................................ 5-1
5.1 HMIS CODE TABLE SCREENS (A-M) .................................................................................... 5-1
  5.1.1 HMIS Child School Type Screen (HMIS915F) ............................................................. 5-1
  5.1.2 HMIS Degree Type Screen (HMIS920F) ...................................................................... 5-2
  5.1.3 HMIS Destination Code Screen (HMIS630F) .............................................................. 5-3
  5.1.4 HMIS Destination Subsidy Screen (HMIS520F) .......................................................... 5-4
  5.1.5 HMIS Destination Tenure Screen (HMIS925F) ........................................................... 5-5
  5.1.6 HMIS Discharge Status Screen (HMIS930F) ............................................................... 5-6
  5.1.7 HMIS Domestic Violence Experience Occurred Screen (HMIS535F) ......................... 5-7
  5.1.8 HMIS Employment Type Code (HMIS935F) ................................................................ 5-8
  5.1.9 HMIS General Health Code Screen (HMIS940F) ........................................................ 5-9
  5.1.10 HMIS Income Type Screen (HMIS545F) .................................................................... 5-10
  5.1.11 HMIS Last Grade Completed Screen (HMIS945F) .................................................... 5-12
  5.1.12 HMIS Length of Stay Screen (HMIS950F) ................................................................. 5-13
  5.1.13 HMIS Military Branch Screen (HMIS955F)............................................................... 5-14
  5.1.14 HMIS Military Service Era Screen (HMIS960F)........................................................ 5-15
5.2 HMIS CODE TABLE SCREENS (N-Z) ................................................................................... 5-16
  5.2.1 HMIS Non-Cash Benefits Screen (HMIS540F) .......................................................... 5-16
  5.2.2 HMIS Prior Living Situation Code Screen (HMIS975F) ............................................ 5-17
  5.2.3 HMIS Program Type Screen (HMIS530F) ................................................................. 5-18
  5.2.4 HMIS Reason for Leaving Screen (HMIS970F) ......................................................... 5-19
  5.2.5 HMIS School Not Enrolled Reason Screen (HMIS980F) ........................................... 5-20
  5.2.6 HMIS Service Type Screen (HMIS800F) .................................................................... 5-21
  5.2.7 HMIS SSN Description Code Screen (HMIS990F) .................................................... 5-22
  5.2.8 HMIS Substance Abuse Code Screen (HMIS500F) .................................................... 5-23
  5.2.9 HMIS Tribe Screen (HMIS510F) ................................................................................ 5-24
  5.2.10 HMIS War Zone Screen (HMIS515F)......................................................................... 5-25
  5.2.11 HMIS Zip Code Quality Screen (HMIS965F) ............................................................. 5-26
5.3 HMIS CODE TABLE SCREENS (PROGRAM DESCRIPTOR) ..................................................... 5-27



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                      MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                                                                                          HMIS User Guide

     5.3.1    HMIS Site Config Types Screen (HMIS805F) ............................................................ 5-27
     5.3.2    HMIS Site Types Screen (HMIS810F) ........................................................................ 5-28
     5.3.3    HMIS Housing Types Screen (HMIS815F)................................................................. 5-29
     5.3.4    HMIS Household Types Screen (HMIS820F) ............................................................. 5-30
     5.3.5    HMIS Bed Types Screen (HMIS825F) ........................................................................ 5-31
     5.3.6    HMIS Bed Availability Types Screen (HMIS830F) .................................................... 5-32
     5.3.7    HMIS Target Population A Types Screen (HMIS835F) ............................................. 5-33
     5.3.8    HMIS Target Population B Types (HMIS840F) ......................................................... 5-34
     5.3.9    HMIS Tracking Methods Screen (HMIS845F) ........................................................... 5-35
6.      TABLE MAINTENANCE SCREENS.............................................................................. 6-1
6.1     HMIS MESSAGES SCREEN (HMIS550F) ............................................................................... 6-2
6.2     HMIS POVERTY LEVEL SCREEN (HMIS655F) ...................................................................... 6-4
6.3     HMIS PROGRAM LIST MAINT SCREEN (HMIS560F) ............................................................ 6-5
6.4     HMIS REFERENCE CODES SCREEN (HMIS575F) .................................................................. 6-6
6.5     HMIS REFERRAL CODE SCREEN (HMIS635F) ..................................................................... 6-7
6.6     HMIS WORKER TABLE MAINTENANCE SCREEN (HMIS555F) ............................................. 6-8
7.      CROSS REFERENCE SCREENS .................................................................................... 7-1
7.1     HMIS APR ACTIVITY COST TYPE X-REF SCREEN (HMIS660F) .......................................... 7-2
7.2     HMIS APR DESTINATION X-REF SCREEN (HMIS525F) ...................................................... 7-3
7.3     HMIS APR INCOME X-REF SCREEN (HMIS650F) ............................................................... 7-5
7.4     HMIS APR PRIOR LIVING SITUATION X-REF SCREEN (HMIS640F) .................................... 7-8
7.5     HMIS APR PROGRAM X-REF SCREEN (HMIS645F) .......................................................... 7-10
8.      HMIS REPORTS ................................................................................................................ 8-1
8.1 SPECIAL PROCESSING FOR FILE EXPORTS .............................................................................. 8-1
8.2 HMIS APR REPORT (HMIS050R) ........................................................................................ 8-7
8.3 HMIS APR DETAILS REPORT (HMIS060R) ....................................................................... 8-20
8.4 HMIS APR DETAILS REPORT WITH NAMES (HMIS061R) .................................................. 8-43
8.5 HMIS SERVICE COUNT (HMIS300F) .................................................................................. 8-55
  8.5.1 IHSB Service Count Report (HMIS300R) ................................................................... 8-58
  8.5.2 Run Reports ................................................................................................................. 8-62
        8.5.2.1   Service Count Report (HMIS305R) ................................................................................................................... 8-64
        8.5.2.2   Aggregate Service Count Report (HMIS315R).................................................................................................. 8-66
        8.5.2.3   Agency Services Report (HMIS325R) ............................................................................................................... 8-68
        8.5.2.4   Aggregate Agency Services Report (HMIS335R) ............................................................................................. 8-70
        8.5.2.5   Financial Assistance Counts (HMIS345R) ........................................................................................................ 8-73
        8.5.2.6   Housing Reloc/Stabilization Counts (HMIS355R) ............................................................................................ 8-75
     8.5.3 Create Report File ...................................................................................................... 8-77
        8.5.3.1   Service Count File (HMIS310R)........................................................................................................................ 8-78
        8.5.3.2   Aggregate Service Count File (HMIS320R) ...................................................................................................... 8-79
        8.5.3.3   Agency Services File (HMIS330R) ................................................................................................................... 8-80
        8.5.3.4   Aggregate Agency Services File (HMIS340R) .................................................................................................. 8-81
        8.5.3.5   Financial Assistance Counts File (HMIS350R) ................................................................................................. 8-82
        8.5.3.6   Housing Reloc/Stabilization Counts File (HMIS360R) ..................................................................................... 8-83
8.6 HMIS PROGRAM SNAPSHOT LISTS (HMIS110F) ................................................................ 8-84
  8.6.1 HMIS Program Snapshots Report (HMIS100R) ......................................................... 8-89


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  8.6.2 HMIS Program Snapshots “Full” Export File ........................................................... 8-94
  8.6.3 HMIS Program Snapshots “Report” FlatFile ............................................................ 8-97
8.7 HMIS DEMOGRAPHICS REPORT (HMIS200F) .................................................................. 8-100
  8.7.1 Demographics Report (HMIS200R) ......................................................................... 8-126
  8.7.2 HMIS201R – HMIS Demographics Report – Client Names ..................................... 8-134
  8.7.3 Address Labels PDF (HMIS202R)............................................................................ 8-135
  8.7.4 Client Demographics Counts (HMIS203R) .............................................................. 8-137
8.8 HMIS CLIENT INTAKE REPORT (HMIS070F) ................................................................... 8-165
  8.8.1 HMIS070R Client Intake Report ............................................................................... 8-169
8.9 HMIS GENERAL REPORTS (HMIS120F) ........................................................................... 8-180
  8.9.1 Single-Night Counts (HMIS120R) ............................................................................ 8-180
  8.9.2 Data Quality Report (HMIS130R) ............................................................................ 8-184
  8.9.3 Data Quality Summary Report (HMIS135R) ............................................................ 8-186
8.10 HMIS APR REPORT (HMIS160F) .................................................................................... 8-187
  8.10.1 Run APR Report (HMIS050R) .................................................................................. 8-188
  8.10.2 Run APR Details (HMIS060R).................................................................................. 8-189
  8.10.3 Run APR Details with Names (HMIS061R) .............................................................. 8-189
8.11 HMIS VETERAN MAINTENANCE REPORT (HMIS500R) ................................................... 8-189
9.    APPENDIX A - GLOSSARY OF TERMS AND ACRONYMS .................................... 9-1
9.1 TERMS ................................................................................................................................... 9-1
10. APPENDIX B - SHOW FUNCTION KEYS .................................................................. 10-1
11. APPENDIX C – MENU TABLE ..................................................................................... 11-1
11.1 ACTION PULL-DOWN MENU ................................................................................................ 11-2
11.2 GO TO…PULL-DOWN MENU .............................................................................................. 11-3
11.3 REPORTS PULL-DOWN MENU .............................................................................................. 11-4
11.4 EDIT PULL-DOWN MENU .................................................................................................... 11-5
11.5 BLOCK PULL-DOWN MENU ................................................................................................. 11-6
11.6 FIELD PULL-DOWN MENU ................................................................................................... 11-7
11.7 RECORD PULL-DOWN MENU ............................................................................................... 11-8
11.8 QUERY PULL-DOWN MENU ............................................................................................... 11-10
11.9 HELP PULL-DOWN MENU .................................................................................................. 11-11
11.10     MENU HIERARCHY AND SHORTCUT LIST .................................................................. 11-11




                                                                       v                                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                               HMIS User Guide

1. INTRODUCTION TO THE HOMELESS MANAGEMENT
INFORMATION SYSTEM (HMIS)

Workers at the Agencies primary use the HMIS to enter client and household information and
services. State employees maintain the reference tables. The Agencies and the state workers use
the system for reporting purposes.

The HMIS maintains two principal entities, the client and the household. Clients and households
are intimately related, since every client entering programs has to be part of a household and
every household contains one or more clients. Other information retained about clients and
households is necessary both for reporting purposes (e.g., reporting based on geographic
location, age category, gender, etc.) and as a decision support tool for the Agency when
assessing client and household needs. Information about the Agency itself is maintained for
internal purposes but also for reporting purposes. Principally, the Agency portion of the HMIS is
used to document the services provided by the Agency.




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               MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                                HMIS User Guide


2. THE SYSTEM

A note to the reader: This user guide assumes you have basic knowledge of the Microsoft
Windows user interface, including the use of a mouse. Although some basic Windows concepts
may be included in this document, it is not a Windows tutorial and must not be expected to
replace such training.

2.1 SYSTEM STARTUP

The Homeless Management Information System (HMIS) is accessed on the Internet, using this
link to log into the production version of the HMIS application:

HMIS Prod: https://ows.hhs.mt.gov/forms/frmservlet?config=hmis_prod

or this link to log into the test version of the HMIS application:

HMIS Test: https://ows.hhs.mt.gov/forms/frmservlet?config=hmis_test

The production version is where you enter live, real data. The test version is where you would
train or practice using the system. Do not enter real, identifiable data into the test version.

You will have to have a user name and password to log into the application. If you don‘t have a
user name or password and you believe you should, contact your supervisor or email the help
desk at "rrmt1-cdshelpdesk@ngc.com".

After you click the link, a browser window will open and a second window showing the HMIS
application will open as well. When the system starts up, you will be asked to log into the HMIS
application. The logon screen looks like this:




Enter your Username and Password and the Database. (You should have already been assigned
these.) Press the Connect button (or tab to it and press Enter) to submit the information for
validation. If everything is correct, you will be connected to the database and the main screen of
the application will be opened.



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                                                                               HMIS User Guide

In the menu for all system screens, under the Action heading, is the option: ―Modify Oracle
Password‖. For security reasons (to decrease the chance that an unauthorized person will guess
or discover your password), it is a good idea to change passwords regularly. To change your
password, type in your old password (the same one you logged on with), then the new password,
and then the new password again, to confirm, since what you type is not displayed on the screen.
Instead, asterisks are displayed. This is to protect your password from being seen by people
around you.




Passwords should generally be at least 8 characters long and should contain numbers, uppercase
and lowercase letters. The more complicated the password is, the harder it is for anyone to guess.
For the same reason, avoid writing the password down and displaying it in plain sight. You
should also avoid dictionary words. Never use your logon name or your own name as your
password.

2.2 LEAVING (EXITING) THE SYSTEM

When you are finished working with the system, you have to exit the system. Use the toolbar
Exit button or Exit from the Action submenu or the shortcut key Ctrl + Q or the x in the upper
right-hand corner of the screen to close an open form. If you have made any changes that are not
yet saved, you will be asked to save the changes to the database. You will be allowed to exit with
or without saving or to cancel the exit.

If you choose to exit from the Main Screen, a message box will appear to confirm your intent to
exit:




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                                                                                 HMIS User Guide



2.3 THE WINDOW

A window is an area of the monitor screen in which all or part of an application is displayed.
There are two types of windows. One type is a container for the other. The container is called an
MDI or Multiple Document Interface window. The other is called an MDI child. An application
will have one MDI window in which all of its children are displayed. The application title bar,
menu and toolbars are generally attached to the MDI window. An example of the two windows
would be Word for Windows (or Excel, etc.) in which one window (the MDI window) is a frame
for smaller windows, one smaller window for each document that is open. The document
windows fit inside the MDI window. When maximized, the MDI window usually fills the entire
monitor screen. When the document window is maximized, it fills the space on the MDI window
between the menu and toolbar area and the status bar (footer) area.

There are also two kinds of screens. The first and most obvious is the screen of your monitor
(like the screen of a television), which is rarely referred to. The second kind of screen is in some
ways another term for a form (the interface used to enter information) but is actually
synonymous with the MDI child window, since the window may not display all of the form.

In general, when referring to the MDI window we use the term ―window‖ or ―application
window‖, and when referring to the child window we use the term ―screen‖ or possibly ―form‖
(although, again, the window may not display all of the form).

A third kind of window is neither an MDI nor an MDI child but is independent, yet still part of,
the application. They are generally referred to as dialog windows or dialog boxes, since
frequently they require interaction (dialogue) with the user. Help windows are a common
example of this standalone window. They sit ―on top of‖ the MDI window or behind it. When
the application is closed, the standalone window usually closes, too. In the HMIS application,
comment text editors are an example of these independent windows.

2.3.1 The Title Bar
The application title bar is located at the top of the application window. It displays the name of
the application.




Each form has its own title bar, as well, containing its title:




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              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
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2.3.2 The Main Menu
Directly under the application title bar, the main menu provides access to most of the
functionality of the system. In other words, most of what the system can do is provided through
the menu. (Most functions can be performed in multiple ways.) The main menu consists of
headings, which are listed from left to right:




Each heading, when activated, opens a pull-down submenu of items, which are used to perform
functions within the application. The Main Menu, in other words, has no functionality in itself
but is only a grouping mechanism.

To access the Main Menu options, use the mouse to click on the name of the option or press the
Alt key and, at the same time, the letter that is underlined in the name of the menu item. This will
open a submenu (a pull-down menu) under the menu item. Alt + A opens the Action submenu,
for example, while Alt + E opens the Edit submenu. Note that the underlined letters may not
display the underline until you press the Alt key.




Menu items may be ―greyed out‖ if their functionality doesn‘t make sense on a particular screen
or if you don‘t have security rights to use them. A greyed-out menu item will have grey letters
instead of black, and nothing happens when you try to activate them (by clicking on them with
the mouse or by using keyboard shortcuts). For example, if no text is selected, the Cut and Copy
options in the Edit menu do not make sense and will be greyed out. If the focus is on a text item
that cannot be edited, the Cut and Paste options will be greyed out. The Edit option, however,
makes sense if focus is on a text item, so it would not be greyed out. The Edit option merely
opens a separate window for editing the text or for viewing a long piece of text in its entirety.

The symbol at the far left of the form title bar is an icon, which accesses a control menu for
manipulating the window. The first five options in the control menu control the size, the sixth
option closes the document window (but using the Exit button or Action submenu item is better):




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A corresponding icon on the application title bar offers similar options for the application
window.




Closing the application window closes all document windows contained within it. Occasionally,
closing windows in this way can cause unforeseen errors. The Exit button and Action submenu
item are much safer ways of accomplishing the task.

2.3.3 The Toolbar
Directly under the main menu is a toolbar containing iconic buttons, providing shortcuts to the
most commonly used functions. Every screen has the same toolbar:




These buttons duplicate menu functions and are activated by clicking on them with the mouse.
Not all of the buttons make sense in every form, so they may be ―greyed out‖ which means they
will appear dim and fuzzy. When you press on greyed out buttons, nothing happens.

The toolbar buttons have ―bubble help‖. If the mouse pointer is held over a button for a second, a
little text box appears, identifying the button (as seen below the Exit button in the image below).




       Function                   Icon                          Menu/Submenu
                                                                Location



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                MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                                   HMIS User Guide

        Function                   Icon                           Menu/Submenu
                                                                  Location
        Save                                                      Action/Save
                                   (Diskette)
        Print Screen                                              Action/Print Screen
                                   (Printer)
        Clear Form                                                Action/Clear All
                                   (Eraser on Form)
        Query                                                     Query/Enter
                                   (Flashlight)
        Add Record                                                Record/Insert
                                   (+ Sign)
        Delete Record                                             Record/Remove
                                   (X Sign)
        Clear Record                                              Record/Clear
                                   (Eraser on Line)
        List                                                      Help/List
                                   (Down Arrow)
        Edit                                                      Edit/Edit
                                   (Pencil Writing)
        Show Keys                                                 Help/Show Keys
                                   (Keyboard Keys)
        HMIS Household                                            Go To…/HMIS
                                   (House)
                                                                       Household
        HMIS Client                                               Go To…/HMIS Client
                                   (Person)
        Previous Screen                                           Go To…/Previous Screen
                                   (Screens with arrow)
        Exit                                                      Action/Exit
                                   (Open door)

2.3.4 The Header
At the top of the form is the header. It identifies the module, the user, the form title, the date and
the time when the form was opened.




2.3.5 The Status Bar (Footer)
At the bottom of the window is the status bar or footer. It displays messages, including hints and
some error or warning messages. When an item has an LOV attached, ―List of Values‖ is
displayed on the status bar. A count of records retrieved through a query is also displayed here.
For example, if focus is on the first record of three that were retrieved, the footer includes the
text ―Record: 1/3‖.

The following image shows the footer on the Client Maintenance Screen. It displays a hint
explaining what the current field is for and that it has a List of Values. Hints are displayed when



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an item has focus (by navigating to it or by clicking on it with the mouse). The hint below is
displayed when focus is on the Prior Living Situation field.




2.4 THE MENU



Every screen has the same menu—functionality which is not appropriate in a particular screen or
under certain circumstances may be ―greyed out‖, meaning that the letters are printed with grey
letters       instead of black and that nothing happens when you try to activate them (by
clicking on them with the mouse or by using keyboard shortcuts).

The first column of the table below lists the menu and submenu items for the Action menu. The
second column enumerates keyboard or toolbar shortcuts to the same function. The third column
is a brief description of the function performed by the item or its shortcuts. In some cases
(Record/Previous, for example), the shortcuts have variable functions related to the submenu
item. These are detailed in the Description column.

There are three types of shortcuts. Menu shortcuts use the mouse to click on the menu item or
they use the Alt key and a letter that is displayed in the menu as underlined. To access the Edit
options, press the Alt and the E keys at the same time to open the Edit submenu. To access the
Copy function in the Edit submenu, press the Alt and the E keys at the same time, and then press
the C key. (If the Edit submenu is open, just press the C key.) Or use the mouse to click on the
word Edit in the menu and then the word Copy in the submenu.

Button shortcuts are displayed as iconic buttons on the toolbar or, occasionally, as iconic or
labeled buttons on the form itself. To access the Exit button on the toolbar, use the mouse to
click on the toolbar button that displays a red door.




Keyboard shortcuts usually involve a combination of the Control (Ctrl) key, the Shift key,
function keys (F1-F12 on most keyboards), and regular keys. Many of the keyboard shortcuts are
common to all Windows applications (Ctrl+X to Cut, Ctrl+V to Paste, for example).

Some keyboard shortcuts activate functions that are not part of the menu. For a table of functions
and their shortcuts, see Appendix B: Show Function Keys.




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2.4.1 Action Pull-Down Menu




 Menu Item                   Shortcuts         Description
 Action                      Alt+A             Action pull-down menu.
    Clear All                Alt+A C           Used to clear all of the information on the
                             Shift+F7          current screen (including tabs) and reset the
                                               entire screen. If you have changed any
                                               information on the screen, the system will ask
                                               you if you want to save your changes.
    Save                     Alt+A S           Used to save the information you have
                             F10               entered on the current form.

    Print Screen             Alt+A P           Used to print the current form as it appears on
                             Shift+F8          screen.

    Modify Oracle            Alt+A M           Allows a user to change his or her Oracle
    Password                                   login password.
    Exit                     Alt+A E           Used to leave the current screen and return to
                             Ctrl+Q            the prior screen. If you are on the main
                                               screen, you will exit the system entirely. If
                                               there are current changes which have not been
                                               saved, you will be asked to save or ignore
                                               those changes.
                                               Note: If the screen is in query mode, Exit
                                               exits the query, not the form. We recommend
                                               that you not use Exit for this purpose,
                                               however. It may cause undesired results (e.g.,
                                               exiting the form before you are ready).
                                               Instead, use the Query/Cancel menu function.

―Appendix C – The Menu‖ provides the above table for all menu items.




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2.5 THE GRAPHICAL USER INTERFACE

Graphical User Interface (GUI, pronounced ―gooey‖) is a phrase used to describe what is
actually just an illusion that the screen is ―three-dimensional‖. It is the image-dependent interface
common to Windows applications. An alternative to a GUI interface is a textual interface, as
with the older DOS and mainframe applications. GUIs rely heavily on the mouse, while non-GUI
interfaces may or may not use the mouse at all, but rely on keyboard shortcuts (Ctrl + Q for
―Quit‖, for example) or typed commands, using words or abbreviations with special meanings.

2.5.1 Viewing Data Using Tabs
The HMIS system uses a Graphical User Interface (GUI) design called the Tabbed Metaphor.
Just as a spiral-bound notebook might contain several tabs down the side that indicate separate
sections of the notebook, the Tabbed Metaphor in GUI design groups related data using tabs.
Data related to the tab is displayed when a user clicks on a tab using the mouse (or by using the
menu or the Ctrl + Page Up/Page Down keys).




The major advantage of the Tabbed Metaphor is the very efficient use of space on a single
screen. On the sample screen shown above, there are twelve tabs shown. This means the same
space on the screen is being used to display twelve different sets of information. The alternatives
would have been to create 12 screens or to have made the one screen very long. The tabs not
only condense a lot of information into a relatively small space, they make navigation between
the sets of information easier.




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In order to make all the tabs visible at the same time, some tab labels are abbreviated or
shortened. The label expands when you navigate to or open the tab. For example, the Emp/Educ
tab label expands to ―Employment/Education‖.




2.5.2 List of Values (LOV) Buttons
Throughout the System there are List of Values, or LOV, buttons:



An LOV button is used to display a list of allowable values from which the user can select. An
example of an LOV button is the one associated with counties on the Services tab.




The user can use the LOV button to display a list of county names from the database. From this
list the correct value can be chosen.




One of the great advantages of LOVs is that they return values to the fields with the same case
and spelling as in the database. As a result, LOVs help prevent user error. This is particularly


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important when querying the database for information, because queries count on the information
in the database being consistent as to case and spelling. That is, small differences in spelling or
even in the case (upper or lower) of the data can cause problems when searching for that
information.

For all LOV items, the user can search on a description or name or, in some cases, on a code
value (e.g., the subtype code in Services). In many cases, if part of the value is known, the user
can enter it into the field and the List of Values will be filtered to include only matching values.
If nothing is entered into the field, the List of Values will be unfiltered, displaying all possible
values for the field. See the LOV/Search button description below for more information.

Some fields use LOVs because the descriptions are too long to make a dropdown list practical –
you would never be able to see the entire description. The LOV displays the full description and
has scrollbars for viewing more. Note that the LOV fields also allow the Edit option to be used
(either through the menu or by double-clicking the mouse on the field), in order to see the full
description all at once.

The LOV button is displayed next to each item for which a list exists. The LOV can also be
activated via the LOV button on the toolbar or the Help/List menu option or the F9 key. Items
with LOVs attached to them can be identified either because of the LOV button next to them or
by the phrase ―List of Values‖ in the status bar (footer).




2.6 LOV/SEARCH BUTTONS

The LOV/Search button icon is also used to indicate an item with an LOV attached, but the user
has to type in at least part of the value for the field. Some LOV/Search buttons have a double
purpose in the sense that when they are used in a master block, such as the upper portion of the
Client Maintenance screen, they are used to query the form. In that case, the button is pushed
once to put the form in Enter-Query mode, the search value is entered into the field, and the
button is pushed again to activate the LOV.


If a value is selected from the LOV, the form is populated with information based on that
selection.

2.6.1 Radio Buttons
Throughout the system, radio buttons are used to select one of two or more mutually exclusive
possibilities. For example, client and household comments can be one of four types (including
‗None‘). The user can use the mouse to click on a radio button, or navigate to a button in the
group and use the left-right arrow keys on the keyboard to navigate between options. A darkened



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circle in the radio button indicates which selection has been made. Only one radio button in a
group can be selected—selecting one deselects the others. There are as many buttons in the
group as there are possible options:




2.6.2 Checkboxes
Checkboxes are used to indicate a yes/no or true/false condition for the specified field. Unlike
radio buttons, more than one checkbox in a group of checkboxes can be selected at the same
time. Usually, a check mark means ―Yes‖, as in ―Yes this is true‖. For example, if the Enrolled
Tribal Member checkbox is checked, it is an indication that the client is an enrolled tribal
member. Conversely, if the checkbox is not checked, it‘s understood that the client is not an
enrolled tribal member. To check/uncheck a checkbox, click on it with the mouse or navigate to
it (using the keyboard Tab key) and use the spacebar to toggle it from checked to unchecked.




2.6.3 Message Boxes and Alerts
Message Boxes (Alerts) are used to display significant messages and warnings or errors. These
are used when information is important enough that displaying it in the status bar (footer) would
be inadequate. Committing changes to the database or exiting the system are examples of
situations where a message box is used.




2.6.4 The Use of Color
2.6.4.1 Editable items
Items on the screens are either editable or non-editable. As a general rule, editable items are
shown with a white background, while non-editable items are shown with a grey background.


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For example, the birthdate on the Client screen is editable, so it displays with a white background
However, the Age field is calculated based on the information in the birthdate. It cannot be
edited and has a grey background.




2.6.4.2 Current record
The current record for most blocks is displayed with a green background, which overrides the
editable/non-editable rule for color. There are three principal reasons for using the current record
attribute:
1. Its major advantage is that it allows users to navigate in a detail block while keeping their
     place in the master block. For example, in the screen shot of tabs on the Agency screen, the
     Agency Services displayed in the lower section of the Program tab refer to the second row of
     the Programs in the upper section of the tab.




2. It allows users to navigate horizontally on a long scroll table while making it clear which
   information the rightmost column refers to, as in the screen shot of the Program tab of the
   Client screen below.




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3. In some places, the user selects a row and then double-clicks or presses a button to see
   detailed or related information about that row. The green coloring is a marker to indicate to
   the user which row‘s details are being displayed. For example, double-click the highlighted
   row on the Members tab of the Household screen or press the Go to HMIS Client button and
   you will be taken to the client shown in the highlighted row.




2.6.4.3 Current item
The current text item (the item which has focus after tabbing) is shown with a dark blue
background and white text – this is standard Windows behavior.




2.6.4.4 Buttons in focus
Buttons and some other items which have focus are shown with a dashed and/or bold outline.
When the item has focus, pressing the Enter key activates the item.




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2.6.5 Text Editor
Not all text items have a display large enough to see the full contents. For example, a name
which can be as long as 40 characters may be displayed in a text item which can only display 15
letters, because most names are 15 characters or less, and the shorter item makes the display and
layout of the form much more attractive and easier to navigate through. As a result, you may
want to open a text editor window, which is accomplished by first clicking on or navigating to
the field you want to view, then pressing the Edit button on the toolbar or going through the Edit
menu, which will open a text editor window.




To resize the text editor, place the mouse pointer on an edge or a corner until it changes to a
double-headed arrow , then click-and-drag to the size you want. The text editor has three
buttons: OK, Cancel, Search. Search is described in detail below. OK accepts changes and closes
the editor to return to the form. Changes, however, are not saved to the database until explicitly
done so, either by selecting Save from the menu or toolbar or answering Yes when, while exiting
the form, it prompts you to save changes. The Cancel button rejects changes and closes the editor
to return to the form. While the editor is open, the status bar also displays the following message:
―Press F10 to accept changes, Ctrl + q to cancel.‖ These are shortcuts to the OK and Cancel
buttons.

Note: If the editor is opened on an LOV field, changes made in the editor will not be saved to the
database.

If you press the Exit button (the small X in the upper right corner of the editor) you will be
prompted to save the changes. The options are Yes, No, Cancel. ‗Cancel‘ cancels the exit
(returning to the editor). ‗Yes‘ has the same functionality as the OK button, accepting the
changes and returning to the form. ‗No‘ rejects changes and returns to the form. Note: Even
though the prompt refers to ―saving the changes‖, remember that changes are not saved to the
database until explicitly done so. In this case, they are only saved back to the field on the form.


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Keep in mind that the text editor will not allow you to enter text longer than the predefined
length of the field, no matter how large you make the editor. In our previous example of the
name that can be 40 characters long, the editor will simply not accept or display anything you
type after the first 40 characters.

The text editor has simple search-and-replace capability via the Search button. Click the Search
button to open the little dialog window shown below. Enter a word (or part of a word) to Search
for and press the Search button to move to the next position of that word in the text. Enter a word
in the Replace With field and press Replace to replace the first found instance of the word, or
press Replace All to replace all instances of the word. For example, if you realize you have been
consistently misspelling a name that is repeated multiple times in a long text item, Replace All
will correct all instances of the name at once, within the text item.




Note that Replace and Replace All will not work for items that are not themselves editable – they
will appear greyed out in the Search/Replace dialog.




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2.6.6 How do I get from screen to screen?
2.6.6.1 Go To… Menu Options
The Main menu includes an option called ―Go To…‖ that lists the screens to which the user can
navigate. The ―Go To…‖ menu is separated into several sections.




The first section includes the option for navigating back to the Previous Screen and navigating to
the Main screen.

The second section allows navigation to the core HMIS screens.

The third section allows navigation to the code and lookup table screens that are used to support
the system.

Note that users with the HMIS Report Role do not have access to any screens. For them, the Go
To… menu item is greyed out and inaccessible

2.6.6.2 Toolbar Buttons



The toolbar includes several navigation buttons. The first two buttons navigate to the HMIS
Household and the HMIS Client screens, respectively. The third button allows jumping back to
the previous screen (the last screen that was open before the current screen was opened).
However, because navigation sometimes requires additional processing, using Previous Screen in
some cases will navigate to the Main Screen, as a way to ensure that navigation remains
synchronized.




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2.6.6.3 Other Navigation
In addition to the menu and toolbar, some screens have the built-in capability to navigate to other
screens when the user performs actions on certain buttons or fields.

2.6.6.3.1 Navigation Buttons
The Main screen includes five navigation buttons to the Client, Household, APR, Agency and
Yearly Client Review screens. The default button (the button that is highlighted when you go to
the Main screen) is the HMIS Client button. The ―You have clients to review‖ button displays
only if the logged-on user has clients with demographic or income information that has not been
updated or reviewed in the last 11 months.




2.6.6.3.2 Double-Clicking a row
Some screens allow navigation between screens by double-clicking a row (or a field in the row)
on one screen to navigate to related information in another screen. For example, the Household
screen lists the members of a household. Double-clicking on a row in the list of members will
navigate to the Client screen for that member. Note that double-clicking does not work on fields
that are dropdowns (such as the Relationship field). In addition, if the field may be designed to
have a different behavior when double-clicking (for example, when opening a text editor as
described above). Navigation by double-clicking is described below, for each screen that
supports the functionality.




2.6.7 How do I find what I am looking for?

To find something in the system, you need to know about queries. Most of the screens have the
ability to query or search to find information, which is then presented on the screen. There are
essentially two kinds of queries: qualified and unqualified. A qualified or filtered query uses
values typed into fields to select information from the database. An unqualified query returns all
possible values. Note that in HMIS, most queries are automatically filtered based on your rights


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to see certain information – you have to have the correct database role to see the data, and the
agency you‘re associated with has to be the owner of the data.

2.6.7.1 Enter Query Mode
The default mode for the screens is Entry mode, which is used when you just want to enter
information into the system. To begin a query, however, you must first place the screen into
‗Enter-Query‘ mode. The form is placed in Enter-Query mode by pressing the query button on
the toolbar, using the Query/Enter menu option, or one of the function key combinations:

       or      Query + Enter (pull down menu) or             Alt+Q E        or      F7

While the form is in Enter-Query mode, a reminder is posted in red, just below the title in the
header of the screen.




In addition, ―Enter-Query‖ is displayed on the status bar, along with reminders on how to
proceed.




2.6.7.2 Type Your Search Criteria
Once the screen is in Enter-Query mode, the query criteria can be specified. Navigate to the
field(s) that you would like to search on, and enter your criteria. For example, if you were on the
Client screen and wanted to find ―John Smith‖, you would enter the name or parts of the name in
the appropriate fields on the screen. If you knew the social security number, you would enter it in
the SSN field instead. One note of caution: If you enter too few criteria, the screen may return
too many matches. (You are allowed, for example, to not enter any criteria at all—and the screen
will return all of the clients in alphabetic order). In other words, the more criteria, the fewer
records are returned. For example, if you enter the first digit of an SSN, there may be thousands
of hits. For five digits, there may be only a few. So, if you know the full SSN of the client you
are seeking, it is best to enter the full SSN, and then you can be fairly sure that only one record
(or none) will be returned. The caveat here is that the client you‘re seeking may be in the system
but the SSN may have been entered incorrectly or only partially – or not at all. If the search
returns no matches, it‘s best to try with other criteria before assuming the client is not in the
system.




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2.6.7.3 Execute Query
Once you have typed in your search criteria in the fields, you have to execute the query. Execute
Query is accomplished by pressing the query button on the toolbar again, using the Query +
Execute pull down menu option, or one of the function key combinations:

       or      Query + Execute (pull down menu)               or      Alt+Q X        or       F8




                                                             2. Press the button to Execute
                                                             the Query (or Query+Execute
                                                             or Alt+Q-X or F8).

     1. Enter your search criteria. (You may enter
     more than one field.)



                         The first matching record is presented. You can
                         see the rest by using the scroll bar or Next Record
                         (in the menu at Record/Next).

If no records match your search criteria, the system lets you know:




After you cancel this message, focus returns you to the form, to the first field in the block you
are querying on. The criteria you entered will still be displayed and the form will still be in
Enter-Query mode. You can change the criteria and press the Query button again to do a new
search, or press the Exit button to cancel the query, which will clear the fields.

While you are querying on one block, you will not be allowed to navigate to any other block. If
you query on a detail block, you will be querying on only those records which are related to the
master block. For example, if you enter and execute a query on the Services tab of the Client
screen, the query will only search for those services that are associated with the current client.


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Master blocks on some forms have a specialized way to enter and execute a query: the
LOV/Search. In the regular query process, all of the records selected by the query are returned to
the block which is being queried, and a scrollbar is used to view the different records. The
LOV/Search, on the other hand, uses a popup window to allow you to select a particular record,
or none at all.

2.6.7.4 LOV/Search
On the client screen, Last Name and SSN have the LOV/Search functionality. As with any
Search, the form has to be in Enter Query mode. Begin the Last Name or SSN search by clicking
the button next to the field you want to search by. If the form is not in Enter Query mode,
pressing the button puts it into that mode. Enter the search criteria, then press the button again.
Note that the Last Name LOV/Search actually searches for clients based on all three name fields
(last, first and middle). In addition, it searches client aliases as well as names and displays both
in the LOV window.



                                                                            2. Click the button.
1. Enter Last, First, Middle names (partial names are allowed)

The LOV/Search will then present a pop-up screen of all matching records. If there are more
matches than can display, there will be a vertical scrollbar on the right edge of the LOV. If
necessary, you would use the scrollbar to view all of the matching records. If you see the record
you‘re searching for, choose the row from the list and press OK to populate the form with the
information related to that record. If you change your mind or cannot find a match, press the
cancel button to return no values.




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If no records match your search criteria or if you do not select a record (by choosing Cancel from
the LOV), the system lets you know:




Remember, though, that the form will still be in Enter-Query mode, as shown by the red text
below the form title in the header at the top of the screen.




2.6.8 What are Master and Detail Records or Blocks?
Master and detail records are also known as parent and child records. They are located in master
and detail blocks, which may contain multiple records. For each master record there may be zero
or one or many detail records. The detail records are presented ‗in the context of‘ the displayed
or selected master record That is, the detail records ‗belong to‘ or are associated with the
currently selected master record. In general, for most forms, one master record is visible at a
time, while all of the detail records related to the master record may be displayed. For example,


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on the Client Maintenance screen only one client is displayed at a time. Most of the tabs on the
Client Maintenance screen display detail records that ―belong to‖ the master record. Some of the
tabs, however, contain items that are master-level information. For example, most of the fields
on the Demographics tab are part of the master record, and all of those on the Demog 2 tab are
master record fields. Generally, if there are multiple rows displayed for an item, it‘s detail
information (like the Income and Non-Cash Benefits sections on the Income tab). If it‘s only one
field (like the Total Monthly Income field on the Income tab), it‘s most likely to be master
information.




                                                                   This top section shows the
                                                                   Master (Client) Record.




   The Tabs contain Detail Records
   for the current Master Record.                            (Note: some of the Master
   When the Master Record Changes,                           Record information may also
   the Detail Records will change to                         be on a tab, Demog 2,
   reflect the new master.                                   Employment/Education, etc.)




2.6.9 Process for successfully creating Programs
The principal point to remember is the sequence of events leading up to a program entry or exit.
The tabs on the Client screen are organized to remind you of the order of data entry. Tabs to the
left of the program tab need to be filled out prior to creating a program entry or edited before
exiting the program.



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Whether entering a single client into a program (a household with one member) or entering
multiple members of the same household into a program at the same time, in essence, all
members‘ client records have to be complete, all members have to be associated with the same
household and the household should contain only those clients who were members at the time
before a program record is created or updated. Following this sequence will ensure that AHAR
and APR reporting will look at the household and its members correctly.

When the program record is saved (at entry or at exit), a copy is made of the information about
the clients and the household, including incomes, services, etc. At that point, the program cannot
be changed, nor can the copy of the information be changed without the intervention of the help
desk at rrmt1-cdshelpdesk@ngc.com. That is, if you save and then discover that you forgot to
enter an income or you indicated the wrong kind of substance abuse, you need to contact the help
desk to have the information corrected. Most likely, you would ask to have the program (entry or
exit or both) deleted so that you can then enter it correctly.

New clients:
  1. Create client record, using information that was true or known at the time of program
       entry
  2. Fill out the client screen
       a. Enter required information (fields on the first tab, with double-asterisk (**))
       b. Enter recommended information (single-asterisk (*)) including HPRP services that
           were started on or after the day the client entered the program. Note: workers cannot
           enter Secure Info data, so at this point, the user may want to speak to a case manager
           to have the Secure Info entered.
       c. Enter optional information including employment, education, services, etc.
  3. If this client is the only person in the household, or if this client is the head of household,
       create household (designating client as head of household).
  4. If this client is not the only person in the household, follow steps 1 and 2 for each person
       in the household, then assign the person as a member of the household created in step 3.
  5. Return to the head of household client record, navigate to the program tab, and pay
       attention to notices to fill in missing information as needed. If no notices appear, enter the
       client into the program – fill out the program tab up to and including the Housing Status.
  6. If the client is not the only person in the household, use the ―Copy Selected Program to
       Other Household Members‖ button on the program tab to open a window listing all
       persons in the household. Click the checkbox next to all members who entered the
       program on the same day as the head of household. Click the Assign Programs button.
  7. Verify that the program copied successfully.

Existing Clients, program entry:
   1. Update client record with information that was true or known at the time of program
       entry
       a. Update required information (fields on the first tab, with double-asterisk (**))




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        b. Update recommended information (single-asterisk (*)) including HPRP services that
             were started on or after the day the client entered the program. Note: workers cannot
             enter Secure Info data, so at this point, the user may want to speak to a case manager
             to have the Secure Info updated.
        c. Update optional information including employment, education, services, etc.
   2.   Validate the household.
        a. If there are no changes to the household, continue with step 3.
        b. If members of the household have moved out, remove them from the household.
        c. If new members have joined the household
              i. If they do not exist in HMIS, create the client record (see New Clients section, 1
                 and 2)
             ii. If they exist in HMIS, and they belong to another household, remove them from
                 the other household and attach them to this client‘s household
            iii. If they exist in HMIS and they don‘t belong to another household, attach them to
                 this client‘s household
   3.   Return to the head of household client record, navigate to the program tab, and pay
        attention to notices to fill in missing information as needed. If no notices appear, enter the
        client into the program – fill out the program tab through the Housing Status.
   4.   If the client is not the only person in the household, use the ―Copy Selected Program to
        Other Household Members‖ button on the program tab to open a window listing all
        persons in the household. Click the checkbox next to all members who exited the
        program on the same day as the head of household. Click the Assign Programs button.
   5.   Verify that the program copied successfully.

Program exit:
   1. Update client record with information that was true or known at the time of program
      entry
      a. Update required information (fields on the first tab, with double-asterisk (**))
      b. Update recommended information (single-asterisk (*)) including HPRP services that
          were started on or after the day the client entered the program. Note: workers cannot
          enter Secure Info data, so at this point, the user may want to speak to a case manager
          to have the Secure Info updated.
      c. Update optional information including employment, education, services, etc.
   2. Validate the household.
      a. If there are no changes to the household, continue with step 3.
      b. If members of the household have moved out, remove them from the household,
          being sure to verify that their program is exited as of the day they moved out.
      c. If new members have joined the household
           i. If they do not exist in HMIS, create the client record (see New Clients section, 1
              and 2)
          ii. If they exist in HMIS, and they belong to another household, remove them from
              the other household and attach them to this client‘s household
         iii. If they exist in HMIS and they don‘t belong to another household, attach them to
              this client‘s household


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       iv. Verify that they were entered into the program (if applicable) as of the day they
            joined the household
3. Return to the head of household client record, navigate to the program tab, and exit the
   client from the program – fill out the program tab starting with Housing Status (which
   should be updated to reflect any change in status).
4. If the client is not the only person in the household exiting the program, use the ―Copy
   Selected Program to Other Household Members‖ button on the program tab to open a
   window listing all persons in the household with a matching program entry. Click the
   checkbox next to all members who exited the program on the same day as the head of
   household and who have the same exit information. Click the Assign Programs button.
   Note that clients in the household who entered the program after the head of household
   (i.e., not on the same day) cannot be exited using the Copy Selected Program button.
5. Verify that the program copied successfully.




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3. THE HMIS SCREENS

Navigation to the screens is accomplished primarily by way of the ―Go To…‖ menu option. The
―Go To…‖ menu is divided into several sections.

        1. Navigation to the Previous Screen and the Main Screen.
        2. Navigation to the HMIS Client, HMIS Group Exit, HMIS Household, HMIS Agency, and
           HMIS APR screens.
        3. Navigation to the Code Table Maintenance screens.




The following detailed descriptions of screens are arranged in the order they appear in the ―Go To…‖
menu.

3.1 MAIN SCREEN (HMISMAINF)

This is the initial ―Welcome‖ screen for entry into the system. It displays the system messages
and provides a starting screen for the system.

The main screen provides entry into the online portion of the Homeless Management
Information System. Security is validated in this screen (assuring appropriate system access for
each user as they log in). It also displays system messages in the large white text area, which are
messages about the database, the server, or the application, including downtime and scheduled
maintenance. The standard message, shown below, includes the email address of the help desk as
well as a link to a web page which itself includes a link to this document.




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The Messages text area is a large, multi-line text box. That is, what you see on the screen may
not be the only information available. The vertical scroll bar on the right allows the display of the
previous or next message – if there is one. The messages are not editable.

Four navigation buttons are arranged below the message box:

   1. HMIS Client Button: Clicking this button takes the user to the HMIS Client screen.
   2. HMIS Household Button: Clicking this button takes the user to the HMIS Household
      screen.
   3. HMIS APR Information Button: Clicking this button takes the user to the HMIS APR
      Information screen.
   4. HMIS Agency Button: Clicking this button takes the user to the HMIS Agency screen.
   5. You have clients to review Button: Clicking this button takes the user to the Yearly
      Client Review screen. Note that this button displays only if the logged-on user has clients




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       with demographic or income information that has not been updated or reviewed in the
       last 11 months.

Note: If your logon ID has expired, the following message will pop up when you navigate to the
Main screen. In addition, the navigation buttons on the screen and on the toolbar will be disabled
(greyed-out) and the Go To… and Reports submenus will be disabled.




Similarly, if your logon ID is listed multiple times in the worker table, the following message
will pop up when you navigate to the Main screen. In addition, the navigation buttons on the
screen and on the toolbar will be disabled (greyed-out) and the Go To… and Reports submenus
will be disabled.




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3.2 HMIS CLIENT SCREEN (HMIS001F)

Within the HMIS Client screen you may view or edit client information, search for a client to
view, edit, or create a new client.




The HMIS Client screen provides access to and maintenance of client information. Search
capabilities are provided via LOVs (Lists of Values) based on SSN or Last Name as starting
points. Detailed information about the selected client is divided among twelve tabs:
    Demographics,
    Income,
    Demog 2,
    Household,
    HPRP FA/HRSS,
    Program,


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      Employment/Education,
      Military,
      Services,
      Optional Demog,
      Outreach, and
      Notes.

The top part of the screen contains
    Last Name and Quality Code,
    First Name and Quality Code,
    Middle Name and Quality Code,
    Suffix and ―If Other, Specify‖,
    SSN,
    SSN Desc,
    Client ID, and
    Date Last Modified.

NOTE: Many of the fields in the client screen such as the name quality codes include options for
―Don‘t Know‖ and ―Refused‖. In all cases, these options refer to the client‘s response to the
request for the information. In particular, ―Refused‖ means the client chose not to answer the
question. For example, if the client has a substance abuse problem and is asked if they have
received or are receiving treatment and they point out that they refused treatment, the answer to
the question is No. If, instead, they say they don‘t want to talk about it or they don‘t want to
answer the question, the answer to the question is Refused.

The lower part of the screen contains twelve tabs, with the Demographics tab first. All tabs
contain current information about the client whose name and SSN are listed in the top part of the
screen.

All the fields in the top part of the screen are required (although Client ID and Date Last
Modified are generated by the application and don‘t allow data entry). Required fields are
marked with a double asterisk (**) in front of the label.

Other required information in HMIS includes Household and Program information, which are on
their own tabs.

Fields are required if they are included in the AHAR (Annual Homelessness Assessment
Report). They contain the basic demographic and program information needed for building that
report. These fields are also used in the APR (Annual Performance Report) as well as other
reports required of grantees.

Other fields in the client screen are ―recommended‖ but not required. That is, they are required
for APR and other reports, but not required for AHAR. As a result, they are not required for


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HMIS. If the information is not captured, the APR and other reports will be compromised.
―Recommended‖ fields are marked with a single asterisk (*) in front of the field label or in front
of the frame label.

If any of Last Name, First Name, Middle Name, SSN or birthdate of a saved record is modified
and saved again, an alias record is automatically created from the old information, as a history of
identifying information for the client. A search for client records using name or SSN
LOV/Search buttons (see below) includes alias information.

To initiate a general query, put the form in Enter Query mode by using the Find button on the
toolbar, or the F7 key, or go through the Query/Enter menu option. This will clear the form of
information (including all the tabs) and put the cursor in the Last Name field. Enter information
in some or all of the fields at the top of the screen; then press the Query button on the toolbar (or
the F8 key or go through the menu to Execute Query). If no matches are found, a message box
will pop up saying ―No Records Found.‖ If one match is found, the form will be filled with the
matching client information. If more than one match is found, use the scrollbar at the side of the
upper portion of the screen to view the matching records.

Alternatively, you may use the LOV/Search button next to a search field (Last Name or SSN).
Place the form in Enter Query mode, enter all or part of the field next to the LOV/Search button
and then select the LOV/Search button next to the field. If more than one match is found, a
window will pop up, listing the matches and allowing you to select one. After you select from
the list, or if only one match is found, the form will be populated with the client information. If
no match is found, a window will pop up with the message that ―No values were returned.‖ (See
section 2.6 for a more detailed discussion of LOV/Search functionality.)

On the upper right of the screen, there are three buttons. The first button is an iconic button with
a label of ―Notes.‖ The button has two purposes: First, pressing the button navigates to the Notes
tab for viewing and editing of the Client comment. Second, the icon on the button is a graphic
representation of the kind of note, which may signal the worker about potential problems, for
example, a client with violent tendencies. The note has four possible states, which are illustrated
via the icon on the button:
      None (meaning there is no comment) is indicated by a blank piece of paper -          ;
      Information is indicated by the letter I -       ;
      Important is indicated by an exclamation mark -        ; and
      Warning is indicated by a stop sign -        .

These options are selected from the Comment Type radio group, which is on the Notes tab. The
comment type (and therefore the note state) is automatically updated to Warning if the Client is
marked as a registered offender (i.e., the Registered Offender checkbox on the Optional Demog
tab is checked). In addition, a brief statement is added at the beginning of the comment.




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The second button at the upper right of the screen is the ―Hide Client‖ button, which allows the
user to hide a client within their agency. That is, in order to hide a client, the client has to have
been created by a worker within the same agency as that associated with the logged-on user (the
one who presses the button).

The following message is displayed if the user presses the Hide Client button and the agency
they are connected to did not create the client:




The following warning is displayed when the user presses the Hide Client button and the agency
they are connected to did create the client (selecting Yes continues processing and selecting No
stops processing):




If the user clicks the Yes button to hide the client and the client has not been associated with a
Program, the following warning displays (selecting Yes continues processing and selecting No
stops processing):




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If the user clicks the Yes button to hide the client and the client has not been associated with a
Household, the following warning displays (selecting Yes continues processing and selecting No
stops processing):




The third button at the upper right of the screen is the ―Secure Info‖ button, which allows the
user to view and edit secure information such as pregnancy, HIV/AIDS data, and case notes.
(See section 3.3.10 for details.) Note: Only workers with the HMIS Case Manager role have
access to this button.

Note: In order to navigate to the Secure Info screen, there has to be a saved client in the Client
screen. That is, the user either has to search for and select an existing client or has to create and
save a new client. Otherwise, navigation is prevented.

If the Client screen is completely blank, the following message displays:




If some data entry has occurred on the Client screen but it has not been saved, the following
message displays:




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When you try to save, information is validated and, if information is missing, incomplete or
incorrect, messages display.

If last name and its quality code are blank, the following displays and processing stops:




If first name and its quality code are blank, the following displays and processing stops:




If middle name and its quality code are blank, the following displays and processing stops:




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The suffix dropdown includes options for suffix and for its quality code. If the suffix dropdown
is blank, the following displays and processing stops:




If Other is selected in the suffix dropdown and the ―If Other, Specify‖ field is blank, the
following displays and processing stops:




If the SSN Description field is blank, the following displays and processing stops:




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If the SSN field is less than nine digits (or it contains spaces) and the SSN Description field is
not blank but does not indicate that the SSN is partial, the following displays and processing
stops:




If the SSN field is nine digits and contains no spaces and the SSN Description field is not blank
but does not indicate that the SSN is reported in full, the following displays and processing stops:




If SSN contains any characters other than numbers or spaces, the following displays and
processing stops:




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3.2.1 Demographics Tab
This tab includes information descriptive of the client including basic demographics such as
gender, birthdate, ethnicity, etc.




The fields on the tab include most of the required fields in HMIS. Those fields that are required
are marked with a double asterisk (**) in front of the field label.

Other required information in HMIS includes Household and Program information, which are on
their own tabs.

Fields are required if they are included in the AHAR (Annual Homelessness Assessment
Report). They are the basic demographic and program information needed for building that
report. The fields are also used in the APR (Annual Performance Report) as well as other reports
required of grantees.

The fields on the tab include
    Gender,
    Specify Other Gender,
    Veteran,
    Disabling Condition,
    Last Zip Code,
    Zip Code Description,
    Prior Residence,
    Specify Other Prior Residence,
    Length of Stay (at prior residence),
    Last Verified By & Date
    Month, Day, Year of Birth,
    Date of Birth Quality,
    Age,


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      Adult Indicator,
      Ethnicity,
      Race,
      Modified By, and
      Agency.

Age is calculated from the month, day and year of birth. If year is missing, then age cannot be
calculated and N/A is displayed instead. If month, day and year are all filled out, then age is the
current age of the client (i.e., as of the day you‘re looking at the client record). If month or day is
missing, then the current age is estimated by substituting 1 for the day or January for the month
and an asterisk (*) is shown after the age to show that it is approximate.

Modified By and Agency are generated by the application and don‘t allow data entry. Modified
By is the logon ID of the worker who last modified the client record or, if the record has never
been modified, the logon ID of the worker who created the record. Agency comes from the fact
that, in order to use the HMIS application, every worker is assigned to an agency. When a client
record is created, the record is assigned to the agency of the worker who created the record. The
agency is the owner of the client record and remains the owner of the record for the duration of
the record‘s existence.

Note that while the ―Specify‖ fields for Gender and Prior Residence are not shown as required, if
―Other‖ is selected for Gender or Prior Residence, the respective ―Specify‖ fields are required.

Quality fields (like Zip Code Description and Date of Birth Quality) are always required. They
either describe the completeness of the related fields or they explain why the information is
missing (because the client didn‘t know or refuses to disclose the information).

Note that Zip Code can be reported in full (all five digits) or in part. If part of the zip code is
reported, use spaces to fill in missing digits. For example, if the client remembers his prior zip
code was 59201 or 59301, you could report it as ―59 01‖, with a space in place of the questioned
digit.

Note that Date of Birth can be reported in full or in part – but you would not use spaces to fill in
the missing information. You would either leave the field blank or you can use an approximate
value.

If you use an approximate value or leave part of the birthdate blank, be sure to select the quality
code of ―Approximate or Partial‖ for the DOB Quality. If the year is blank, the Adult indicator
has to be filled out. Use your best judgment to indicate whether the client is or is not an adult. If
the month or the day is blank (but the year is not), the system will create an approximate
birthdate by filling in the missing month or day with ‗1‘. For example, if the client was born in
March 1980, but the day of the month is not known, you could leave the day field blank. The
system would substitute 1 for the missing day, creating a birthdate of 3/1/1980 and calculating
age accordingly.


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When you try to save, information is validated and, if information is missing, incomplete or
incorrect, messages display.

If Year of Birth and Adult Indicator are both blank, the following displays and processing stops:




If neither Year of Birth nor Adult Indicator is blank, the following displays and processing stops:




If Month, Day and Year of Birth are not blank and DOB Quality is other than Full or
Approximate/Partial, the following displays and processing stops:




If Month or Day of Birth is blank, Year of Birth is not blank, and DOB Quality is other than
Approximate/Partial, the following displays and processing stops:




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If Month, Day and Year of Birth are all blank and DOB Quality is other than Don‘t Know or
Refused, the following displays and processing stops:




If DOB Quality is blank, the following warning displays, but the save is allowed to complete:




If Year of Birth is not entered, the user is required to make their best guess on whether or not the
client is an adult and signify so in the Adult field. The following message is displayed if neither
Year of Birth nor the Adult indicator has been entered:




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The following message is displayed if both the Year of Birth and the Adult indicator are entered:




Existing records may have a birth date or Year of Birth that is in the future, which would result
in a negative number for the age. For that reason, the following message is displayed if the
existing record has a future birth year and the user attempts to save:

If the user attempts to enter a birth year in the future, the following message displays
immediately and navigation from the field is prevented:




Existing records may have a birth date or Year of Birth that is more than 110 years in the past,
which is not allowed. For that reason, the following message is displayed if the existing record
has a birth year more than 110 years in the past and the user attempts to save:




If the user attempts to enter a birth year more than 110 years in the past, the following message
displays immediately and navigation from the field is prevented:




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The following warning is displayed when the Gender field is not entered and the user attempts to
save. The message does not stop the save:




Similar warnings are displayed for any of the fields (i.e., the ** fields) listed below are blank
when the user attempts to save, as listed below. The messages do not stop the save.
    Veteran (only if the client is an adult)
    Disabling Condition
    Zip Code Desc
    Prior Residence
    Length of Stay
    Ethnicity
    Race

If the selected Gender is Other and the ―If Other, Specify‖ field is blank when the user attempts
to save, the following message displays and processing stops:




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If the selected Prior Residence is Other and the ―If Other, Specify‖ field is blank when the user
attempts to save, the following message displays and processing stops:




In order to comply with the federal requirement to review certain information on a yearly basis,
two new fields and a button were added to the Demographics tab (at lower left). The fields are
labeled ―Last Verified By & Date‖ and the button is labeled ―Verify Client Data‖.




There are two dates that are examined to determine if a client needs to be reviewed. If the client
has been verified previously, the verified date is used. If the client has not been verified
previously, then the entry date for the client‘s last unexited program is used. If the client has no
unexited programs, they do not need to be reviewed.

See section 3.8 for additional, related information.

3.2.2 Income Tab
The Income tab includes information about Income and Non-Cash Benefits.




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All fields on the tab are ―recommended‖ but not required. That is, they are required for APR and
other reports, but not required for AHAR. As a result, they are not required for HMIS. If the
information is not captured, the APR and other reports will be compromised. ―Recommended‖
fields are marked with a single asterisk (*) in front of the field label or in front of the frame label.
For example, all income fields are in the Income frame. The Income frame label has an asterisk
in front of it, indicating that income records are recommended information. However, not every
field in the income record is required, such as the ―If Other Type, Specify‖ field, which is
required only if the Description is Other.

The fields on the tab include:
    Income received within the past 30 days
    Total Monthly Income
    Income
           o Description
           o Date
           o Amt UK?
           o Amount
           o Frequency
           o Source of Info
           o If Other Type, Specify
    Non-cash benefit received within the past 30 days
    Non-cash benefit
           o Type
           o Amt UK?
           o Amount
           o Frequency
           o If Other Type, Specify




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If the answer to the question about income received is No, the income records are not required. If
the answer to the question about non-cash benefit received is No, the non-cash benefit records
are not required.

Total Monthly Income is the client‘s total monthly income (i.e., in the past 30 days). The income
amounts in the income records do not have to add up to and match the total monthly income.

Within the Income record, Description and Date are always required. Amount and Frequency are
required if the Amount Unknown checkbox is not checked. Income Date cannot be more than
one month in the future (i.e., if income is projected). If the selected Description is Other Source,
the ―If Other Type, Specify‖ field is required.

If a required Income field is missing when the user attempts to save, a message like the following
appears and processing stops:




If the Amount Unknown checkbox is checked and the Amount or Frequency is not blank, a
message like the following appears. This is a warning and processing is not stopped:




Within the Non-cash Benefit record, Type is required. Amount and Frequency are required if the
Amount Unknown checkbox is not checked. If the selected Type is Other, the ―If Other, Specify‖
field is required.




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If a required Non-cash Benefit field is missing when the user attempts to save, a message like the
following appears and processing stops:




If the Amount Unknown checkbox is checked and the Amount or Frequency is not blank, a
message like the following appears. This is a warning and processing is not stopped:




In order to comply with the federal requirement to review certain information on a yearly basis,
two new fields and a button were added to the Income tab (at the bottom). The fields are labeled
―Last Verified By and Date‖ and the button is labeled ―Verify Income‖.




There are four dates that are examined to determine if a client‘s income needs to be reviewed. If
the income has been verified previously, the verified date is used. If the income has not been
verified previously, then the last income date or non-cash benefit date is used (whichever is
later). If there is no income or non-cash benefit, then the entry date for the client‘s last unexited
program is used.

See section 3.8 for additional, related information.




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3.2.3 Demog 2 Tab
This tab contains information about disabilities and special needs.




The fields on the tab include five primary fields related to special needs and, for each, related
fields asking questions about duration or treatment. These fields are all recommended (i.e.,
required for APR and other reports), all of which have an asterisk (*) in front of the label. The
tab also includes two optional fields, also related to special needs.
     Physical Disability
            o If yes, receiving services or treatment?
     Developmental Disability
            o If yes, receiving services or treatment?
     Chronic Health Condition
            o If yes, receiving services or treatment?
     Mental Health Problem
            o Expected Long Duration
            o If yes, receiving services or treatment?
     Substance Abuse
            o Expected Long Duration
            o If yes, receiving services or treatment?
     General Health
     Chronically Homeless

If the Disabling Condition on the Demographics tab is Yes when the user tries to save, and none
of the information on the Demog 2 tab is filled out, the following warning message is displayed,
but the save continues:




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When the Disabling Condition is set to No, Don‘t Know, or Refused, the following fields are set
to match if they are blank (if they are not blank when the Disabling Condition is set, they are left
as they are):
     Physical Disability
     Developmental Disability
     Chronic Health Condition
     Mental Health Problem
     Substance Abuse

For example, if the Demog 2 tab is blank when the Disabling Condition is set to No, the Demog
2 tab would look as follows afterward:




If the Disabling Condition on the Demographics tab is not Yes when the user tries to save, and
any of the five fields on the Demog 2 tab is marked Yes, the following warning message is
displayed, but the save continues:




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If any of the five fields are marked Yes, the related fields are required. If the related fields are
not filled out when the user attempts to save, a message displays as follows and processing stops.

If Physical Disability is Yes and the treatment question is blank:




Similar messages display if any of the five primary fields is marked Yes and the related fields are
blank (Treatment or Expected Long Duration).

3.2.4 Household Info Tab
The Household Info tab shows information about all the households to which the client currently
belongs.




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Fields on the tab include:
     Application Date
     People in Household (i.e., a count of household members)
     Adults in Household
     Children in Household
     Agency ID (the agency of the worker who first created the household)
     Relationship to Head of Household (the current client‘s relationship)
     Head of Household‘s Name
     Household ID

The information on the tab describes the current client‘s household(s). If the client belongs to
more than one household, it can be used to compare the households as well as remind you which
household you want to work with.

Normally, a client will not belong to more than one household. If the client changes households
(e.g., moves out of the current household to a new one), the client should be removed from the
current household and then added to the new one. The rare exception might be a child whose
custody is shared between parents who live apart.

When the ―Go to This Household‖ button is pressed, the Household screen opens to show
information for the household that was selected at the time the button was pressed (the selected
household row highlighted in green).

3.2.5 HPRP FA/HRSS Tab
This tab shows information that is explicitly specific to HPRP (Homelessness Prevention and
Rapid re-housing Program). That is, a lot of the information in the Client screen is required for
HPRP, but this tab is the only information that is required for HPRP only and no other programs.



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The tab contains blocks for Financial Assistance and for Housing Relocation and Stabilization
Services.

In general, Financial Assistance is focused on Homelessness Prevention, and Housing Relocation
and Stabilization is focused on Rapid Re-Housing. This is not a requirement, however.

Fields for Financial Assistance include:
     Type
     Start Date
     End Date
     Months
     Amount
     County
     Agency

All fields except Months are required.


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Valid options for Financial Assistance Type are:
    Rental Assistance
       o Short-term rental assistance
       o Medium-term rental assistance
       o Arrears
    Security Deposits
    Utility Deposits
    Utility Payments
       o Regular payments
       o Arrears
    Moving cost assistance
    Motel & hotel vouchers

For reporting, such as the QPR (Quarterly Performance Report), which focuses on Financial
Assistance and Housing Relocation and Stabilization Services, Financial Assistance includes
only the main options above. That is, the report looks at Rental Assistance and does not look at
the sub-options of Short-term, Medium-term or Arrears, and it looks at Utility Payments, not at
Regular or Arrears. The sub-options are provided for agencies‘ own information and use. When
the information is then reported, the sub-options are rolled up and counted together. For
example, a client who receives both short-term and medium-term rental assistance is counted in
the report as having received Rental Assistance. As a result, when the report requires unique
counts, this client would then be counted correctly only once.

Fields for Housing Relocation and Stabilization Services include:
     Type
     Start Date
     End Date
     Months
     Amount
     County
     Agency

All fields except Months are required.

Valid options for Housing Relocation and Stabilization Services Type are:
    Case management
    Outreach and engagement
    Housing search and placement
    Legal services
    Credit repairs




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3.2.6 Program Tab
This tab lists all the programs for a client, current or historical. Note that the program tab is
essentially the core for all required reporting in HMIS.




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The following message is displayed when the user navigates to the Program tab and the current
client has not yet been associated to a household (where ―JANE SMITH‖ in the example below
is the name of the current client):




If the user selects Yes, a household is automatically created with the current client as the head of
that household, and the following message displays:




If the user selects No, the Program tab closes, focus moves to the Demographics tab and the
following message displays:




If a new household has multiple members (multiple clients associated to the household), all the
clients should be created and associated with the household before any attempt is made to create


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a program record. If an existing household has new members or some members have left the
household, the new members should be associated with the household and the absent members
should be removed from the household prior to creating or updating their programs. That is, the
household structure should reflect what was true for the clients when they entered the program. If
Mom enters a program on her own in May and gives birth to Baby in August, the Mom‘s
household should contain only her client record when her May program entry is created. Then
when Baby‘s August program entry is created, the household should contain both Mom and
Baby‘s client records before the program is created.

Note that not all fields in the program record are always editable. Some fields apply only to
program entry. Some fields apply only to program exit. For example, program type is editable
only at program entry. If a client enters an Emergency Shelter program, they would exit from
that program, so it doesn‘t make sense to change the program type at exit. If they change
residential programs, exit them from the first program and enter them separately into the second
program.

The following fields apply to an entry record:
    Program
    APR Program (checkbox)
    Agency ID (pre-calculated)
    Sub-Agency
    Entry Date
    Household ID
    Housing Status

The following fields apply to an exit record:
    APR Program (checkbox)
    Housing Status
    Exit Date
    Destination
    If Other (Destination), Specify
    Tenure
    Subsidy Type
    Reason for Leaving
    If Other (Reason), Specify

Sub-Agency is an optional field used by agencies to track program entry and exit information by
sub-agency.

APR Program checkbox is checked if the indicated program is meant to be counted in the
agency‘s APR.




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Household ID is the ID of the Household the client was part of at the time of program entry. If
the client changes households between program entry and exit, it‘s understood that the client will
be exited from the original program as of the date they change households (or when they simply
leave the household) and, if necessary, re-entered into the program but with the ID of the new
household.

Housing status is used to track clients/households that are homeless or at risk of homelessness. It
is selected at program entry and can be thought of as one reason the client entered the program. It
is re-selected at program exit (if the status changes) and can be thought of as the outcome for the
client. If the user attempts to save the exit information and the housing status has not been
changed, the following message appears. The user is allowed to opt to continue with the save.




Housing Status can be changed between entry and exit, as an indication of change in the client‘s
circumstances.

Note that APR Program checkbox and Housing Status are the only fields that can be updated
after the entry record is saved and before the exit record is saved. The APR Program checkbox is
the only field that can be updated after the exit record is saved.

Each time a client enters a program, a set of snapshots (point-in-time data) is created with
information about the client at the time of entry. When the client leaves the program, a new set of
snapshots is created with information about the client at the time of exit. For that reason, you are
prevented from creating the entry and exit at the same time (you have to save in between). This
is to ensure that the client has two separate point-in-time snapshots for entry and exit. In general,
you would update the client and household to reflect what was true at the time of program entry
– then create and save the program entry record. You would also update the client and household
to reflect what was true at the time of program exit – then update and save the program with the
exit information.

The expected process is as follows:
   For new clients, just entering a program:
        Create client records for everyone in the same household who are entering the
          program together and enter all required/recommended demographic and income data,




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           along with any other information that was available at the time the clients entered the
           program.
          Create a household (ideally, using the client who is the Head of Household).
          Add all the clients to the household.
          Create the program entry for one of the household members (ideally, the Head of
           Household).
          Use the Copy Selected Program to Other Family Members button to enter other
           household members into the same program with the same entry information (i.e.,
           program type, sub-agency, entry date, household ID, housing status).

   For existing clients, entering a program:
       Review the household to make sure that its member list is complete and accurate
          (e.g., if a new child was born before the date of program entry, create the child record
          and add to the household; if an older child moved out on his/her own, remove them
          from the household).
       Update client records for everyone in the household, including all demographic and
          other information that was available at the time the clients entered a program.
       Create the program entry for one of the household members.
       Use the Copy Selected Program to Other Family Members button to enter other
          household members into the same program.

   For the same (new or existing) clients, now exiting the program:
       Review the household to make sure its member list is complete and accurate
           (removing members who were not in the household at the exit date, adding members
           who joined the household after the entry date). Note that the removed and added
           clients will have to be exited from the program or entered into the program
           appropriately.
       Update client records for everyone in the household, including all demographic and
           other information that was available at the time the clients entered a program.
       Exit the program for one of the household members.
       Use the Copy Selected Program to Other Family Members button to exit other
           household members from the same program.

If a new person came into the household between the entry and exit dates and they were in the
same program with the rest of the household, you would create the person‘s client record (if
necessary), add it to the household, then create a program entry record. You would not use the
Copy Selected Program to Other Family Members button, because the entry date would be
wrong.

If a person left the household between the entry and exit dates, then they effectively left the
program on the day they left the household. You would explicitly exit their program record as of
the day they left the household and then remove them from the household. If they still use
services for the program, you would add them to a different household (i.e., a new household if



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they‘re now on their own or to an existing household with other people, as appropriate), then
enter them into the program again in that household. That is you would show that they exited the
program on the day they left the program and then that they re-entered it, in a different
household, perhaps on the same day.

As a general rule:
    Add people into the household before they enter the program.
    Remove people from the household after they exit the program.

For the Emergency Shelter, Transitional Housing, and Permanent Supportive Housing programs,
the entry and exit dates should not be the same. If the two dates are the same when the user
attempts to save, the following message displays. If Yes is selected, the record is saved. If No is
selected, the user has the option of returning to the record and correcting it.




In these cases, if the two dates are the same, it gets counted for reporting as a 0 (zero) length of
stay and is therefore excluded. If the program was created by mistake, making the exit date the
same as the entry date would be a flag that the program was created by mistake. In addition, if
the program was created by mistake (so it should not exist), you have the option of contacting the
Help Desk with the relevant information (i.e., the client ID and details of the program) to have
the program removed from the system. Email the help desk at rrmt1-cdshelpdesk@ngc.com.

If the record was saved by mistake (e.g., you aimed for the No button and hit Yes by mistake),
contact the Help Desk to correct the information. Note that some programs can be legitimately
entered and exited on the same day, so it‘s up to you to determine if it needs to be corrected.
When in doubt, ask the Help Desk.




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If the user navigates to the exit date field before saving the entry record, the following warning is
displayed, but processing is not stopped (i.e., this is just a reminder – note the warning sign):




If the user enters a date in the exit date field before saving the entry record, the following error
message is displayed and processing stops (note the alarm bell):




After saving a program entry record, the client‘s household is evaluated to see if there are other
people in the household. If there are other household members, the following reminder message
displays:




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Finally, the following message is displayed, to indicate that the set of snapshots (referred to
above) was successfully created:




If the program is updated with exit date but no other exit-related information, the following
message displays:




Note: if the record is saved by mistake, contact the Help Desk (rrmt1-cdshelpdesk@ngc.com) to
correct the information.

When the user attempts to save the program record, the following validations occur.

If the entry date is more than 3 months in the future when the user attempts to save, the following
error message displays and processing stops:




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If the exit date is more than 3 months in the future when the user attempts to save, the following
error message displays and processing stops:




If the exit date is before the entry date when the user attempts to save, the following error
message displays and processing stops:




If the selected Destination is ―Room, Apartment or House that you Rent/Own‖ and Subsidy is
blank when the user attempts to save, the following error message displays and processing stops:




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If the selected Destination is ―Staying or Living in a Family Member/Friend‘s Room, Apartment
or House‖ and Tenure is blank when the user attempts to save, the following error message
displays and processing stops:




If the selected Destination is ―Other‖ and the ―If Other, Specify‖ field is blank when the user
attempts to save, the following error message displays and processing stops:




If the selected Reason for Leaving is ―Other‖ and the ―If Other, Specify‖ field is blank when the
user attempts to save, the following warning message displays, and the user has the option to
save in spite of the missing information:




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After saving the program exit, the client‘s household is evaluated to see if there are other people
in the household. If there are other household members, the following reminder message
displays:




Finally, the following message is displayed, to indicate that the set of snapshots (referred to
above) was successfully created:




Based on the understanding that two program records are duplicates if they have in common
agency, client, household, entry date and program type and both have no sub-agency or both
have the same sub-agency and both have no exit date or both have the same exit date, the system
is set up so that duplicate program records cannot be created. For example, if a client enters a
program in the morning and leaves the same day, then returns in the afternoon to enter the
program again, you would need to decide if these are both one program entry or if they are two
separate program entries. Then you would create the programs appropriately. If they are two
separate program entries, you would have to enter and then exit one program before entering the
second program for the client. If you create or update a program record and the system finds a
duplicate when you try to save, the following message is displayed and processing stops:




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Note that clients in a family are said to be entering the same program if members of the same
household have duplicate program records (see definition above), except for the client ID. A
hidden field called Family ID is used to represent members of a household entering a program
together. That is, for all programs entered by members of the same household on the same day,
the same numeric Family ID is assigned to all the programs. In order to determine the number of
households for AHAR and APR, a count of distinct Family IDs (along with the normal criteria
for determination like program entry and exit date) would yield this value. The Family ID is not
the same as Household ID because it is understood that the members of a household change over
time. That is, the Family ID represents the members who entered the program together (which
could be any or all members of the household), while the Household ID represents the set of
clients who are currently associated with the household.

On the Program tab of the client screen, program, sub-agency, entry date and household ID are
not editable after the record is first saved, and no fields except the APR indicator are editable
after the exit date is filled out and the record is saved. In addition, reason for leaving, destination,
tenure and subsidy cannot be edited until the exit date is populated.

The client screen includes warning messages to prevent users from entering a client birthdate that
is after the earliest program entry date or from entering a program entry date that is prior to the
client birthdate. Note that if you modify the birthdate and it is correct, but the program entry date
is wrong (and cannot be edited), you should contact system support (rrmt1-
cdshelpdesk@ngc.com) to make the change on the database, which will also require re-creation
of the program snapshots.

If a pregnant client enters a program and subsequently has her baby, the baby also needs to be
entered into the program. However, the baby‘s entry date is not the same as the mother‘s. The
baby‘s entry date would be the baby‘s birthdate.




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If a new program is created and the entry date is prior to the client‘s date of birth, the following
error message displays and processing stops:




If program records exist and the client‘s birthdate is entered (or modified) such that it falls after
the earliest program entry date, the following error message displays and processing stops:




When entering dates, including program entry and exit dates, entering a two-digit year instead of
a full four-digit year causes the date to be stored incorrectly. For example, entering 01/01/09
causes the date to be stored as 01/01/0009. For this reason, the program entry date field on the
Program tab of the HMIS Client screen has been modified to prevent dates more than 10 years
old, which will prevent the user from retaining the bad date. If the user enters a two-digit year or
enters a date more than 10 years in the past, the following message is displayed.




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3.2.6.1 Copy Selected Program to Other Family Members Button

There is a button labeled ―Copy Selected Program to Other Family Members‖ on the program
tab. Its purpose is to facilitate entering multiple members of a family into the same program.




                            Use this button to copy the highlighted program
                            to other members of the client‘s household.




After saving a program on the Program tab, the following message is displayed as a reminder
that the button can be used to copy the program to other members of the same household, if
desired. Note that the message appears only for households with more than one member.




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Clicking the button opens a modal window listing the household members.




The names, SSNs and IDs of the household members are listed, with a checkbox to the left of
each row. Clicking on the checkbox selects the household member to which the program will be
copied.

Clicking the Close Window button closes the window and returns to the Client screen without
doing anything further. Clicking the Assign Programs button walks through the Selected
household members. Unchecked records are ignored.

Each checked record is evaluated to see if the program already exists for that person, based on
whether the household member already has a program with the same agency, household,
program type, entry date and sub-agency.

If the household member does not already have the program, the program is created for the
household member and a program snapshot is created.




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If the household member already has the program, the exit dates for the household member and
the current client‘s programs are compared. If the exit dates match (including if both are blank),
a message is displayed to explain this and no further action is taken for that household member,
although processing continues for any additional Selected household members.




If the Selected household member‘s exit date is blank for the matching program, and the current
client‘s exit date is not blank, then the household member‘s program is updated with the values
of the housing status, exit date, the destination type, tenure, subsidy, reason for leaving, and APR
program indicator, and a program snapshot is created.

Note that the button is provided as a convenience. If household members enter the program on
different dates, you have to enter the programs separately on the different members‘ client
screens. And, at exit, the button will not copy the exit information because the entry information
is different. You would have to exit them separately as well.

For example, if Mary and Joe entered a program together, then John joined the household a
month later, you could copy from Mary to Joe, but you would have to enter John separately.
Then, if they all exit together, you could copy the exit from Mary to Joe, but, again, you would
have to exit John separately.

A message is displayed showing how many snapshots were created (i.e., one for each household
member that was successfully copied to).




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When programs are created using the ―Copy Program to Family Members‖ button, the same
Family ID is assigned to all the programs and propagated to the Program Snapshot which allows
the system to retrieve accurate counts of households for the APR.

Note that for a record to be counted on the APR report, the APR Program checkbox has to be
checked. In the event that values on the APR report are 0s or are low values for your agency,
confirm that the APR Program checkbox is checked appropriately. After you correct the
checkbox, you can save the record. Then regenerate the APR to include or exclude the changed
programs appropriately.



                                                   Indicate that the program is to be counted for
                                                   the APR report.




NOTE: If the APR is locked, you will have to have it unlocked before you can regenerate. See
section 3.7 below for details.

On navigation to a blank program record (when opening the Program tab or navigating between
records on the program tab), a message like the following is displayed, as a reminder to validate
the household structure prior to creating the program record. That is, you need to confirm that the
household had the number of adults and children as described in the message.




On navigation to an un-exited program record (when opening the Program tab or navigating
between records on the program tab), a message such as the following will appear, as a reminder


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to validate the household structure prior to updating the program record. That is, you need to
confirm that the household had the number of adults and children as described in the message.




Clicking No on either message causes the following message to display, after which the
Household tab is opened.




Note that when navigating to a blank program record for a client who belongs to more than one
household, the following warning displays.




3.2.6.2 View Program Snapshots Button
As explained previously, when a program entry is created and saved, a snapshot is created,
including a set of information about the program itself – the information that was in the program
at the time it was created. Similarly, when the program is exited and saved, a second snapshot is


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created, including a set of information about the program – the information that was in the
program at the time it was updated.

The View Program Snapshots button on the Program tab opens a modal window that shows the
information about the program snapshots.

Fields in the modal window include:
         Program
         APR Program? – Yes if the checkbox was checked, No otherwise
         Agency
         Sub-Agency
         Entry Date
         HH ID
         Housing Status
         Exit Date
         Destination Type
         Tenure
         Subsidy Type
         Reason for Leaving
         Adults – the number of adult members of the household at the time the entry or exit
            record was created. An adult is a person 18 years of age or older.
         Children – the number of child members of the household at the time the entry or exit
            record was created. A child is a person less than 18 years of age.
         Household Type – the type of household: Family or Individual. A household is an
            Individual type of household if all members are adults or all members are children. A
            household is a Family type of household if at least one member is an adult and at least
            one member is a child
         Date Created – the date when the snapshot was created (i.e., when the program was
            saved)
         Created By – the Logon ID of the worker who created the snapshot (i.e., the worker
            who saved the program record)

The snapshots displayed on the modal screen are only those for the currently selected client,
where the user has the Worker role and is the one who saved the program, or the user has the
Case Manager role and the worker who saved the program is in the same agency as the user.
Note that the programs displayed on the program tab can include programs for other agencies, if
your agency has an agreement to share information with those agencies. The snapshots for those
programs would not display in the modal window

If you review the snapshots and you find that information they contain is incorrect (for example,
the number of adults or children is wrong), contact the Help Desk (rrmt1-cdshelpdesk@ngc.com)
to have it corrected.



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Click on the View Snapshots button on the Program tab to open a modal window to view the
snapshots.




The modal window is filtered to show snapshots for the selected client, based on user role. Case
managers can see any snapshots created by their agency‘s workers. Workers can see only
snapshots they themselves created.

Snapshots are created when a program is entered and again when the program is exited. For that
reason, each program may have one or two related snapshots.

Clicking the View Snapshots button displays all of the current client‘s program snapshots to
which the user has access.

Snapshots are displayed in descending order by entry date (newest on top), then by exit date so
that the entry snapshot is displayed above the exit snapshot.




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Alternatively, double-clicking a row on the Programs tab will also open the modal window, but
the only snapshots displayed are those for the current (highlighted) program.




The highlighted record above has two program snapshots. Double-clicking that row causes the
modal window to display as shown below.

Note, however, that buttons, checkboxes and dropdown list fields and fields on the program tab
that do not allow data entry cannot be double-clicked. Double-clicking fields such as Sub-
Agency or date fields will navigate to the modal window appropriately.




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                     Scroll to the right to see more




                           Scroll to the right




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                        Scroll to the right




                     Scroll to the right




                           Scroll to the right




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3.2.6.3 Special Validation

   Some HMIS fields are needed for the AHAR and APR reports to be accurate and are
   validated when inserting or updating a program (i.e., at program entry and exit) for a client.

   The fields that are required for AHAR are called the Universal Data Elements (UDE) and
   they are required at program entry. These are the fields that have a double asterisk (**) in
   front of the field label. If any of these fields is missing, an error message is displayed and the
   user cannot create the program until the fields are filled in.

   The fields that are needed for accurate counts in the APR but that are not required are the
   Program-Specific Data Elements (PSDE). These are the fields that have a single asterisk (*)
   in front of the field label or in front of the frame label when the fields are surrounded by a
   frame (e.g., Income). If these fields are missing, a warning is displayed, but the user is
   allowed to save anyway.

   Both sets of elements are validated prior to program entry. If the UDE are not complete at
   that point, the program cannot be created. Note that this occurs on navigation to the Program
   tab when there are no program records or to a blank record on the Program tab.

   However, once the program is created, the user can clear out UDE. For that reason, both sets
   of elements are re-validated when the user attempts to save a program at exit and, again, if
   the Universal Data Elements are not complete, the program cannot be saved.

   Universal Data Elements (UDE)

   After validation, if any UDE are missing, the message that displays is ―You cannot create or
   save a program record when required data items are missing or invalid: <list of items>‖,
   where the list of items is a comma-delimited list of elements. The message shows only an
   OK button and processing of the form stops.




   After the message is dismissed, focus goes to the field/tab that is appropriate for the first
   missing or invalid item. For example, if the first missing item is Race, the Demographics tab


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is displayed and focus goes to the first row of the Race block. If the first missing item is in
the area above the tabs, the Demographics tab is displayed and focus goes to the missing
item.

Note that there are some situations where focus cannot go to the field/tab because of Oracle‘s
internal rules for validation of forms. The same message will appear, but focus will not go to
the field/tab for the missing or invalid item.

The Last, First and Middle Name fields are considered to be missing or invalid if both the
name and Quality Code are blank. However, the quality field has to be blank if the related
name field is not blank.

DOB, Last Zip Code, and SSN can be blank but the corresponding Quality fields are
required. SSN, Zip Code and DOB are considered to be missing or invalid if their
Description or Quality fields are blank or not filled out appropriately for the information in
the related field. For example, if SSN is missing digits but ―Full SSN Reported‖ is selected
for the Description, it is an error.

None of the rest of the Universal Data Element fields can be blank.

UDE elements include the following – allowable options for the various Quality fields are
also shown:
     Last Name
        Quality:
        o Don‘t Know
        o Refused
     First Name
        Quality:
        o Don‘t Know
        o Refused
     Middle Name
        Quality:
        o None
        o Don‘t Know
        o Refused
     Suffix – a drop down list that includes both valid options and Quality:
        o JR
        o SR
        o II
        o III
        o IV
        o Other (If Other, Specify is required if this is selected)
        o None
        o Don‘t Know


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       o Refused
      SSN (can be left blank, full, partial, or spaces entered in place of missing digits)
       Description:
       o Full SSN Reported
       o Partial SSN Reported
       o Don‘t Know or Don‘t Have SSN
       o Refused
      Gender
       o Multiple Options including Other (―If Other, Specify‖ is required if this is
           selected), Don‘t Know, and Refused
      Veteran Status
       o Multiple Options including Don‘t Know and Refused
      Disabling Condition
       o Multiple Options including Don‘t Know and Refused
      Zip Code (can be left blank, full or partial, or spaces entered in place of missing
       digits)
       Description:
       o Full or Partial Zip Code Reported
       o Don‘t Know
       o Refused
      Residence Prior
       o Multiple Options including Other (―If Other, Specify‖ is required if this is
           selected), Don‘t Know, and Refused
      Length of Stay at Prior Residence
       o Multiple Options including Don‘t Know and Refused
      DOB (Month, Day, Year are separate fields and any can be left blank)
       Quality:
       o Full DOB Reported
       o Approximate or Partial DOB Reported
       o Don‘t Know
       o Refused
      Race
       o Multiple Options including Don‘t Know and Refused (Unknown and Other are
           expired)
      Ethnicity
       o Multiple Options including Don‘t Know and Refused (Unknown is expired)

Note that the UDE fields are validated prior to an attempt to enter a program, and the
program cannot be created without them. Another UDE not listed above is Household ID.
Household ID is created by the system when the client is added to a household – so is
essentially a designation that the client does belong to a household. Its existence is validated
prior to an attempt to create a program, and the program cannot be created without it. There
are, however, some double-asterisk fields that are not validated at the same time as the UDEs
described above, because they are part of the program record itself and can only be validated


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after the user attempts to create the program. They include the program type, the agency ID,
the Entry Date, and Housing Status.

Program-Specific Data Elements (PSDE)

After validation, if any PSDE are missing, the message that displays is ―The following items
are required for accurate counts in the Annual Performance Report: <list of items>. Continue,
anyway?‖ and includes Yes and No buttons. The list of items is a comma-delimited list of
elements found to be missing or invalid.




If the user selects No, processing of the form stops. After the message is dismissed, focus
goes to the field/tab that is appropriate for the first missing item. For example, if the first
missing item is income, the Income tab is displayed and focus goes to the Financial
Resources field.

Note that there are some situations where focus cannot go to the field/tab because of Oracle‘s
internal rules for validation of Forms. The same message will appear, but focus will not go to
the field/tab for the missing or invalid item.

In the case of Income, Non-Cash Benefits and Services, the user is warned if there are no
corresponding records. In the case of Physical Disability, Developmental Disability, Chronic
Health Condition, Mental Health Problem and Substance Abuse, the field has to have a value
and, if the value is Yes, the related treatment question and Expected Long Duration fields
have to have a value. Otherwise, the user is warned.

The following is a list of PSDE:
    Income and Sources
    Non-Cash Benefits
    Physical Disability (and treatment)
    Developmental Disability (and treatment)
    Chronic Health Condition (and treatment)
    Mental Health Problem (and treatment and duration)
    Substance Abuse (and treatment and duration)



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      Secure Info

The following items can be updated in the Secure Info screen only by a user with Case
Manager role. The procedure checks to see if any of the following are missing. If yes,
―secure info‖ is added to the list of missing items.
     HIV/AIDS
     Domestic Violence
     (If yes) When experience occurred

The following ―single-asterisk‖ items are not validated at program entry because these items
only apply to program exit.
    Destination
    Tenure
    Subsidy Type

UDE and PSDE for family members

The UDE and PSDE validation described above is also performed for clients associated with
the current client‘s household.

Prior to creating or updating a program, the household is checked. If any family members are
determined to be missing information, the following message is displayed. The user is
allowed to continue, with the understanding that if they then create or update a program and
copy it to other family members, reporting is likely to be inaccurate.




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   After the program is saved, if a family member is selected for copying to (see the Copy
   Selected Program to Other Family Members section above) and the family member is
   missing UDE data when the Assign Programs button is clicked, the following message
   appears and processing stops for the selected client. That is, you cannot copy a program to
   client who has missing UDE information.




3.2.7 Employment/Education Tab
This tab shows information about the client‘s employment and education.




The tab includes three separate sections of fields:
    Employment
    Education info (for clients aged 18 and over)
    Education info (for clients aged 5-17)

Employment

The employment section includes four fields:
    Employed
      o Yes


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       o No
       o Don‘t Know
       o Refused
      Hours Worked Last Week
      Tenure
       o Permanent
       o Temporary
       o Seasonal
       o Don‘t Know
       o Refused
      Looking for Work
       o Yes
       o No
       o Don‘t Know
       o Refused

If Employed is not Yes, then Hours Worked Last Week and Tenure are greyed-out and not
enterable.

Education info (for clients aged 18 and over)

The (adult) education section includes four fields:
    In School
       o Yes
       o No
       o Don‘t Know
       o Refused
    Last Grade Completed
       o Multiple options, including Don‘t Know and Refused
    Received Vo-Tech/Apprenticeship Certification
       o Yes
       o No
       o Don‘t Know
       o Refused
    Degree (can select more than one)
       o Multiple options, including Don‘t Know and Refused

Education info (for clients aged 5-17)

The (child) education section includes seven fields:
    In School
       o Yes
       o No
       o Don‘t Know


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       o Refused
      School‘s Name
      Connected to McKinney-Vento Homeless Assistance Act school liaison
       o Yes
       o No
       o Don‘t Know
       o Refused
      Type of School
       o Public School
       o Parochial or Other Private School
       o Don‘t Know
       o Refused
      Date of Last Enrollment
      Reason Not Enrolled (can select more than one)
       o Multiple options, including Don‘t Know and Refused
      If Other (Reason), Specify

If In School is Yes, Date of Last Enrollment and Reason Not Enrolled are greyed-out and not
enterable. If In School is not Yes, School‘s Name, Connected to Liaison, and Type of School are
greyed-out and not enterable.

If one of the Reasons Not Enrolled is Other, If Other, Specify is required.




3.2.8 Military Tab
This tab shows information about the client‘s military career.




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Fields on the tab include:
     Military Service Era(s) (can select more than one)
        o Multiple options, including Don‘t Know and Refused
        o Options for Military Service Eras prior to World War II are expired and cannot be
            selected
     Months Active Duty
     Served in War Zone
        o Yes
        o No
        o Don‘t Know
        o Refused
     War Zone(s) (can select more than one)
        o Multiple options, including Don‘t Know and Refused
     If Other (War Zone), Specify
     Months in War Zone
     Received Hostile/Friendly Fire
        o Yes
        o No
        o Don‘t Know
        o Refused
     Military Branch(es) (can select more than one)
        o Multiple options, including Don‘t Know and Refused
     If Other (Military Branch), Specify
     Discharge Status
        o Multiple options, including Don‘t Know and Refused
     If Other (Discharge Status), Specify
     DD214#

If Veteran status on the Demographics tab is not Yes, all fields on the Military tab are greyed-out
and not editable.


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3.2.9 Services Tab
The Services tab contains information about services the client has received.




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Fields on the tab include:
     Program Subtype (code and description)
     APR Service checkbox
     Agency ID
     Sub-Agency
     Service Description
     Units
     Amount
     Client Fee
     Date
     Emergency
     County
     Household ID

The first two fields and the APR Service checkbox are context fields, so they do not scroll.



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The Program Subtype LOV is filtered to show subtypes associated with the logged-on worker‘s
agency.

The APR Service checkbox is used to indicate whether the service should be counted in the
APR. Checking the APR Service checkbox means that the service should be counted in the
Supportive Services section of the APR. The checkbox is checked by default but can be
unchecked. Unchecking the checkbox means the service should not be counted in the APR.

If the APR is generated and you notice that services are included that should not be, you can
uncheck the checkboxes in the appropriate services and re-generate the APR. The unchecked
services will no longer be included.

Similarly, if the APR is generated and it is found that services are not included that should be,
the user can check the checkboxes for the appropriate services and re-generate the APR. The
checked services will be included.

Note that when a program is saved (at entry or exit) and the set of snapshots is created, services
are included in the set of snapshots. The APR checkbox is the only field that can modify the
snapshots after they‘ve been created. That is, after changing the APR checkbox, the snapshots
taken of that service will be updated with the new value of the checkbox.

Agency ID defaults to the agency the logged-on worker is associated with and cannot be
changed.

The Sub-Agency LOV is filtered to show sub-agencies of the logged-on worker‘s agency. It is an
optional field used by agencies that want to track their services by sub-agency.

Service Description defaults to the Subtype description but can be modified for the client or to
further describe the service (e.g., why it was administered).

Units is the number of units of service. Amount is the dollar amount of the service. Client Fee is
the dollar amount the client is expected to pay.

Date is the Date of service. The APR counts services in the set of snapshots where the date of
service is between the related program‘s entry and exit date.

Emergency is a Yes/No indicator of whether the service was provided on an emergency basis.

County is the county of service.

Household ID is the ID of the client‘s household on the date of service.

Note: Each agency decides how services are tracked, including how subtypes are coded and
whether zero-dollar services are included.


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3.2.10 Optional Demog Tab
The Optional Demographics tab includes information that is not directly related to APR, AHAR
or other Federal reporting but that is of interest to HMIS users, as well as a history of Aliases.




Fields on the tab include:
     SSI
     SSI Application Date
     SSI Appeal
     Enrolled Tribal Member
     Indian Reservation
     Registered Offender
     Prior Residence located in
        o County
        o State
        o Country
     Alias
        o Last Name
        o First Name
        o Middle Name
        o SSN
        o Date of Birth
        o Date Modified
        o Modified By

Aliases can be entered directly into the block (for example, to record a client‘s maiden name or
nickname), but they are automatically generated when the client‘s last name, first name, middle
name, SSN or date of birth is modified from its previous saved version and re-saved.



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Date Modified is the date when the record was last updated or, if it has never been updated, when
it was created. Modified By is the logon ID of the user who last updated the record or, if it has
never been updated, the user who created the record.

Note: if the Registered Offender checkbox is checked, a statement will be added to the Comment
on the Notes tab and the Comment type will be changed to Warning. If the Registered Offender
checkbox is subsequently unchecked, the Comment and Comment Type will have to be edited
manually to remove the statement.

3.2.11 Outreach Tab
The Outreach tab describes street outreach contacts as well as the street outreach program‘s date
of engagement with the client.




The top field is the date of engagement with the client. This might correspond to a program entry
date.

The ―Street Outreach Contact Only‖ section describes contacts with a client. Specifically, it asks
for the date and time and the location of the contact. All fields are required if any are filled out.

Date and time is presented as three separate data elements. The first, Date, expects the standard
date format MM/DD/YYYY. The second, Time, is for entry of hours (HH) and minutes (MI) in
the typical format ―HH:MI‖ (e.g., 5:04). The third element is for the period of the day, AM or
PM.

If you have a contact with a client at 3:30 in the afternoon on December 17, 2009, you would
enter ―12/17/2009‖ in the Date, ―03:30‖ in the Time, and select PM as the period.

Contact location contains a list of three options:




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      Place not meant for habitation (e.g. vehicle, abandoned building, bus/train/subway
       station/airport or anywhere outside that is not a Homeless Connect-type event)
      Service setting, non-residential (e.g. Homeless Connect-type event, drop in center, day
       services center, soup kitchen, etc.)
      Service setting, residential (e.g. emergency, transitional or permanent housing; treatment
       facility, including health, mental health, or substance abuse clinic or hospital; jail, prison,
       or juvenile detention facility; family or friend‘s room, apartment, condo, or house; foster
       care or group home)

3.2.12 Notes Tab
The Notes tab includes an area for entering comments about the client and a radio group to
indicate the type of comment. The tab also includes a set of fields for capturing emergency
contact information.




The comment type radio group contains four radio buttons:
    None,
    Informational,
    Important, and
    Warning.

Selecting a radio button causes the Notes button icon to change, reflecting the selection.

Note that if the client is a registered offender, a note is added to the beginning of the comment,
and the ―Warning‖ option is selected from the radio group. This causes the Notes button icon to
display a red stop sign.

If the registered offender checkbox is subsequently unchecked, the following message displays
to remind the user to clear the note from the comment field and, if necessary, to reset the
comment type:


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The comment type is also not automatically reset, because there may be other information in the
comment field that requires a specific comment type.

The user is allowed to enter up to 500 characters in a note about the client.

The Notes tab also contains Emergency Contact information. The user can enter contact
information for the client as they wish.


3.3 SECURE INFO SCREEN (HMIS015F)

The Secure Info screen contains information about a client that needs to be held in confidence.
Each agency can create its own secure information about a client, which is hidden from other
agencies or individuals that have not been granted access to the information.




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The top part of the screen is for reference, showing the name and ID of the client as well as the
ID of the agency for whom the information applies.

The lower part of the screen contains three tabs: Demographics, Phone/Address and Case Notes.

The Demographics tab contains demographic information about the client that should be kept
secure. This information includes pregnancy status and due date, HIV/AIDS status and
treatment, domestic violence status and when the domestic violence occurred, if it did.

NOTE: Some of the fields on the Demographics tab include options for ―Don‘t Know‖ and
―Refused‖. In all cases, these options refer to the client‘s response to the request for the
information. In particular, ―Refused‖ means the client chose not to answer the question. For
example, if the client indicates that they have HIV/AIDS and they‘re asked if they have received
or are receiving treatment and they point out that they refused treatment, the answer to the
question is No. If, instead, they say they don‘t want to talk about it or they don‘t want to answer
the question, the answer to the question is Refused.


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Options for Pregnant, HIV/AIDS, HIV/AIDS Treatment, and Domestic Violence are
    Yes,
    No,
    Don‘t Know, and
    Refused.

Options for When Experience Occurred are
    Within the Past Three Months,
    Three to Six Months Ago,
    From Six to Twelve Months Ago,
    More Than a Year Ago,
    Don't Know, and
    Refused.

If the Pregnant field is not Yes, the Due Date field is greyed-out. Similarly, if the Domestic
Violence field is not Yes, the When Experience Occurred field is greyed-out.

If the Pregnant field is Yes and the client‘s gender is blank when the user tries to save, the
following warning message displays but save continues:




If the Pregnant field is Yes and the client‘s gender is not Female or Transgender Female to Male
when the user tries to save, the following warning message displays but save continues:




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If the Pregnant field is Yes and client‘s gender is Female or Transgender Female to Male and the
Due Date field is blank when the user tries to save, the following message displays and
processing stops:




If the Pregnant field is Yes and the client‘s age is not in the range for women of child-bearing
age (14-54), the following message displays but save continues:




If the Domestic Violence field is Yes and the When Experience Occurred field is blank when the
user tries to save, the following message displays and processing stops:




3.3.1 Address Tab
The Phone/Address tab contains two blocks. The first block allows entry of one or more
addresses for the client, while the second block allows the same for client phones.




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                                                       Scrolling




Address information includes
    Address Type (Mailing, Physical, E-Mail, Homeless, Unknown),
    Line 1,
    Line 2,
    City,
    State,
    Zip Code
    Zip+4,
    County,
    Modified By, and
    Date Modified.

City, State and Zip Code have LOV buttons, but they all show the same data. The LOV lists
cities and states from the entire US, with Montana cities at the top, followed by other states in



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alphabetical order. For the City and State LOVs, the list shows cities first, then state, then zip.
For the Zip Code LOV, the list shows zip codes first, then city, then state.

Phone information includes
    Type (Home, Work, Cell, Fax, etc.),
    Phone Number,
    Comment (e.g., if it‘s a work phone, which hours to call),
    Modified By, and
    Date Modified.

The phone number is required to be a 10-digit, numeric value. If the user enters 7 digits and
leaves the field, it will automatically prefix ―406‖ on the number, so Montana phone numbers
can be entered without area code. Phone numbers from other area codes will require the user to
enter the area code as well as the 7-digit number. Phone numbers are automatically formatted to
show a phone number as follows: (406) 555-1212, but you don‘t have to type the punctuation.
Just type the numbers.

Note that double-clicking the phone comment field opens a multi-line text editor.

Date Modified is the date when the record was last updated or, if it has never been updated, when
it was created. Modified By is the logon ID of the user who last updated the record or, if it has
never been updated, the user who created it.




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3.3.2 Case Notes Tab
The case notes tab allows each agency to enter case notes about the client. Each case note allows
up to 3000 characters. Note that double-clicking the field opens a multi-line text editor.

The Modified By and Date Modified fields show the logon ID of the worker who last updated
the case note and the date the case note was last updated. If the case note has not been updated
since it was originally created, the fields show the ID of the worker who created the record and
when it was created.




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3.4 HMIS GROUP EXIT SCREEN (HMIS005F)

The Group Exit screen facilitates the exit process for Emergency Shelter clients who enter on
one day and exit the next. The screen displays programs where the program entry date is
yesterday.

To the left of the list of programs are checkboxes to select clients for exit from their programs.
Note that for each client, the full set of exit-related information has to be filled out – the rules for
which are essentially the same as they are on the Program tab of the Client screen.

For each row, you would fill out the destination, tenure, etc., as appropriate for the client. Then
check the checkbox next to the row, and click the Exit Selected Clients from Programs button.
The clients will be exited from the programs with today‘s date as the exit date.

Assumptions for the screen are that the client‘s demographics information, household structure,
and Housing Status are the same at exit as they were at entry (since there is only one day
between). If any of this information has changed, the client should be exited from within the
Client screen after all of the information is updated there.

Fields on the screen include
     Select checkbox
     Client Name
     Client ID
     Destination (with associated LOV)
     If Other (Destination), Specify
     Tenure
     Subsidy Type
     Reason for Leaving
     If Other (Reason for Leaving), Specify




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3.5 HMIS HOUSEHOLD SCREEN (HMIS010F)

Within the HMIS Household screen, you may view or edit household information, search for a
household to view or edit, or create a household. You may also add clients to a new or existing
household.

The HMIS Household screen provides access to and maintenance of household information.
Detailed information about the household is divided among four tabs: Members, Demographics,
Services, and Notes.




The top part of the screen contains a Household ID along with the Social Security Number, Last
Name, First Name and Middle Name of the head of household for that Household ID, as well as
the Application Date and HH Changed Date (date last modified).

The Application Date is the date when the application for service was submitted to the agency.



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The HH Changed Date is not editable but is automatically populated with the date when any
changes were made to the household‘s information, or with the date created, if no changes have
been made or the household is new.

On the upper right section of the screen there is one button. The ―Add Current Client to HH‖
button adds a client to the household. You would search for and select a client in the HMIS
Client screen then come here to find or create the household to which the client should belong.
Press the button to link the client to the household. The button assumes the client last displayed
in the HMIS Client screen is to be added to the household currently displayed in the HMIS
Household screen.

If you attempt to add a client to a household and they are already a member of the household, the
following message displays and processing stops:




Below HH Changed Date is the ―Notes‖ iconic button. The button has two purposes: First,
pressing the button navigates to the Notes tab for viewing and editing of the Household
Comment. Second, the icon on the button is a graphic representation of the kind of comment,
which may signal the worker about potential problems, such as when a household has chronic
financial problems. The comment has four possible states, which are illustrated via the icon on
the button:
      None (meaning there is no comment) is indicated by a blank piece of paper -        ;
      Information is indicated by the letter I -       ;
      Important is indicated by an exclamation mark -       ; and
      Warning is indicated by a stop sign -        .

These options are selected from the Comment Type radio group, which is on the Notes tab.

The lower part of the screen contains four tabs, with the Members tab first. All tabs contain
current information about the household whose ID and head of household are listed in the top
part of the screen.




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3.5.1 Members Tab
The Members tab contains the Client Demographics information for the members of the
currently displayed household. There is one row for each identified member of the household.

Also on the Members tab is a button labeled ―Go to HMIS Client.‖ This button is used to
navigate to the HMIS Client screen for the selected household member. Double-clicking on a
Member‘s row performs the same function.

To add a member to the household, it is recommended that you use the LOV/Search button to
find out if they already exist in the system or use the HMIS Client screen to find out if they
already exist. Relationship is mandatory and must be entered. A household must have one and
only one head of household.

The relationship for the head of household is Head of Household (Self). To change the head of
household, assign a new relationship to the existing head of household and assign the Head of
Household relationship to the appropriate member.

If the client is already in the system, enter part (or all) of the name then press the LOV/Search
button to view a list of clients based on the information you entered. From this list, select the
client you are seeking or choose Cancel.

The grey fields are display only fields. No inserting of updating of these fields is allowed on the
Household form. The HMIS Client screen is used for maintaining this information.




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3.5.2 Demographics Tab
The Demographics tab has three groups. The Demographics group is on the upper part of the tab
along with the Non-Cash Benefits group, and the Household Income group is on the lower part
of the tab.

None of the fields on this tab are editable. For new households (not yet saved) the Created by
Agency defaults to the agency associated with the logged-on worker. For existing (saved)
households, the Created by Agency displays the agency associated with the worker who created
the household, and the Modified by Agency displays the agency associated with the worker who
last modified the household.

The # in Household field is calculated when the screen is saved and includes hidden clients in the
count even though they may or may not be shown on the Members tab.




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If the Created by Agency or the Modified by Agency does not match the Agency associated with
the logged-on worker, the following warning message is displayed for information (it would only
occur if the logged-on worker‘s agency had a Share agreement with the Created by/Modified by
Agency):




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Non-Cash Benefits and Incomes are only displayed for hidden clients if the worker is associated
with the same agency as the household.

3.5.3 Services Tab
The Services tab contains the information about services the household or its members have
received. The first two fields are context fields, so they do not scroll.

Services for hidden clients are only displayed if the worker is associated to the same agency as
the household.

The Sub-Agency field shows the sub-agency if the service is associated with a sub-agency.




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Note: Each agency determines how the services they provide are tracked, including how
subtypes are coded and whether zero-dollar services are included.

3.5.4 Notes Tab
The Notes tab contains a radio button group and a text box. There are four radio buttons in the
group: None, Information, Important, and Warning. Selecting a radio button causes the Notes
button icon in the top part of the screen to change, reflecting the selection. The user is allowed to
enter up to 500 characters in a note about the Household.




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3.6 HMIS AGENCY SCREEN (HMIS020F)

This module allows the view, entry, and maintenance of Agency information.




The HMIS Agencies screen provides for access to and maintenance of agency information.
Detailed information about the agency is divided among six tabs: Address, Referral, Program,
Security Options, Agency Info, and Sub-Agencies.

The top of the screen contains the Agency Name, Agency ID, name of the Executive Director,
CDS Agency ID and a checkbox labeled ―Part of the CoC‖ (Continuum of Care). The CDS
Agency ID is used in the interface with CDS to map HMIS agencies to CDS agencies. The
checkbox indicates whether the agency is part of the continuum of care and therefore included in
reports or for other required data collection.




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The screen will normally bring up the Agency to which the worker is currently associated in the
Workers table.

It is recommended that the CDS Agency ID be unique to the Agency. The system may not work
correctly if the CDS Agency ID is not unique. For that reason, if the CDS Agency ID is not
unique, the following message is displayed:




The lower part of the screen contains six tabs with information about the agency.

Note that sub-agencies are listed in the Agency screen as agencies. They are tied to a parent
agency on the Sub Agencies tab of the parent agency.

3.6.1 Address Tab
The Address tab presents address and telephone information associated with the currently
displayed agency.




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In addition to standard address fields (street, city, state, zip), the address record also includes
Geocode, Site Type and Housing Type. These are used primarily in the preparation of the
Housing Inventory Chart.

3.6.2 Referral Tab
The Referral tab allows the tracking of referral information, when clients of one program are
referred to another program for services or aid.




Users with the Worker or Case Manager roles can insert, update, and delete Agency Referrals.

Note that this tab does not track referrals for individual clients but rather, more generally, counts
of clients who have been referred to other agencies or services.




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3.6.3 Program Tab
The Program tab allows the entry and maintenance of the program services provided to clients by
the agency. There are two types of program services. Those that are provided to a specific client
are recorded on the Services tab of the client screen. Those that are not provided to a specific
client – group services, for example – are recorded in the lower section of this tab.

The upper section of the tab is used to define the services. The first four fields are populated
when a Program Category/Type combination is selected via the LOV. Press the LOV button to
select from a list of the Program Categories and Types common to all the Agencies. Then enter a
two-digit code (numbers or letters) for the subtype and, finally, enter a description of the
subtype. Use the Description to differentiate the subtypes less cryptically. The subtypes are
specifically associated with the Agency which creates them, so that a code used by one Agency
for a given subtype is not required to be the same as the code used by another Agency or may
have a different description even if it is the same subtype code.

The lower section of the tab is used to track agency services that are not provided to a specific
client or household. The Agency Services table is associated with the currently selected program
row (as indicated by the highlighting). These are summarized services, not client-specific.




3.6.4 Security Options Tab
This tab allows the Agency to denote their level of security. They can choose to share all their
data, share none of their data, or share their data only with certain agencies. When sharing with
certain agencies, at least one agency must be selected in the Agencies portion of the screen.

If an agency decides to Share All Information or Share with Certain Agencies, the agency still
has the option to hide specific clients on the HMIS Client screen.



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3.6.5 Agency Info Tab
This tab contains miscellaneous Agency data which is vital to the operation of the system,
particularly with regard to Housing Inventory Chart and preparation of the AHAR.




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Calculating bed count on a specified date

Two fields – an editable date field and a non-editable calculated field – are included on the
Agency Info tab in order to validate point-in-time bed counts. Note that this is meant as a check
for agencies to see if their inventory records match their understanding.

The date defaults to the current date and the calculated field totals the amounts in the Bed Count
field where the date is between the start and end dates of the inventory record (inclusive).

The start date is the first date the beds became available for use. The end date is the last date the
beds are available for use. Note that clients who are assigned a bed on the last date are
understood to be staying that night. That is, if the last date is 03/31/2010, clients who stay that
day would check in on 03/31/2010 and check out on 04/01/2010.

For example, the following screenshot shows three inventory records.

Facility 1 has 150 beds available from 01/01/2010 through 06/30/2010.
Facility 2 has 200 beds available from 01/01/2010 through 03/31/2010.
Facility 3 has 100 beds available from 04/01/2010 through 06/30/2010.




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On 05/13/2010 (as shown in the date field at the top), Facility 1 and 3 beds were available. So
the total available beds would be 250.




On March 1, 2010, Facility 1 and 2 beds were available. So the total available beds would be
350.




On July 1, 2010, the number of available beds is 0 because there are no inventory records that
include that date.




3.6.6 Sub-Agencies Tab
This tab contains allows an agency to have one or more sub-agencies associated with it. Each
sub-agency must exist as an agency before it can be a sub-agency to another agency. An agency
does not have to have a sub-agency.




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Note: As each agency is added to HMIS, they will determine with IHSB and Northrop
Grumman how they want to set up their programs in the system. If you are already
implemented as an agency, please call Laurie Foster at 406-447-4269 or Jenni Sullivan 406-
443-8693 to discuss sub-agencies and services prior to putting in services or program entry
and exit dates.




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3.7 HMIS APR INFORMATION SCREEN (HMIS050F)

The HMIS APR Information screen allows the user to generate and enter data for their Annual
Performance Reports.




Note that the APR is generated based on program data. When a program record is entered or
exited, snapshots of all data related to the program client are captured, including, for example,
service data for the client. That is, when a program is created, if the client has four services, four
service snapshots will be created to go with that program entry. When the program is exited,
assuming the same services apply, four more service snapshots will be created to go with the
program exit. The APR report looks at the snapshots in order to have a ―clean‖ view of
information at the time the program was entered or exited, as the information may have changed
in between. For example, a person may be a child at program entry and an adult by the time they




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exit the program. When the APR wants to know the person‘s adult/child status at program entry,
the snapshot shows that information.

In all cases, information has to be entered into the system completely and correctly before the
program record is saved (at entry or exit) in order for the snapshots to be complete and correct.
For example, if the program record is saved and then a new service record is created, the new
service record will not be included in the program snapshots, even if it fits the criteria to do so
(see the section on the Services tab, below).

By default, the screen queries APRs for the agency that is linked to the logged-on user. These are
displayed in descending order by begin date, then by end date. That is, the newest begin dates are
displayed first and, if there‘s more than one with the same begin date, the newest end dates are
displayed first for each begin date.

The upper section of the screen allows entry of agency, sub-agency, and begin and end dates.
The ID of the worker who last modified the APR is shown, along with the internal ID for the
APR.

To query for a specific APR, put the form in Query mode (F7 on the keyboard or the flashlight
on the toolbar), select from the agency or sub-agency LOVs, or enter an ID or dates in the date
fields, then execute the query (F8 on the keyboard or, again, the flashlight on the toolbar).

The upper section also has a button which can be used to lock the APR, so that it is no longer
editable (i.e., the user has confirmed that it is complete). When the button is clicked, a flag on the
database is set to ―Y‖ (default is ―N‖). If the APR is locked, it cannot be edited in any way and a
message is displayed in red on the screen to tell the user that the APR is locked and cannot be
edited. In addition, the Lock APR button is greyed out and not accessible. To unlock an APR that
has been locked in error, contact the Help Desk (rrmt1-cdshelpdesk@ngc.com).




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Note that the APR end date should not (normally) be after the current date. For that reason, a
warning message displays when the APR end date is after the current date. This is not
necessarily an error and does not prevent saving.




When you edit the APR, save the changes, and the form requeries, the last APR that was edited
is displayed. Note that by default all APRs for your agency are queried, but the last APR that was
edited is given focus.




            6th of 12 APRs is displayed




3.7.1 Grantee Tab
No data on the Grantee tab is automatically generated.




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3.7.2 APR 1 Tab
On the APR 1 tab, Disabled, Chronically Homeless and Veteran counts are generated. No other
counts on the tab are generated.




Pressing the ―Generate Data‖ button generates most of the counts for the APR. The following
message is displayed when this button is pressed.




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The following message displays if the ―Yes‖ button is pressed.




All data that was previously generated will be overwritten when the APR is regenerated. Note
that the overwritten data includes data that the user entered to overwrite previously generated
data. That is, if you generate the APR and it determines that there are 4 disabled people, you can
overwrite the count to 3 (for example, if you independently determine that 3 is correct for your
clients). If you then regenerate the APR and it determines that there are still 4 disabled people, it
will overwrite the 3 you entered (with 4). Other data you enter that is not generated will not be
overwritten, including everything on the Grantee tab and most information on the APR 1 tab.

Note also that overwriting the generated counts is not recommended. Instead, you should
determine where the discrepancy exists, correct the information, and regenerate the APR. For
instance, as in the example above, if you know you only have three disabled clients and the APR
shows a count of 4, you need to determine which clients the APR is including and, if necessary,
correct the client to not be shown as disabled or correct the program information for that client so
that it is not included in the APR.

Note that when the APR is locked (see section 3.5), data cannot be generated.




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The ―Run APR Report‖ button runs the APR report for the currently selected APR. The APR
Details button runs the APR Details report parameter screen for the currently selected APR.
These reports are described in section 8 below.

3.7.3 APR 2 Tab
The fields in white on the APR 2 tab are generated when you press the ―Generate Data‖ button.




3.7.4 APR 3 Tab
All data on the APR 3 tab is generated when you press the ―Generate Data‖ button.




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3.7.5 Services Tab
All data on the Services tab is generated when you press the ―Generate Data‖ button.




If the APR Service checkbox is changed, all snapshots related to that service will be modified to
have the new value. However, APRs that are generated prior to the change will not show the new
information. For the APR to reflect a change to the snapshots, the APR has to be regenerated.
That is, if you change the APR Service indicator, you have to regenerate the APR.

Services are counted for the APR if
    the Service APR indicator is checked,
    the service date is between the program entry and exit dates for a program for the same
       client,


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      the program exit date is between the start and end dates of the APR reporting period,
      the program‘s APR indicator is checked,
      the service agency matches the program agency, and
      the service sub-agency matches the program sub-agency.

3.7.6 Goals Tab
No data on the Goals tab is generated when you press the ―Generate Data‖ button.




3.7.7 SHP 1 Tab
No data on the SHP 1 tab is generated when you press the ―Generate Data‖ button.




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3.7.8 SHP 2 Tab
No data on the SHP 2 tab is generated when you press the ―Generate Data‖ button.




3.7.9 HMIS Tab
No data on the HMIS tab is generated when you press the ―Generate Data‖ button.




3.7.10 Income Tab
All data on the Income tab is generated when you press the ―Generate Data‖ button.




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Note that the income record has to exist before the program is saved in order for it to be
snapshotted with the program record. Also, for the income to be included in the APR, the income
date has to be between the begin and end dates of the APR reporting period.

3.7.11 Program Tab
All data on the Program tab is generated when you press the ―Generate Data‖ button.




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3.7.12 Program 2 Tab
All data on the Program 2 tab is generated when you press the ―Generate Data‖ button.




3.7.13 Source of Information for APR
Information for the APR comes from the HMIS Client, Secure Info, and Household screens.
Program information to be included in counts on the APR comes from the Program tab of the
HMIS Client screen. Only programs where the APR Program checkbox is checked are included.
In the event that counts on the APR report are 0s or are lower values than you expect, confirm
that the APR Program checkbox is checked appropriately and regenerate the APR. If the APR is
locked, you will have to have it unlocked before you can regenerate. See section 3.5 above for
details.




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3.8 HMIS YEARLY CLIENT REVIEW SCREEN (HMIS450F)

The HMIS Yearly Client Review screen allows the user to find clients that are due for review of
demographics or income information.




Federal requirements dictate that the following client-related program-specific data elements
(PSDE) be reviewed on a yearly basis.
    Income and Sources
    Non-Cash Benefits
    Physical Disability
    Developmental Disability
    Mental Health
    HIV/AIDS
    Substance Abuse



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For that reason, a screen was added to the HMIS system, listing clients that need to be reviewed.
The screen is accessible only from a button on the Main screen. The button is visible only if the
logged-on user has clients that need to be reviewed.




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If the user does not have clients to review, the button is hidden.




The Review screen lists the clients that need to be reviewed, along with the last review dates for
the client.

Fields on the screen include:
     CAA Name – the agency associated with the client (that originally created the client
        record)
     Client ID – the unique system-assigned ID for the client
     Client Name – the client‘s full name
     Last Verified By – the last person to verify the client‘s demographics information
     Last Verified Date – the date the client‘s demographics information was last verified
     Last Verified Income By – the last person to verify the client‘s income information
     Last Verified Income Date – the date the client‘s income information was last verified

In addition to the fields on the screen, there is a button labeled ―Go to Client Screen‖. Clicking
on this button navigates to the client screen and displays the record of the highlighted client. This
functionality is duplicated by a trigger that allows you to double-click on the highlighted row
with the same result.

The screen shows shared clients as well as clients specific to the logged-on user‘s agency, based
on the logged-on user‘s roles. If the worker has the Worker role, they will only see records of
clients or incomes they created, modified or verified. If the worker has the Case Manager role,
they will see records of clients created, modified, or verified by a worker in their agency or in a
shared agency.




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CAA Name

The CAA Name shows the agency that created the highlighted client record.




If the listed clients belong to different agencies (i.e., shared agencies), the CAA Name will
change to reflect the client‘s agency when the client‘s record is selected.




Determining if the client or income needs to be verified

There are two dates that are examined to determine if a client needs to be reviewed. If the client
has been verified previously, the verified date is used. If the client has not been verified
previously, then the entry date for the client‘s last unexited program is used. If the client has no
unexited programs, they do not need to be reviewed. Otherwise, if the date is more than 11
months in the past, they will be listed in the screen.

There are four dates that are examined to determine if a client‘s income needs to be reviewed. If
the income has been verified previously, the verified date is used. If the income has not been
verified previously, then the last income date or non-cash benefit date is used (whichever is
later). If there is no income or non-cash benefit, then the entry date for the client‘s last unexited




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program is used. If the client has no unexited programs, they do not need to be reviewed.
Otherwise, if the date is more than 11 months in the past, they will be listed in the screen.

If the income info needs to be verified (the date is more than 11 months old) and the client does
not need to be verified (the date is less than 11 months old), the Last Verified By and Date fields
will be blank.

If the client info needs to be verified (the date is more than 11 months old) and the income does
not need to be verified (the date is less than 11 months old), the Last Income Verified By and
Date fields will be blank.




The clients are listed in ascending order by verified date – so the oldest dates are shown at the
top of the list. Within the date, they are further sorted in ascending order by client ID.




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4. THE APR CODE TABLE SCREENS

The APR Code Table screens are used to maintain the support and code tables for the APR
screen.

Navigation to the APR Code Table screens is accomplished by using the ―Go To…/APR Code
Tables‖ menu option.




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4.1 HMIS APR ACTIVITY COST TYPE SCREEN (HMIS900F)

This screen is used to enter and display HMIS APR Activity Cost Types.




Definition of Fields:

      Code is the code for the HMIS APR Activity Cost Type.
      Meaning is the description of the HMIS APR Activity Cost Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




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4.2 HMIS APR ACTIVITY TYPE SCREEN (HMIS905F)

This screen is used to enter and display HMIS APR Activity Types.




Definition of Fields:

      Code is the code for the HMIS APR Activity Type.
      Meaning is the description of the HMIS APR Activity Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




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4.3 HMIS APR AGE TYPE SCREEN (HMIS625F)

This screen is used to enter and display HMIS APR Age Types.




Definition of Fields:

      Code is the code for the HMIS APR Age Type.
      Person Type is the type of person for which the minimum and maximum age applies.
           o Single Persons
           o Persons in Families
      Min. Age is the smallest age increment for the range for the person type, in years.
      Max. Age is the largest age increment for the range for the person type, in years.
      Meaning is the description of the HMIS APR Age Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-4                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide

4.4 HMIS APR CASH MATCH TYPE SCREEN (HMIS910F)

This screen is used to enter and display HMIS APR Cash Match Types.




Definition of Fields:

      Code is the code for the HMIS APR Cash Match Type.
      Meaning is the description of the HMIS APR Cash Match Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-5                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide

4.5 HMIS APR DESTINATION CODE SCREEN (HMIS610F)

This screen is used to enter and display HMIS APR Destination Codes.




Definition of Fields:

      Code is the code for the HMIS APR Destination Code.
      Meaning is the description of the HMIS APR Destination Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-6                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


4.6 HMIS APR INCOME CODE SCREEN (HMIS615F)

This screen is used to enter and display HMIS APR Income Codes.




Definition of Fields:

      Code is the code for the HMIS APR Income Code.
      Meaning is the description of the HMIS APR Income Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-7                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


4.7 HMIS APR LENGTH OF STAY IN PROGRAM TYPE SCREEN (HMIS605F)

This screen is used to enter and display HMIS APR Length of Stay in Program types.




Definition of Fields:

      Code is the code for the HMIS APR Length of Stay in Program Type.
      Low Value is the smallest increment for the length of stay in program type, in days.
      High Value is the largest increment for the length of stay in program type, in days.
      Meaning is the description of the HMIS APR Length of Stay in Program Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-8                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                             HMIS User Guide


4.8 HMIS APR MONTHLY INCOME BRACKETS SCREEN (HMIS600F)

This screen is used to enter and display HMIS APR Monthly Income Brackets.




Definition of Fields:

      Code is the code for the HMIS APR Monthly Income Bracket.
      Low Value is the smallest increment for the income bracket, in dollars.
      High Value is the largest increment for the income bracket, in dollars.
      Meaning is the description of the HMIS APR Monthly Income Bracket.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-9                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


4.9 HMIS APR PRIOR LIVING SITUATION CODE SCREEN (HMIS620F)

This screen is used to enter and display HMIS APR Prior Living Situation Codes.




Definition of Fields:

      Code is the code for the HMIS APR Prior Living Situation Code.
      Meaning is the description of the HMIS APR Prior Living Situation Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-10                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


4.10 HMIS APR SECTION 8 MODERATE REHABILITATION SCREEN (HMIS590F)

This screen is used to enter and display HMIS APR Section 8 Moderate Rehabilitation Codes.




Definition of Fields:

      Code is the code for the HMIS APR Section 8 Moderate Rehabilitation Code.
      Meaning is the description of the HMIS APR Section 8 Moderate Rehabilitation Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-11                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


4.11 HMIS APR SHELTER PLUS CARE (S+C) SCREEN (HMIS585F)

This screen is used to enter and display HMIS APR Shelter Plus Care (S+C) Codes.




Definition of Fields:

      Code is the code for the HMIS APR Shelter Plus Care (S+C) Code.
      Meaning is the description of the HMIS APR Shelter Plus Care (S+C) Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-12                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


4.12 HMIS APR SPECIAL NEED TYPE SCREEN (HMIS985F)

This screen is used to enter and display HMIS APR Special Need Types.




Definition of Fields:

      Code is the code for the HMIS APR Special Need Type.
      Meaning is the description of the HMIS APR Special Need Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-13                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


4.13 HMIS APR SUPPORTIVE HOUSING PROGRAM TYPES SCREEN (HMIS580F)

This screen is used to enter and display HMIS APR Supportive Housing Program Types.




Definition of Fields:

      Code is the code for the HMIS APR Supportive Housing Program Type.
      Meaning is the description of the HMIS APR Supportive Housing Program Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-14                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                              HMIS User Guide


4.14 HMIS APR SUPPORTIVE SERVICE TYPE SCREEN (HMIS505F)

This screen is used to enter and display HMIS APR Supportive Service Types.




Definition of Fields:

      Code is the code for the HMIS APR Supportive Service Type.
      Meaning is the description of the HMIS APR Supportive Service Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the APR Screen and APR Report.




                                             4-15                             November 25, 2009
             MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                           HMIS User Guide


5. THE HMIS CODE TABLE SCREENS

The HMIS Code Table screens are used to maintain the support and code tables for the HMIS
system including the Client, Household, and Agency screens.

Navigations to the HMIS Code Table screens is accomplished by using the ―Go To…/HMIS
Code Tables‖ menu option. This menu is divided into three submenus as shown below.




A-M Menu




N-Z Menu


                                            5-1                            November 25, 2009
            MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                      HMIS User Guide




Program Descriptor Menu




                                 5-2                  November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1 HMIS CODE TABLE SCREENS (A-M)

5.1.1 HMIS Child School Type Screen (HMIS915F)
This screen is used to enter and display HMIS Child School Types.




Definition of Fields:

      Code is the code for the HMIS Child School Type.
      Meaning is the description of the HMIS Child School Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-1                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.2 HMIS Degree Type Screen (HMIS920F)
This screen is used to enter and display HMIS Degree Types.




Definition of Fields:

      Code is the code for the HMIS Degree Type.
      Meaning is the description of the HMIS Degree Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-2                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.3 HMIS Destination Code Screen (HMIS630F)
This screen is used to enter and display HMIS Destination Codes.




Definition of Fields:

      Code is the code for the HMIS Destination Code.
      Meaning is the description of the HMIS Destination Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-3                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.4 HMIS Destination Subsidy Screen (HMIS520F)
This screen is used to enter and display HMIS Destination Subsidy Codes.




Definition of Fields:

      Code is the code for the HMIS Destination Subsidy Code.
      Meaning is the description of the HMIS Destination Subsidy Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-4                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.5 HMIS Destination Tenure Screen (HMIS925F)
This screen is used to enter and display HMIS Destination Tenure Codes.




Definition of Fields:

      Code is the code for the HMIS Destination Tenure Code.
      Meaning is the description of the HMIS Destination Tenure Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-5                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.6 HMIS Discharge Status Screen (HMIS930F)
This screen is used to enter and display HMIS Discharge Statuses.




Definition of Fields:

      Code is the code for the HMIS Discharge Status.
      Meaning is the description of the HMIS Discharge Status.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                              5-6                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.7 HMIS Domestic Violence Experience Occurred Screen (HMIS535F)
This screen is used to enter and display HMIS Domestic Violence Experience Occurred Codes.




Definition of Fields:

      Code is the code for the HMIS Domestic Violence Experience Occurred code.
      Meaning is the description of the HMIS Domestic Violence Experience Occurred code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Secure Information Screen.




                                             5-7                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.8 HMIS Employment Type Code (HMIS935F)
This screen is used to enter and display HMIS Employment Type Codes.




Definition of Fields:

      Code is the code for the HMIS Employment Type code.
      Meaning is the description of the HMIS Employment Type code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-8                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.9 HMIS General Health Code Screen (HMIS940F)
This screen is used to enter and display HMIS General Health Codes.




Definition of Fields:

      Code is the code for the HMIS General Health code.
      Meaning is the description of the HMIS General Health code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-9                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                   HMIS User Guide


5.1.10 HMIS Income Type Screen (HMIS545F)
This screen is used to enter and display HMIS Income Types.




Definition of Fields:

      Income Category is the category for the HMIS Income Type.
       1. Combined (Earned + Unearned)
       2. Earned Income
       3. Self Employment Income
       4. Total Income
       5. Unearned/Educational
       6. Unearned Income
       7. Unknown
      Type is the type for the HMIS Income Type.
       1. AFDC Income
       2. Alimony Income
       3. Child‘s Income


                                            5-10                   November 25, 2009
             MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide

       4. Educational Grants
       5. GA Income
       6. Interest Income
       7. Medicare Income
       8. Other Income
       9. Prop Income
       10. Retirement Income
       11. SSDI Income
       12. SSI Income
       13. Self Employed Income
       14. Social Security Income
       15. Unemployment Income
       16. Unknown
       17. VA Income
       18. Wages Income
       19. Worker‘s Comp Income
      Subtype is the subtype for the HMIS Income Type.
      Meaning is the description of the HMIS Income Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client and HMIS Household Screen.




                                             5-11                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.11 HMIS Last Grade Completed Screen (HMIS945F)
This screen is used to enter and display HMIS Last Grade Completed Codes.




Definition of Fields:

      Code is the code for the HMIS Last Grade Completed.
      Meaning is the description of the HMIS Last Grade Completed.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-12                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.12 HMIS Length of Stay Screen (HMIS950F)
This screen is used to enter and display HMIS Length of Stay Codes.




Definition of Fields:

      Code is the code for the HMIS Length of Stay.
      Meaning is the description of the HMIS Length of Stay.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-13                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.13 HMIS Military Branch Screen (HMIS955F)
This screen is used to enter and display HMIS Military Branches.




Definition of Fields:

      Code is the code for the HMIS Military Branch.
      Meaning is the description of the HMIS Military Branch.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-14                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.1.14 HMIS Military Service Era Screen (HMIS960F)
This screen is used to enter and display HMIS Military Service Eras.




Definition of Fields:

      Code is the code for the HMIS Military Service Era.
      Meaning is the description of the HMIS Military Service Era.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                              5-15                           November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2 HMIS CODE TABLE SCREENS (N-Z)

5.2.1 HMIS Non-Cash Benefits Screen (HMIS540F)
This screen is used to enter and display HMIS Non-Cash Benefits.




Definition of Fields:

      Code is the code for the HMIS Non-Cash Benefit.
      Meaning is the description of the HMIS Non-Cash Benefit.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client and HMIS Household Screens.




                                             5-16                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                              HMIS User Guide


5.2.2 HMIS Prior Living Situation Code Screen (HMIS975F)
This screen is used to enter and display HMIS Prior Living Situation Codes.




Definition of Fields:

      Code is the code for the HMIS Prior Living Situation Code.
      Meaning is the description of the HMIS Prior Living Situation Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-17                             November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2.3 HMIS Program Type Screen (HMIS530F)
This screen is used to enter and display HMIS Program Types.




Definition of Fields:

      Code is the code for the HMIS Program Types.
      Meaning is the description of the HMIS Program Types.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-18                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2.4 HMIS Reason for Leaving Screen (HMIS970F)
This screen is used to enter and display HMIS Reason for Leaving Codes.




Definition of Fields:

      HMIS Code is the code for the HMIS Reason for Leaving Code.
      APR Code is the code to map the HMIS Reason for Leaving Code to the APR Reason
       for Leaving Code
      Meaning is the description of the HMIS Reason for Leaving Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-19                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                             HMIS User Guide


5.2.5 HMIS School Not Enrolled Reason Screen (HMIS980F)
This screen is used to enter and display HMIS School Not Enrolled Reasons.




Definition of Fields:

      Code is the code for the HMIS School Not Enrolled Reason Code.
      Meaning is the description of the HMIS School Not Enrolled Reason Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-20                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2.6 HMIS Service Type Screen (HMIS800F)
This screen is used to enter and display HMIS Service Types.




Definition of Fields:

      Code is the code for the HMIS Service Type.
      Meaning is the description of the HMIS Service Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Program List Screen. They map to the Services Provided, reported
on the APR report.




                                             5-21                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2.7 HMIS SSN Description Code Screen (HMIS990F)
This screen is used to enter and display HMIS SSN Description Codes.




Definition of Fields:

      Code is the code for the HMIS SSN Description Code.
      Meaning is the description of the HMIS SSN Description Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-22                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2.8 HMIS Substance Abuse Code Screen (HMIS500F)
This screen is used to enter and display HMIS SSN Substance Abuse Codes.




Definition of Fields:

      Code is the code for the HMIS Substance Abuse Code.
      Meaning is the description of the HMIS Substance Abuse Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-23                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2.9 HMIS Tribe Screen (HMIS510F)
This screen is used to enter and display HMIS Tribes.




Definition of Fields:

      Code is the code for the HMIS Tribe.
      Meaning is the description of the HMIS Tribe.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                              5-24                           November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
                                                                            HMIS User Guide


5.2.10 HMIS War Zone Screen (HMIS515F)
This screen is used to enter and display HMIS War Zones.




Definition of Fields:

      Code is the code for the HMIS War Zone.
      Meaning is the description of the HMIS War Zone.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




                                             5-25                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
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5.2.11 HMIS Zip Code Quality Screen (HMIS965F)
This screen is used to enter and display HMIS Zip Code Quality Codes.




Definition of Fields:

      Code is the code for the HMIS Zip Code Quality Code.
      Meaning is the description of the HMIS Zip Code Quality Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Client Screen.




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5.3 HMIS CODE TABLE SCREENS (PROGRAM DESCRIPTOR)

5.3.1 HMIS Site Config Types Screen (HMIS805F)
This screen is used to enter and display HMIS Site Configuration Types.




Definition of Fields:

      Code is the code for the Site Configuration Type.
      Meaning is the description of the Site Configuration Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




                                             5-27                            November 25, 2009
              MONTANA DEPARTMENT OF PUBLIC HEALTH AND HUMAN SERVICES
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5.3.2 HMIS Site Types Screen (HMIS810F)
This screen is used to enter and display HMIS Site Types.




Definition of Fields:

      Code is the code for the HMIS Site Type.
      Meaning is the description of the HMIS Site Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




                                             5-28                            November 25, 2009
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5.3.3 HMIS Housing Types Screen (HMIS815F)
This screen is used to enter and display HMIS Housing Types.




Definition of Fields:

      Code is the code for the HMIS Housing Type.
      Meaning is the description of the HMIS Housing Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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5.3.4 HMIS Household Types Screen (HMIS820F)
This screen is used to enter and display HMIS Household Types.




Definition of Fields:

      Code is the code for the HMIS Household Type.
      Meaning is the description of the HMIS Household Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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5.3.5 HMIS Bed Types Screen (HMIS825F)
This screen is used to enter and display HMIS Bed Types.




Definition of Fields:

      Code is the code for the HMIS Bed Type.
      Meaning is the description of the HMIS Bed Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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5.3.6 HMIS Bed Availability Types Screen (HMIS830F)
This screen is used to enter and display HMIS Bed Availability Types.




Definition of Fields:

      Code is the code for the HMIS Bed Availability Type.
      Meaning is the description of the HMIS Bed Availability Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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5.3.7 HMIS Target Population A Types Screen (HMIS835F)
This screen is used to enter and display HMIS Target Population A Types.




Definition of Fields:

      Code is the code for the HMIS Target Population A Type.
      Meaning is the description of the HMIS Target Population A Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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5.3.8 HMIS Target Population B Types (HMIS840F)
This screen is used to enter and display HMIS Target Population B Types.




Definition of Fields:

      Code is the code for the HMIS Target Population B Type.
      Meaning is the description of the HMIS Target Population B Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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5.3.9 HMIS Tracking Methods Screen (HMIS845F)
This screen is used to enter and display HMIS Tracking Methods.




Definition of Fields:

      Code is the code for the HMIS Tracking Method.
      Meaning is the description of the HMIS Tracking Method.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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6. TABLE MAINTENANCE SCREENS

The Table Maintenance screens are used to maintain the support and code tables for the HMIS
system including the Client, Household, and Agency screens.

Navigation to the Table Maintenance screens is accomplished by using the ―Go To…/Table
Maintenance‖ menu option.




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6.1 HMIS MESSAGES SCREEN (HMIS550F)

This screen is used to enter and display the HMIS Messages that are displayed on the Main
screen of the HMIS system.




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Definition of Fields:

      Messages ID is the unique identifier for the message. The ID is system generated.
      Effective Date is the date the message will start appearing on the HMIS Welcome
       screen.
      Expiration Date is the last date the message will appear on the HMIS Welcome screen.
      Posted By is the logon ID of the user who created the message.
      Posted Date is the date the message was created.
      Message is the full text of the message as it will be displayed on the HMIS Welcome
       screen (clicking on the field opens an editor to view the message in full).

Values are used in the HMIS Welcome Screen.




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6.2 HMIS POVERTY LEVEL SCREEN (HMIS655F)

This screen is used to enter and display HMIS Poverty Levels (i.e., federally defined poverty
levels).




Definition of Fields:

      Date of Information is the date the poverty level is effective.
      Size of Household is the number of people in the household.
      Poverty Level is the amount of income a household of the specified size has at 100% of
       poverty (the income below which they are considered to be below poverty level).
      150% Poverty Level is the amount of income a household of the specified size has at
       150% of poverty.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.


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6.3 HMIS PROGRAM LIST MAINT SCREEN (HMIS560F)

This screen is used to enter and display HMIS Program List information. The Program List table
is used by State Staff in defining the high-level list of service programs for reporting purposes.




Definition of Fields:

      Category is the high-level category for the service program, defined in the Program
       Category domain of Ref Codes lookup table.
      Type is the numeric identifier of the service program. It has an LOV that displays values
       from the Service Types lookup table
      Description is the full textual description of the service program.

Values are used in the HMIS Agency and HMIS Client Screens.




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6.4 HMIS REFERENCE CODES SCREEN (HMIS575F)

This screen is query-only. They are lists used throughout the system, in LOVs and dropdowns.
Their values are not expected to change very often, so separate code tables and maintenance
screens are not used.




Definition of Fields:

      Domain is the name of the type of code.
      Code is the unique code value within the domain (domain + code is unique in the table).
      Meaning is the description of the code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs), within
       the domain.
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the many HMIS screens including Agency, Client, Household, and APR.




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6.5 HMIS REFERRAL CODE SCREEN (HMIS635F)

This screen is used to enter and display HMIS Referral Codes.




Definition of Fields:

      Code is the code for the HMIS Referral Code.
      Meaning is the description of the HMIS Referral Code.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs).
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used in the HMIS Agency Screen.




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6.6 HMIS WORKER TABLE MAINTENANCE SCREEN (HMIS555F)

This screen is used to enter and display HMIS Workers.




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Definition of Fields:

      Agency ID is the unique identifier of the agency the worker works for.
      Agency Name is the name of the agency the worker works for.
      Worker ID is the Oracle Logon ID the worker uses to log into the HMIS system.
      Last Name is the first name of the worker.
      First Name is the last name of the worker.
      Middle Name is the middle name of the worker.
      Worker SSN is the Social Security Number of the worker.
      Expire Date is the date the worker expired and can no longer log into the system.

Values are use on all the HMIS Screens.




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7. CROSS REFERENCE SCREENS

The Cross Reference screens are used to maintain lookup and code tables for the HMIS system.

Navigations to the Cross Reference screens is accomplished by using the ―Go To…/Cross
Reference‖ menu option.




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7.1 HMIS APR ACTIVITY COST TYPE X-REF SCREEN (HMIS660F)

This screen is used to enter and display the relationship between Activity Types and Activity
Cost Types.




Definition of Fields:

      Activity Type Description is the description of the Activity Type that is related to the
       Activity Cost Type.
      Activity Cost Type Description is the description of the Activity Cost Type that is
       related to the Activity Type.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs) and is
       based on the orders of the HMIS and APR lists.
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used to map HMIS values to APR values.




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7.2 HMIS APR DESTINATION X-REF SCREEN (HMIS525F)

This screen is used to enter and display the relationship between Destination, Subsidy, and
Tenure.




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Definition of Fields:

      HMIS Description is the Destination value that is related to the Destination Subsidy and
       Destination Tenure.
      HMIS Subsidy is the Destination Subsidy that is related to the Destination and the
       Destination Tenure.
      HMIS Tenure is the Destination Tenure that is related to the Destination and the
       Destination Subsidy.
      APR Description is the description for the Destination/Destination Subsidy/Destination
       Tenure that will appear on the APR.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs) and is
       based on the orders of the HMIS and APR lists.
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used to map HMIS values with APR values.


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7.3 HMIS APR INCOME X-REF SCREEN (HMIS650F)

This screen is used to enter and display the relationship between HMIS Income and APR
Income.




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Definition of Fields:

      HMIS Income Description is the HMIS Income that relates to a particular APR Income.
      HMIS Income Type is the HMIS Income Type that relates to a particular APR Income.
      APR Income Description is the APR Income that relates to a particular HMIS Income.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs) and is
       based on the orders of the HMIS and APR description lists.
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used to map HMIS values to APR values.

The form includes an LOV for selecting Income and Non-Cash Benefit Types. The LOV merges
the two lists because the APR reports them together, but groups them separately in the display, as
shown in the second column of the LOV screenshot below.




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7.4 HMIS APR PRIOR LIVING SITUATION X-REF SCREEN (HMIS640F)

This screen is used to enter and display the relationship between HMIS Prior Living Situations
and APR Prior Living Situations.




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Definition of Fields:

      HMIS Description is the HMIS Prior Living Situation values that relates to a particular
       APR Prior Living Situation value.
      APR Description is the APR Prior Living Situation value that relates to a particular
       HMIS Prior Living Situation value.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs) and is
       based on the orders of the HMIS and APR lists.
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used to map HMIS values with APR values.




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7.5 HMIS APR PROGRAM X-REF SCREEN (HMIS645F)

This screen is used to enter and display the relationship between HMIS Programs and APR
Programs.




Definition of Fields:

      HMIS Program is the HMIS Program values that relates to a particular APR Program
       value.
      APR Supportive Services is the APR Program value that relates to a particular HMIS
       Program value.
      Order By is the sequence in which the list should be displayed (e.g., in LOVs) and is
       based on the orders of the HMIS and APR lists.
      Expire Date is the date when a row is no longer valid. Used to hide the row in LOVs or
       to move the row to the bottom of dropdowns.

Values are used to map HMIS values with APR values.


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8. HMIS REPORTS

The HMIS Reports are used to print data for the HMIS system.

8.1 SPECIAL PROCESSING FOR FILE EXPORTS

Many reports in HMIS can be run as a standard formatted report to PDF, but some reports can be
run as File Exports – where data from HMIS is exported as a tab-delimited text file which can
then be opened in any text editor or, because it‘s tab-delimited, in Excel.

In each case, a separate button or other option exists to select the File Export. After the report is
run, the File Export report is displayed in a browser window. Note that the browser‘s standard
menus and toolbars are hidden.




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Right-click on the browser window and choose from the pop-up menu the option to Export to
Microsoft Excel, if the option is available.




An Excel window opens and, in front of it, a dialog box for importing the contents of the browser
window into Excel. Click the lower arrow symbol to select the text.




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Note that selecting the upper arrow will cause a blank line to display in the results. After
selecting the lower arrow, the dialog box shows a green check mark and the text is highlighted.
Click the Import button.




Excel will ask where you want to start pasting the data. Normally, you want to keep the default.




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Choose OK, and Excel will finish importing the file, which you can then save as normal in Excel




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Alternatively, right-click on the browser window and choose from the pop-up menu the View
Source option.




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This will open the file in Notepad. From there, you can save it anywhere you‘d like, as a text file.
The text file will be harder to read because it is tab-delimited, and data is pushed around by
values with differences in lengths.




8.2 HMIS APR REPORT (HMIS050R)

To run the HMIS APR report, go to the HMIS APR Information screen. The APR 1 tab includes
a button labeled Run APR Report. Click on this button to run the report.




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The following is an example of the HMIS APR Report:




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8.3 HMIS APR DETAILS REPORT (HMIS060R)

The APR Details Report (HMIS060R) shows the Households and Clients (by ID) that were used
to derive the APR Counts.

Note: It is recommended that the Details report be run as soon as possible after the APR is
generated. If users enter data that applies to an APR after the APR is generated, and then the
Details report is run, it may not match the APR. If the Details report is run and it does not match
the APR, try re-generating the APR, then run the Details report and compare again.

To run either of the Details reports, go to the HMIS APR Information screen. The APR 1 tab
includes a button labeled APR Details. Click on this button to run the report.




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Clicking on the APR Details button opens the APR Details Report Parameter Form. This form
allows you to choose which sections of the Details report to display as well as which version of
the report to run – with or without Client Names.




The field at left shows the ID of the APR that was showing when the APR Details button was
clicked. Below that are a checkbox and the Run Report button.

Ensuring that the Display Client Names checkbox is not checked and clicking the Run Report
button will run the APR Details report.

To the right is a set of checkboxes, headed by a checkbox labeled ―Select/Deselect All‖. The
Item checkboxes correspond to sections in the Details report. The sections in the Details report
correspond to sections in the APR report itself.




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Checking the Select/Deselect All checkbox causes all the Item checkboxes to be checked.
Unchecking the Select/Deselect All checkbox causes all the Item checkboxes to be unchecked.

Unchecking any of the Item checkboxes causes the Select/Deselect All checkbox to be
unchecked.

Unchecking all of the checkboxes still allows the report to run, but the only page displayed is the
last page, the ―Rules for selecting report data‖, which describes how data is derived for the
Details report as well as a description of what data in the APR report is broken down in the
Details report.

In general, any information that is directly entered into the APR screen cannot be directly tied to
a client or household so is not included in the Details report. Where the ―Rules‖ page describes
which information is directly entered into the APR screen (and is therefore not shown on the
APR Details report), it also describes which tab on the APR screen is used for data entry.

APR Item 2d, ―# in program on last day of operating year‖, is calculated as the ―# in program on
first day of operating year‖ plus the ―# entering program during the operating year‖ minus the ―#
who left program during the operating year‖. For that reason, household and client IDs are not
explicitly displayed for item 2d.

The report includes a header on all pages that describes the report, including the name of the
report, the page number, the Run Date, and report criteria (the reporting period, agency and
subagency). As always, the information in the header is useful as a framework for understanding
the displayed data but also for helping the Help Desk troubleshoot any problems with the report
or its data. To report issues with the system, you would email the Help Desk at rrmt1-
cdshelpdesk@ngc.com, with the information from the header.

The ID of the corresponding APR is shown at the bottom of each page as ―APR #00‖. This is
provided for agencies that retain multiple APRs, to facilitate lookup of the APR in the HMIS
system.

Sections are generally printed ―standalone‖. That is, each section starts on a new page, and so do
most subsections. (Sections 6 and 9 are the only sections with more than one subsection per
page). As a result, because there are 20 sections (including the Rules page), there will always be
at least 20 pages. There may be more than 20 pages, if any of the sections/subsections take more
than one page to display.




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Page 1: Section 2a – Households/Clients in a program on the first day of the reporting period –
i.e., that entered the program prior to the begin date of the reporting period and did not exit prior
to the begin date.

The section is divided into four groups of data: Singles not in Families, Adults in Families,
Children in Families, Families. See the Rules section for a description of how these are defined.

The first three groups (all but ―Families‖) show individual clients and the households they
belonged to when they entered programs that caused them to be counted for the report. The
Families group shows households that entered programs that caused them to be counted for the
report. The information is ordered first by household ID, then by client ID within the household,
and is displayed across and then down.




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Page 2: Section 2b – Households/Clients that entered a program during the reporting period
(entry date is between begin date and end date of the reporting period, inclusive).

The section is divided into four groups of data: Singles not in Families, Adults in Families,
Children in Families, Families. See the Rules section for a description of how these are defined.

The first three groups (all but ―Families‖) show individual clients and the households they
belonged to when they entered programs that caused them to be counted for the report. The
Families group shows households that entered programs that caused them to be counted for the
report. The information is ordered first by household ID, then by client ID within the household,
and is displayed across and then down.




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Page 3: Section 2c – Households/Clients that exited a program during the reporting period (exit
date is between begin date and end date of the reporting period, inclusive).

The section is divided into four groups of data: Singles not in Families, Adults in Families,
Children in Families, Families. See the Rules section for a description of how these are defined.

The first three groups (all but ―Families‖) show individual clients and the households they
belonged to when they entered programs that caused them to be counted for the report. The
Families group shows households that entered programs that caused them to be counted for the
report. The information is ordered first by household ID, then by client ID within the household,
and is displayed across and then down.




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Page 4: Section 5 – Clients by family status, age, gender – includes only persons who entered a
program during the reporting period. If no clients fit a category, the category is not shown.

See the Rules section for a description of how household type is defined.

The information is ordered by client ID and is displayed across and then down.




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Page 5: Section 6 (a and b) – a. Veterans and chronically homeless status – includes only
persons who entered a program during the reporting period. b. Chronically homeless persons –
includes only persons who entered a program during the reporting period.

The information is ordered by client ID and is displayed across and then down.

Section 6a shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 6: Section 7 – Clients by ethnicity – includes only persons who entered a program during
the reporting period. If no clients fit a category, the category is not shown.

The information is ordered by client ID and is displayed across and then down for each category.




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Page 7: Section 8 – Clients by race – includes only persons who entered a program during the
reporting period. If no clients fit a category, the category is not shown.

The information is ordered by client ID and is displayed across and then down for each category.




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Page 8: Section 9 (a and b) – a. Clients with special needs – includes only persons who entered
a program during the reporting period. b. Disabled clients – includes only persons who entered a
program during the reporting period.

The information is ordered by client ID and is displayed across and then down for each category.

Section 9a shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 9: Section 10 – Clients by prior living situation – includes only persons who entered a
program during the reporting period. The letter at the left of the description is the APR category.
The description is the HMIS description. If no clients fit a category, the category is not shown.

Multiple HMIS categories may map to a single APR category. As a result, the APR category
may be shown more than once (e.g., category ―i‖ in the list below).

The information is ordered by client ID and is displayed across and then down for each category.

Section 10 shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 10: Section 11a – Clients by monthly income at entry. If no clients fit a category, the
category is not shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11a shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 11: Section 11b – Clients by monthly income at exit. If no clients fit a category, the
category is not shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11b shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 12: Section 11c – Clients by income source at entry. If no clients fit a category, the
category is not shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11c shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 13: Section 11d – Clients by income source at exit. If no clients fit a category, the category
is not shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11d shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 14: Section 12a – Clients by length of stay in program – includes only clients that exited a
program during the reporting period. Length of stay is the time in days between program entry
and exit dates. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 12a shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 15: Section 12b – Clients by length of stay in program – includes clients that entered a
program prior to the end date of the reporting period but did not exit the program. Length of stay
is the time in days between the program entry date and the end date of the reporting period. If no
clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 12b shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 16: Section 13 – Clients by reason for leaving program – includes only clients that exited a
program during the reporting period. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 13 shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 17: Section 14 – Clients by destination after leaving program – includes only clients that
exited a program during the reporting period. If no clients fit a category, the category is not
shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 14 shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 18: Section 15 – Clients by supportive services – includes only clients that exited a
program during the reporting period, where the services were administered during the reporting
period. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 15 shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Page 19: Section 18 – Clients by supportive services and amounts – includes only clients that
exited a program during the reporting period, where the services were administered during the
reporting period. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.




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Page 20: Rules for selecting report data.




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8.4 HMIS APR DETAILS REPORT WITH NAMES (HMIS061R)

The APR Details Report with Client Names (HMIS061R) shows the Households and Clients (by
ID) that were used to derive the APR Counts, along with the head of household and client names.

Note: It is recommended that the Details report be run as soon as possible after the APR is
generated. If users enter data that applies to an APR after the APR is generated, and then the
Details report is run, it may not match the APR. If the Details report is run and it does not match
the APR, try re-generating the APR, then run the Details report and compare again.

To run either of the Details reports, go to the HMIS APR Information screen. The APR 1 tab
includes a button labeled APR Details. Click on this button to run the report.




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Clicking on the APR Details button opens the APR Details Report Parameter Form. This form
allows you to choose which sections of the Details report to display as well as which version of
the report to run – with or without Client Names.




The field at left shows the ID of the APR displayed on the APR screen when the APR Details
button was clicked. Below that are a checkbox and the Run Report button.

Checking the Display Client Names checkbox and clicking the Run Report button will run the
APR Details with Names report.

To the right is a set of checkboxes, headed by a checkbox labeled ―Select/Deselect All‖. The
Item checkboxes correspond to sections in the Details report. The sections in the Details report
correspond to sections in the APR report itself.




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Checking the Select/Deselect All checkbox causes all the Item checkboxes to be checked.
Unchecking the Select/Deselect All checkbox causes all the Item checkboxes to be unchecked.

Unchecking any of the Item checkboxes causes the Select/Deselect All checkbox to be
unchecked.

Unchecking all of the checkboxes still allows the report to run, but the only page displayed is the
last page, the ―Rules for selecting report data‖, which describes how data is derived for the
Details report as well as a description of what data in the APR report is broken down in the
Details report.

In general, any information that is directly entered into the APR screen cannot be directly tied to
a client or household so is not included in the Details report. Where the ―Rules‖ page describes
which information is directly entered into the APR screen (and is therefore not shown on the
APR Details report), it also describes which tab on the APR screen is used for data entry.

APR Item 2d, ―# in program on last day of operating year‖, is calculated as the ―# in program on
first day of operating year‖ plus the ―# entering program during the operating year‖ minus the ―#
who left program during the operating year‖. For that reason, household and client IDs are not
explicitly displayed for item 2d.

The report includes a header on all pages that describes the report, including the name of the
report, the page number, the Run Date, and report criteria (the reporting period, agency and sub-
agency). As always, the information in the header is useful as a framework for understanding the
displayed data but also for helping the Help Desk troubleshoot any problems with the report or
its data. To report issues with the report, you would email the Help Desk at rrmt1-
cdshelpdesk@ngc.com with the information from the header.

The ID of the corresponding APR is shown at the bottom of each page as ―APR #00‖. This is
provided for agencies that retain multiple APRs, to facilitate lookup of the APR in the HMIS
system.

Sections are generally printed ―standalone‖. That is, each section starts on a new page, and so do
most subsections. (Sections 6 and 9 are the only sections with more than one subsection per
page). As a result, because there are 20 sections (including the Rules page), there will always be
at least 20 pages. For the sample APR data shown, there are 20 pages in the APR Details report,
and 32 pages in the APR Details with Names report.




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Section 2a – Households/Clients in a program on the first day of the reporting period – i.e., that
entered the program prior to the begin date of the reporting period and did not exit prior to the
begin date.

The section is divided into four groups of data: Singles not in Families, Adults in Families,
Children in Families, Families. See the Rules section for a description of how these are defined.

The first three groups (all but ―Families‖) show individual clients and the households they
belonged to when they entered programs that caused them to be counted for the report. The
Families group shows households that entered programs that caused them to be counted for the
report. The information is ordered first by household ID, then by client ID within the household,
and is displayed across and then down.




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Section 2b – Households/Clients that entered a program during the reporting period (entry date
is between begin date and end date of the reporting period, inclusive).

The section is divided into four groups of data: Singles not in Families, Adults in Families,
Children in Families, Families. See the Rules section for a description of how these are defined.

The first three groups (all but ―Families‖) show individual clients and the households they
belonged to when they entered programs that caused them to be counted for the report. The
Families group shows households that entered programs that caused them to be counted for the
report. The information is ordered first by household ID, then by client ID within the household,
and is displayed across and then down.

Section 2c – Households/Clients that exited a program during the reporting period (exit date is
between begin date and end date of the reporting period, inclusive).

The section is divided into four groups of data: Singles not in Families, Adults in Families,
Children in Families, Families. See the Rules section for a description of how these are defined.

The first three groups (all but ―Families‖) show individual clients and the households they
belonged to when they entered programs that caused them to be counted for the report. The
Families group shows households that entered programs that caused them to be counted for the
report. The information is ordered first by household ID, then by client ID within the household,
and is displayed across and then down.

Section 5 – Clients by family status, age, gender – includes only persons who entered a program
during the reporting period. If no clients fit a category, the category is not shown.

See the Rules section for a description of how household type is defined.

The information is ordered by client ID and is displayed across and then down.

Section 6 (a and b) – a. Veterans and chronically homeless status – includes only persons who
entered a program during the reporting period. b. Chronically homeless persons – includes only
persons who entered a program during the reporting period.

The information is ordered by client ID and is displayed across and then down.

Section 6a shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the text is changed to red, to find
them more easily.




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Section 7 – Clients by ethnicity – includes only persons who entered a program during the
reporting period. If no clients fit a category, the category is not shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 8 – Clients by race – includes only persons who entered a program during the reporting
period. If no clients fit a category, the category is not shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 9 (a and b) – a. Clients with special needs – includes only persons who entered a
program during the reporting period. b. Disabled clients – includes only persons who entered a
program during the reporting period.

The information is ordered by client ID and is displayed across and then down for each category.

Section 9a shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 10 – Clients by prior living situation – includes only persons who entered a program
during the reporting period. The letter at the left of the description is the APR category. The
description is the HMIS description. If no clients fit a category, the category is not shown.

Multiple HMIS categories may map to a single APR category. As a result, the APR category
may be shown more than once (e.g., category ―i‖ in the list below).

The information is ordered by client ID and is displayed across and then down for each category.

Section 10 shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 11a – Clients by monthly income at entry. If no clients fit a category, the category is not
shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11a shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Section 11b – Clients by monthly income at exit. If no clients fit a category, the category is not
shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11b shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 11c – Clients by income source at entry. If no clients fit a category, the category is not
shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11c shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 11d – Clients by income source at exit. If no clients fit a category, the category is not
shown.

The information is ordered by client ID and is displayed across and then down for each category.

Section 11d shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 12a – Clients by length of stay in program – includes only clients that exited a program
during the reporting period. Length of stay is the time in days between program entry and exit
dates. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 12a shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Section 12b – Clients by length of stay in program – includes clients that entered a program
prior to the end date of the reporting period but did not exit the program. Length of stay is the
time in days between the program entry date and the end date of the reporting period. If no
clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 12b shows client IDs and the chronically homeless status of the client at the time they
entered the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 13 – Clients by reason for leaving program – includes only clients that exited a program
during the reporting period. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 13 shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 14 – Clients by destination after leaving program – includes only clients that exited a
program during the reporting period. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 14 shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.

Section 15 – Clients by supportive services – includes only clients that exited a program during
the reporting period, where the services were administered during the reporting period. If no
clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.

Section 15 shows client IDs and the chronically homeless status of the client at the time they
exited the program. If the chronically homeless status is Yes, the lettering is changed to red, to
find them more easily.




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Section 18 – Clients by supportive services and amounts – includes only clients that exited a
program during the reporting period, where the services were administered during the reporting
period. If no clients fit a category, the category is not shown.

The information is ordered by category and then by client ID and is displayed across and then
down for each category.




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Last Page: Rules for selecting report data.




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8.5 HMIS SERVICE COUNT (HMIS300F)

The Service Count Reports start with a form parameter screen. From this screen you have the
option of previewing the report on the screen or sending the report to an external file. Nine
reports that can be run from the screen.

The parameter form can be accessed through the Reports menu.




The screen has these parameters:
    Agency Radio Group
           o Agency Information
           o Shared Information
           o Certain Agency Information
                   Agency
    Sub-Agency
    County
    Report Type Radio Group
           o Financial Assistance
           o Housing Reloc/Stabilization
           o Service Count
           o Agency Services
    Aggregate Checkbox
    Service Date Filter Radio Group
           o All Services
           o Date Range
                   Start Date
                   End Date




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There are three radio groups on the form – you are required to select an element from each of the
radio groups. Note that they all have default values (pre-selected options that can be changed).
     Either Agency Information, Shared Information or Certain Agency Information is
        required. If Certain Agency Information is selected, at least one Agency must be selected.
        Agency Information is the default.
     Either Services Count or Agency Services must be selected. Services Count reports show
        counts of services administered to specific clients. Agency Services reports show counts
        of agency services, as defined on the bottom of the Program tab of the HMIS Agency
        screen (see section 3.6.3). Services Count is the default.
     Either All Services or Date Range must be selected, and if Date Range is selected, the
        start and end dates are required. They will be used to limit the results. Dates have to be
        entered in MM/DD/YYYY format. All Services is the default.

County is used if you want to see counts for a specific county within the selected
agency/agencies.




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If the Aggregate checkbox is not checked, the reports‘ counts are broken out by county within
each agency. If the checkbox is checked, the counts are for the agency or agencies as a whole.

The Clear Selections button clears all parameters and reset them to their default values.

Selecting various options in combination with pressing the buttons at the bottom of the screen
causes specific reports to run.

The following is a listing of which reports run when various options are selected:

 Financial Assistance is selected from the radio group
   Aggregate Checkbox is not checked
      IHSB Service Count Report button pressed: Not allowed
      Run Report button pressed: HMIS345R
      Create Report File button pressed: HMIS350R
   Aggregate Checkbox is checked
      IHSB Service Count Report button pressed: Not allowed
      Run Report button pressed: Not allowed
      Create Report File button pressed: Not allowed
 Services Count is selected from the radio group
   Aggregate Checkbox is not checked
      IHSB Service Count Report button pressed: Not allowed
      Run Report button pressed: HMIS355R
      Create Report File button pressed: HMIS360R
   Aggregate Checkbox is checked
      IHSB Service Count Report button pressed: Not allowed
      Run Report button pressed: Not allowed
      Create Report File button pressed: Not allowed
 Services Count is selected from the radio group
   Aggregate Checkbox is not checked
      IHSB Service Count Report button pressed: Not allowed
      Run Report button pressed: HMIS305R
      Create Report File button pressed: HMIS310R
   Aggregate Checkbox is checked
      IHSB Service Count Report button pressed: HMIS300R
      Run Report button pressed: HMIS315R
      Create Report File button pressed: HMIS320R
 Agency Services is selected from the radio group
   Aggregate Checkbox is not checked
      IHSB Service Count Report button pressed: Not allowed
      Run Report button pressed: HMIS325R
      Create Report File button pressed: HMIS330R
   Aggregate Checkbox is checked
      IHSB Service Count Report button pressed: Not allowed


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        Run Report button pressed: HMIS335R
        Create Report File button pressed: HMIS340R

Choosing a County Name causes the data to be filtered to show only the data for that county,
regardless of the agency or agencies selected. If the selected agencies have no data for the
selected county, no data will display.

At the bottom of the list of counties is an option for ―Unknown County‖, which displays services
where the county is blank.

Neither the IHSB Service Count Report nor the Aggregate reports display county-level
information.

8.5.1 IHSB Service Count Report (HMIS300R)
      Select Services Count radio button
      Check Aggregate
      Press IHSB Service Count Report button

The report header displays the type of agency information (Agency, Shared, or Certain), the date
range, the number of pages with the current page and the report run date.

Clicking the IHSB Service Count Report button on the parameter form runs the report using the
criteria entered in the parameter fields. If the Aggregate checkbox is not checked, the following
message displays and the report does not run:




If a county is selected, the following message displays and the report does not run:




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If the Agency Services radio button is selected, the following message displays and the report
does not run:




If the All Services radio button is not selected, the following message displays and the report
does not run:




If Certain Agency Information is selected and no Agencies are specified, the following message
displays and the report does not run:




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If a sub-agency is selected, the following message displays but the report runs anyway:




When the report is run, it displays the data corresponding to the criteria selected in the parameter
form. The data is arranged by agency, then by program type and then the program subtype.

The information is gathered from data entered on the Services tab of the HMIS Client screen, for
service types entered on the upper section of Program tab in the HMIS Agency screen.

The following is a screen shot of the report when run with ―Agency Information‖ selected.




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The following is a screen shot of the report when run with ―Shared Information‖ selected.




The following is a screen shot of the report when run with ―Certain Agency Information‖
selected and HRDC05 specified.




Columns displayed include:
    Agency name – from the Agency Name field on the Agency screen
    Ctg Code – from the Ctg Code on the Program tab of the Agency screen
    Type Code – from the Program Code field on the Program tab of the Agency screen
    Subtype Code – from the Subtype Code field on the Program tab of the Agency screen



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      Category/Program/Subtype Descr – from the Category/Program/Subtype Description
       field on the Program tab of the Agency screen
      # of Services – the number of client services that correspond to the agency and service
       code and fitting the other criteria selected on the parameter
      Date Last Served – the last date any client received the specified service code.

8.5.2 Run Reports
Clicking the Run Report button on the parameter form runs the report using the criteria entered
in the parameter fields. If Certain Agency Information is selected and no Agencies are selected,
the following message displays and the report does not run:




If the selected Report Type is Date Range and start date or end date is blank, the following
message displays and the report does not run:




If the Aggregate checkbox is checked and a County is selected, the following message displays
and the report does not run:




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Sub-Agency applies only to the Services Count reports. The values in the Sub-Agency LOV are
filtered to show only the sub-agencies associated with the user‘s agency, so sub-agency is not
valid for Shared Information or Certain Agency Information selections. If the user selects Shared
Information or Certain Agency Information and then tries to select a sub-agency, or if the user
selects a sub-agency and changes from Agency Information to one of the other options and then
tries to run a Services Count report, the following message displays and the report does not run.




If the user selects a sub-agency and then tries to run one of the Agency Services reports, the
following message displays but the report runs anyway.




If the user selects a sub-agency and then tries to run one of the Financial Assistance reports, the
following message displays but the report runs anyway.




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If the user selects a sub-agency and then tries to run one of the Housing Reloc/Stabilization
reports, the following message displays but the report runs anyway.




8.5.2.1 Service Count Report (HMIS305R)
      Select Services Count report
      Uncheck Aggregate
      Press Run Report button

The report header displays the type of agency information (Agency, Shared, or Certain), the date
range, the number of pages with the current page and the report run date.

When the report is run, it displays the data corresponding to the criteria selected in the parameter
form. The data is arranged by agency, then by county, then by program type then by program,
then the program subtype.

The information is gathered from data entered on the Services tab of the HMIS Client screen, for
service types entered on the upper section of Program tab in the HMIS Agency screen.




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The following is a screenshot of the report showing Service Counts for the Agency Information.




The following is a screen shot of the report showing Service Counts for the Shared Information
with a county selected.




The following is a screen shot of the report showing Service Counts for the Certain Agency
Information and a selected date range.


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Columns displayed include:
    Agency name – from the Agency Name field on the Agency screen – corresponds to the
      agency of the client service
    County Name – from the county of the client service
    Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
      program subtype on the Service tab of the Client screen
    Type Code – from the Program Code on the Program tab of the Agency screen, linked to
      the program subtype on the Service tab of the Client screen
    Subtype Code – from the Program Subtype on the Service tab of the Client screen
    Category/Program/Subtype Descr – from the Category/Program/Subtype Description
      field on the Program tab of the Agency screen
    # of Services – the number of client services that correspond to the agency and service
      code and fitting the other criteria selected on the parameter
    Units Served – total of the ―Units‖ column in client services that correspond to the
      agency and service code and fitting the other criteria selected on the parameter
    $ Amt – total of the ―Amount‖ column in client services that correspond to the agency
      and service code and fitting the other criteria selected on the parameter
    Date Last Served – the last date any client received the specified service code.

8.5.2.2 Aggregate Service Count Report (HMIS315R)
      Select Services Count radio button
      Check Aggregate
      Press Run Report button

The report header displays the type of agency information (Agency, Shared, or Certain), the date
range, the number of pages with the current page and the report run date.




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When the report is run, it displays the data corresponding to the criteria selected in the parameter
form. The data is arranged by agency, then by program type then by program, then the program
subtype.

The following is a screen shot of the report showing Aggregate Service Counts for the Agency
Information.




The following is a screen shot of the report showing Aggregate Service Counts for the Shared
Information and a date range.




The following is a screen shot of the report showing Aggregate Service Counts for the Certain
Agency Information.




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Columns displayed include:
    Agency name – from the Agency Name field on the Agency screen – corresponds to the
      agency of the client service
    Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
      program subtype on the Service tab of the Client screen
    Type Code – from the Program Code on the Program tab of the Agency screen, linked to
      the program subtype on the Service tab of the Client screen
    Subtype Code – from the Program Subtype on the Service tab of the Client screen
    Category/Program/Subtype Descr – from the Category/Program/Subtype Description
      field on the Program tab of the Agency screen
    # of Services – the number of client services that correspond to the agency and service
      code and fitting the other criteria selected on the parameter
    Units Served – total of the ―Units‖ column in client services that correspond to the
      agency and service code and fitting the other criteria selected on the parameter
    $ Amt – total of the ―Amount‖ column in client services that correspond to the agency
      and service code and fitting the other criteria selected on the parameter
    Date Last Served – the last date any client received the specified service code.

8.5.2.3 Agency Services Report (HMIS325R)
      Select Agency Service report
      Uncheck Aggregate
      Press Run Report button

The report header displays the type of agency information (Agency, Shared, or Certain), the date
range, the number of pages with the current page and the report run date.

When the report is run, it displays the data corresponding to the criteria selected in the parameter
form. The data is arranged by agency, then by county, then by program type then by program,
then the program subtype.


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The following is a screen shot of the report showing Agency Service for the Agency Information.




The following is a screen shot of the report showing Agency Service for the Shared Information
and a date range.




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The following is a screen shot of the report showing Agency Service for the Certain Agency
Information.




Columns displayed include:
    Agency name – from the Agency Name field on the Agency screen corresponding to the
      agency of the client service
    Executive Director – from the Executive Director field on the Agency screen
      corresponding to the agency of the client service
    County Name – from the county of the client service
    Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
      program subtype on the Service tab of the Client screen
    Type Code – from the Program Code on the Program tab of the Agency screen, linked to
      the program subtype on the Service tab of the Client screen
    Subtype Code – from the Program Subtype on the Service tab of the Client screen
    Category/Program/Subtype Descr – from the Category/Program/Subtype Description
      field on the Program tab of the Agency screen
    # of Services – the number of client services that correspond to the agency and service
      code and fitting the other criteria selected on the parameter
    Units Served – total of the ―Units‖ column from the Agency Services block on the
      Program tab of the Agency screen
    $ Amt – total of the ―Amount‖ column from the Agency Services block on the Program
      tab of the Agency screen
    Date Last Served – the last date the service was provided as an Agency Service

8.5.2.4 Aggregate Agency Services Report (HMIS335R)
      Select Agency Service radio button


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      Check Aggregate
      Press Run Report button

The report header displays the type of agency information (Agency, Shared, or Certain), the date
range, the number of pages with the current page and the report run date.

When the report is run, it displays the data corresponding to the criteria selected in the parameter
form. The data is arranged by agency, then by program type then by program, then the program
subtype.

The following is a screen shot of the report showing Aggregate Agency Service for the Agency
Information.




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The following is a screen shot of the report showing Aggregate Agency Service for the Shared
Information and a date range.




The following is a screen shot of the report showing Aggregate Agency Service for the Certain
Agency Information.




Columns displayed include:
    Agency name – from the Agency Name field on the Agency screen corresponding to the
      agency of the client service
    Executive Director – from the Executive Director field on the Agency screen
      corresponding to the agency of the client service


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      Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
       program subtype on the Service tab of the Client screen
      Type Code – from the Program Code on the Program tab of the Agency screen, linked to
       the program subtype on the Service tab of the Client screen
      Subtype Code – from the Program Subtype on the Service tab of the Client screen
      Category/Program/Subtype Descr – from the Category/Program/Subtype Description
       field on the Program tab of the Agency screen
      # of Services – the number of client services that correspond to the agency and service
       code and fitting the other criteria selected on the parameter
      Units Served – total of the ―Units‖ column from the Agency Services block on the
       Program tab of the Agency screen
      $ Amt – total of the ―Amount‖ column from the Agency Services block on the Program
       tab of the Agency screen
      Date Last Served – the last date the service was provided as an Agency Service

8.5.2.5 Financial Assistance Counts (HMIS345R)
      Select Financial Assistance radio button
      Press Run Report button

The report header displays the type of agency information (Agency, Shared, or Certain), the date
range, the number of pages with the current page and the report run date.

Fields on Report:
     Agency Name – the agency that provided the financial assistance
     County Name – the county in which the financial assistance was administered
     Financial Assistance Type – a description of the type of financial assistance
     # of Services – a count of financial assistance services administered
     Months – the total months to which the financial assistance applied
     $ Amt – the total dollar amount of the financial assistance

The values for count of services, months and amount are subtotaled at the county and agency
levels and totaled at the report or State level.




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Following is a snapshot of the report with ―Agency Information‖ and ―All Services‖ selected,
with a date range specified.




Following is a snapshot of the report with ―Agency Information‖ and ―All Services‖ selected and
with a county specified.




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Following is a snapshot of the report with ―Certain Agency Information‖ and ―All Services‖
selected.




8.5.2.6 Housing Reloc/Stabilization Counts (HMIS355R)
      Select Housing Reloc/Stabilization radio button
      Press Run Report button

The report header displays the type of agency information (Agency, Shared, or Certain), the date
range, the number of pages with the current page and the report run date.

Fields on Report:
     Agency Name – the agency that provided the housing relocation/stabilization service
     County Name – the county in which the housing relocation/stabilization service was
        administered
     Housing Reloc/Stabilization Type – a description of the type of housing
        relocation/stabilization service
     # of Services – a count of housing relocation/stabilization services administered
     Months – the total months to which the housing relocation/stabilization service applied
     $ Amt – the total dollar amount of the housing relocation/stabilization service

The values for count of services, months and amount are subtotaled at the county and agency
levels and totaled at the report or State level.




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Following is a snapshot of the report with ―Agency Information‖ and ―All Services‖.




Following is a snapshot of the report with ―Shared Information‖ and ―All Services‖ selected and
with a county specified.




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Following is a snapshot of the report with ―Certain Agency Information‖ and ―All Services‖
selected and with a date range specified.




8.5.3 Create Report File
Clicking the Create Report File button on the parameter form runs the report using the criteria
entered in the parameter fields. If the Certain Agency Information is selected and no agencies are
specified, the following message displays and the report does not run:




If the selected Report Type is Date Range and start date or end date is blank, the following
message displays and the report does not run:




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If the Aggregate checkbox is checked and a county is selected, the following message displays
and the report does not run:




The file displays tab-delimited. The first row contains column headers. Each result is displayed
on its own row.

8.5.3.1 Service Count File (HMIS310R)
      Select Services Count radio button
      Uncheck Aggregate
      Press Create Report File button

See Section 8.1 for an explanation of the export process.

A sample export of the file to Microsoft Excel:




Columns in the file include:
    Agency ID – the Agency of service
    Agency name – from the Agency Name field on the Agency screen corresponding to the
      agency of the client service


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      County Name – from the county of the client service
      Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
       program subtype on the Service tab of the Client screen
      Category Description – the description or meaning of the category code
      Type Code – from the Program Code on the Program tab of the Agency screen, linked to
       the program subtype on the Service tab of the Client screen
      Type Description – the description or meaning of the type code
      Subtype Code – from the Program Subtype on the Service tab of the Client screen
      Category/Program/Subtype Descr – from the Category/Program/Subtype Description
       field on the Program tab of the Agency screen
      # of Services – the number of client services that correspond to the agency and service
       code and fitting the other criteria selected on the parameter
      Units Served – total of the ―Units‖ column in client services that correspond to the
       agency and service code and fitting the other criteria selected on the parameter
      $ Amt – total of the ―Amount‖ column in client services that correspond to the agency
       and service code and fitting the other criteria selected on the parameter
      Date Last Served – the last date any client received the specified service

8.5.3.2 Aggregate Service Count File (HMIS320R)
      Select Services Count radio button
      Check Aggregate
      Press Create Report File button

See Section 8.1 for an explanation of the export process.

A sample export of the file to Microsoft Excel:




Columns displayed include:
    Agency ID – the Agency of service
    Agency name – from the Agency Name field on the Agency screen corresponding to the
      agency of the client service
    County Name – from the county of the client service



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      Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
       program subtype on the Service tab of the Client screen
      Category Description – the description or meaning of the category code
      Type Code – from the Program Code on the Program tab of the Agency screen, linked to
       the program subtype on the Service tab of the Client screen
      Type Description – the description or meaning of the type code
      Subtype Code – from the Program Subtype on the Service tab of the Client screen
      Category/Program/Subtype Descr – from the Category/Program/Subtype Description
       field on the Program tab of the Agency screen
      # of Services – the number of client services that correspond to the agency and service
       code and fitting the other criteria selected on the parameter
      Units Served – total of the ―Units‖ column in client services that correspond to the
       agency and service code and fitting the other criteria selected on the parameter
      $ Amt – total of the ―Amount‖ column in client services that correspond to the agency
       and service code and fitting the other criteria selected on the parameter
      Date Last Served – the last date any client received the specified service

8.5.3.3 Agency Services File (HMIS330R)
      Select Agency Service radio button
      Uncheck Aggregate
      Press Create Report File button

See Section 8.1 for an explanation of the export process.

A sample export of the file to Microsoft Excel:




Columns displayed include:
    Agency ID – the Agency of service
    Agency name – from the Agency Name field on the Agency screen corresponding to the
      agency of the client service




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      Executive Director – from the Executive Director field on the Agency screen
       corresponding to the agency of the client service
      County Name – from the county of the client service
      Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
       program subtype on the Service tab of the Client screen
      Category Description – the description or meaning of the category code
      Type Code – from the Program Code on the Program tab of the Agency screen, linked to
       the program subtype on the Service tab of the Client screen
      Type Description – the description or meaning of the type code
      Subtype Code – from the Program Subtype on the Service tab of the Client screen
      Category/Program/Subtype Descr – from the Category/Program/Subtype Description
       field on the Program tab of the Agency screen
      # of Services – total of the Number Served column from the Agency Services block on
       the Program tab of the Agency screen
      Units Served – total of the ―Units‖ column from the Agency Services block on the
       Program tab of the Agency screen
      $ Amt – total of the ―Amount‖ column from the Agency Services block on the Program
       tab of the Agency screen
      Date Last Served – the last date the service was provided as an Agency Service
      Comment – the comment from the Agency Services block on the Program tab of the
       Agency screen

8.5.3.4 Aggregate Agency Services File (HMIS340R)
      Select Agency Service radio button
      Check Aggregate
      Press Create Report File button

See Section 8.1 for an explanation of the export process.

A sample export of the file to Microsoft Excel:




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Columns displayed include:
    Agency ID – the Agency of service
    Agency name – from the Agency Name field on the Agency screen corresponding to the
      agency of the client service
    Executive Director – from the Executive Director field on the Agency screen
      corresponding to the agency of the client service
    County Name – from the county of the client service
    Ctg Code – from the Ctg Code on the Program tab of the Agency screen, linked to the
      program subtype on the Service tab of the Client screen
    Category Description – the description or meaning of the category code
    Type Code – from the Program Code on the Program tab of the Agency screen, linked to
      the program subtype on the Service tab of the Client screen
    Type Description – the description or meaning of the type code
    Subtype Code – from the Program Subtype on the Service tab of the Client screen
    Category/Program/Subtype Descr – from the Category/Program/Subtype Description
      field on the Program tab of the Agency screen
    # of Services – total of the Number Served column from the Agency Services block on
      the Program tab of the Agency screen
    Units Served – total of the ―Units‖ column from the Agency Services block on the
      Program tab of the Agency screen
    $ Amt – total of the ―Amount‖ column from the Agency Services block on the Program
      tab of the Agency screen
    Date Last Served – the last date the service was provided as an Agency Service
    Comment – the comment from the Agency Services block on the Program tab of the
      Agency screen

8.5.3.5 Financial Assistance Counts File (HMIS350R)
      Select Financial Assistance radio button
      Press Create Report File button

See Section 8.1 for an explanation of the export process.




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A sample export of the file to Microsoft Excel:




Fields on Report:
     Agency Name – the agency that provided the financial assistance
     County Name – the county in which the financial assistance was administered
     Financial Assistance Type – a description of the type of financial assistance
     # of Services – a count of financial assistance services administered
     Months – the total months to which the financial assistance applied
     $ Amt – the total dollar amount of the financial assistance

Note that the Aggregate checkbox does not apply to Financial Assistance reports. If the user
selects a sub-agency and then tries to run one of the Financial Assistance reports, the following
message displays but the report runs anyway.




8.5.3.6 Housing Reloc/Stabilization Counts File (HMIS360R)
      Select Housing Reloc/Stabilization radio button
      Press Create Report File button

See Section 8.1 for an explanation of the export process.




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A sample export of the file to Microsoft Excel:




Fields on Report:
     Agency Name – the agency that provided the housing relocation/stabilization service
     County Name – the county in which the housing relocation/stabilization service was
        administered
     Housing Reloc/Stabilization Type – a description of the type of housing
        relocation/stabilization service
     # of Services – a count of housing relocation/stabilization services administered
     Months – the total months to which the housing relocation/stabilization service applied
     $ Amt – the total dollar amount of the housing relocation/stabilization service

Note that the Aggregate checkbox does not apply to Housing Reloc/Stabilization reports. If the
user selects a sub-agency and then tries to run one of the Housing Reloc/Stabilization reports, the
following message displays but the report runs anyway.




8.6 HMIS PROGRAM SNAPSHOT LISTS (HMIS110F)

The HMIS Program Snapshot Lists show program snapshot information and include a parameter
form used to filter which snapshots are displayed.

There are three versions of the Lists. One is a standard Oracle Report (HMIS100R) while the
others are flatfiles.



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All are accessed through the Reports submenu on the HMIS main menu. The shortcut to the
Reports menu is ―Alt+p‖ and the shortcut to the Program Snapshots report is ―p‖.




All the lists are filtered to show snapshots based on user role. Case managers can see any
snapshots created by their agency‘s workers. Workers can see only snapshots they themselves
created.

The parameter screen has multiple parameters:
    Start Date – required – used to select program snapshots created on or after this date
    End Date – required – used to select program snapshots created on or before this date
    Sub-Agency – used to select program snapshots associated with the specified sub-agency
    Household ID – used to select program snapshots associated with the specified household
       (all members)
    Client ID – used to select program snapshots associated with the specified client (all
       households, if more than one)
       o Last Name – allows search for client by name
       o First Name – allows search for client by name
       o Middle Name – allows search for client by name
    Sort By – allows selection of the sort order for the report. Includes options for program
       entry date and client name. Data is always first sorted by agency and then, within that, by
       program type. The Sort By options are for sorting with program type.
    File Location – the location on the client‘s machine where the Full File extract file is
       written. Note: The folder indicated has to exist on the client machine, and, if you run the
       report to this folder and file name and then open the file, you have to be sure to close the
       file before re-running the report to the same folder/file name.

Start Date, End Date, Sub-Agency and Household and Client IDs are used to filter the program
snapshots in all three reports. The File Location applies only to the Full File extract report.




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The Start and End dates are required parameters and define the date range for selecting program
snapshots as well as the values used when calculating length of stay. Two versions of length of
stay are calculated. Actual length of stay is the number of days between the program entry date
and the program exit date (or the current date if the exit date is blank). Reporting Period length
of stay (RP length of stay) is the number of days of the Actual length of stay that fall within the
reporting period. If the program entry and exit dates are both within the date range, then the RP
length of stay is the difference between the two dates (and is therefore the same as the Actual
length of stay). If the entry date is within the date range and the exit date is blank or is after the
End date, the RP length of stay is the time between the entry date and the End date. If the exit
date is in the date range and the entry date is prior to the Start date, the RP length of stay is the
time between the Start date and the exit date. If the entry date is prior to the Start date and the
exit date is either blank or after the End date, the RP length of stay is the time between the Start
and End dates.

Household ID is the internal system ID of a household, which is displayed on the HMIS
Household screen.



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                                    Household ID




Client ID is the internal system ID of a client, which is displayed on the HMIS Client screen.




                                                   Client ID




The Last Name, First Name and Middle Name fields are used to search for a client, similar to the
search function on the client screen, where you enter values in the search fields, press the LOV
button and select the appropriate client from the LOV that appears. This returns the client‘s ID to
the ID field, and the reports display information for the selected client.

File Location defaults to ―c:/temp/pgm_snapshots.txt‖. In order for this file location to work, the
user must have a C: drive and a ―temp‖ folder on that drive. Users can change the file location to
a different drive and folder and they can change the file name (―pgm_snapshots.txt‖) to a less
generic name, if they choose. If you run the Full File report with the same filename more than
once, the second and subsequent files will overwrite the earlier files. In order to retain the files,
either change the name prior to clicking the Create Full File button or move the file to a different
directory.

Note that changing the file location to an invalid (non-existent) folder yields the following error
messages when you click the Create Full File button.




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Having the file open (e.g., in Excel) yields the following error messages when you click the
Create Full File button.




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8.6.1 HMIS Program Snapshots Report (HMIS100R)
Clicking the Run Report button on the parameter form runs the report using the criteria entered
in the parameter fields. If the Start and End Dates are not populated, the following message
displays and the report does not run:




The report header displays the name of the report, the date range, the number of pages with the
current page and the report run date.

When the report is run, it displays the data corresponding to the criteria selected in the parameter
form. The data is arranged by agency, then by program type and then the snapshots for that
program type. A count of snapshots is displayed for each program type and then for the agency
as a whole.

A user with the Worker database role is restricted to seeing only those snapshots created by that
user.

A user with the Case Manager role is restricted to seeing only snapshots created by workers in
the agency they‘re linked to. For example, a case manager linked to HRCD05 would see only
HRDC05 program snapshots.

The following is a screen shot of the report showing snapshots for the specified date range. Note
that multiple households and clients are displayed.




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Entering a specific household ID yields a report like the following, showing all program
snapshots for the specified household during the date range. In this case, the same household
member (client ID 362) is shown and no other members of the household were entered into these
programs during the date range.




Selecting a specific client yields a report like the following, showing all program snapshots for
the specified client during the date range. Note that this client belongs to the same household for
all programs shown – although this may not always be the case.



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Columns displayed include:
    Agency name – name of the agency that administered the program
    Program Type – the type of program (emergency shelter, etc.)
    Program Snapshot – information directly the program snapshot record
         o Entry date – date of entry into the program
         o Exit date (if it exists) – date of exit from the program
         o Actual Length of stay (in days) – length in days between program entry and exit
         o Reporting period length of stay – length in days between program entry or
             reporting period start date (whichever is later) and program exit or reporting
             period end date (whichever is earlier)
         o Household ID – the internal ID of the HMIS household
         o Household type – a household is a ―Family‖ if it has at least one adult and one
             child, based on the definition for AHAR. Otherwise, the household is an
             ―Individual‖ type of household.
         o Count of adults in the household – the number of members of the household who
             were at least 18 years of age when the program was entered or exited (depending
             on the snapshot)
         o Count of children in the household – the number of members of the household
             who were less than 18 years of age when the program was entered or exited
             (depending on the snapshot)
         o Total count of household members – a count of all clients linked to the household
             at program entry or exit (depending on the snapshot)
         o Client ID – ID of the client linked to the program
         o Client Name – name of the client at the time the snapshot was created
         o Adult indicator – used if birthdate is blank and age cannot be calculated
         o Age – the difference in years between the client‘s birthdate and the program entry
             date or program exit date (depending on the snapshot)


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          o Birthdate – the client‘s date of birth, which may be approximate (if month was
              left blank in the Client screen, January was used. If the day was left blank, 1 was
              used). If year is missing, the birthdate is left blank.
          o APR indicator – indicates whether the program will be counted in the APR.
      Count of snapshots by program
      Count of snapshots by agency

Household type is based on household composition (numbers of adults and children) at the time
the program snapshot was created.

Note that the Adult indicator applies only if the Age cannot be calculated (i.e., date of birth was
not provided). Age is calculated as of the entry or exit date (depending on the snapshot).

The listing of fields and descriptions are included on the last page of the report, for reference
purposes, as shown in the following screen shot.




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8.6.2 HMIS Program Snapshots “Full” Export File
Clicking the Create Full File button on the parameter form generates a flatfile (a text file) based
on the criteria entered in the parameter fields.

If the Start and End Dates are not populated, the following message displays and the report does
not run:




If the File Location field is blank, the following message displays:




Clicking Yes will cause the flatfile to be created, using the default file location. Clicking No will
return to the parameter form without creating the file.

The file is generated as a tab-delimited text file. That is, Tab characters separate the fields that
are displayed. The file includes a ―header‖ row, describing the contents of the other rows.




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The file is generally hard to read in its text format. However, it can be opened as a spreadsheet
using Microsoft Excel. By default, Excel treats Tab characters as a signal to separate the data
into spreadsheet columns. Opening the file above in Excel yields the following:




The fields that contain only ―#‖ simply need to be widened to view the data they contain, as
shown here:




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Fields listed in the file are as follows:

       Program ID – unique identifier for a program record – helps to identify which snapshots
        go together
       Snapshot ID – unique identifier for a program snapshot to identify specific snapshot
        records
       CAA Nm – name of the program agency
       Program Type – type of program: Emergency Shelter, Transitional Housing, etc.
       Entry Date – date of entry into the program
       FIPS Code – Federal Information Processing Standards unique identifier for a place
       Created By – Logon ID of the person who created the snapshot (i.e., the person who
        saved the program record from which the snapshot was created)
       Date Created – Date when the snapshot was created
       Destination Type – Type of Destination the client left the program to go to.
       Tenure – How long the client intends to be at the destination
       Subsidy – Program or agency subsidizing the client‘s stay at the destination
       Reason for Leaving – Reason the client exited the program
       Exit Date – Date the client left the program
       Household ID – Unique identifier of the household the client was associated with at the
        time of program entry
       Client ID – Unique identifier of the client
       Sub-Agency – Name of the sub-agency associated with the program
       APR Program – Is the program an APR program (Yes or No)?
       HH Adults – How many adults in the household?


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      HH Children – How many children in the household?
      HH Type – The type of household (Family or Individual)
      Family ID – An identifier to show programs linked to client in one family/household

Note that the ―Full‖ flatfile report includes as much information as possible about the program
snapshots – that is, it contains the full snapshot record and it shows all snapshots for each
program. If the program has been entered but not yet exited, the report will show only one
snapshot for that program. If the program has been exited, the report will show two snapshots,
one for the entry and one for the exit. The two snapshots are needed in order to show changes in
status and data that occurred between entry and exit.

8.6.3 HMIS Program Snapshots “Report” FlatFile
Clicking the Create Report File button on the parameter form generates a flatfile (a text file)
based on the criteria entered in the parameter fields.

The Report File is a text file version of the printed report shown in section 8.5.1 above. That is, it
contains the same fields and is laid out in essentially the same way as the printed report.

The Report File shows only one snapshot for each program – if the program has not yet been
exited, only the entry snapshot displays. If the program has been exited, only the exit snapshot
displays.

If the Start and End Dates are not populated, the following message displays and the report does
not run:




The file is generated as a tab-delimited text file. That is, Tab characters separate the fields that
are displayed. The file includes a ―header‖ row, describing the contents of the other rows.




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The file is generally hard to read in its text format. However, it can be opened as a spreadsheet
using Microsoft Excel. By default, Excel treats Tab characters as a signal to separate the data
into spreadsheet columns. Opening the file above in Excel yields the following:




The fields that contain only ―#‖ or that appear to be cut off simply need to be widened to view
the data they contain, as shown here:




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Fields listed in the file are as follows:

       Agency
       Program Type – Emergency Shelter, Transitional Housing, etc.
       Entry Date
       Exit Date
       Length of Stay (Reporting Period) – the number of days between the program entry and
        exit dates that fall within the reporting period
       Length of Stay (Actual) – different from the length of stay (reporting period) if either the
        program entry date or the program exit date falls outside the date range of the reporting
        period
       HH (Household) ID
       HH Type – Family or Individual – uses AHAR rules – if the household has at least one
        adult and one child, the household type is Family. A household consisting of one person
        or consisting of only adults or only children is an Individual household type.
       HH Adults – count of persons in the household identified as adults
       HH Children – count of persons identified as children
       HH Members – total number of persons associated with household
       Client ID
       Age – client‘s age, calculated from their birth date as of the date the program was saved,
        estimated if month or day of month is not available
       Adult? – Yes/No indicator if client is an adult, if age is not available
       Birthdate – month/day/year of birth – estimated if month or day of month is not available
        (―01‖ is substituted for either missing value). Blank if birth year is not available.
       APR? – Yes/No indicator that the program is to be counted in the APR


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8.7 HMIS DEMOGRAPHICS REPORT (HMIS200F)

HMIS200F is used to generate reports listing clients and client-related information. The form
provides many parameters to be used in filtering which clients are displayed. The more of these
parameters that are filled out, the fewer clients will be selected for display. Filling out all of the
parameters will almost certainly result in no clients being selected for display or for counting (in
the Counts report).

The parameter form runs four reports:
    HMIS200R – HMIS Demographics Report
    HMIS201R – HMIS Demographics Client Names Report
    HMIS202R – HMIS Demographics Mailing Labels Report
    HMIS203R – HMIS Demographics Counts Report

All four reports are filtered based on the information in the parameter form. All four reports use
the parameters from all the tabs to filter which clients are selected for display.

Secure Info criteria can be used to determine which clients to display or count in the reports.
However, no Secure Info (including address information) is displayed in any of the reports
unless the user running the reports has rights to see Secure Info data. In addition, no counts of
people by Secure Info information are included in the Counts report (i.e., there are no counts of
people who are pregnant or who have HIV/AIDS, etc.).

Note: If an agency has no clients that match the criteria selected in the screen, the agency will
not display in the report at all. However, if the agency does have clients that match the criteria,
the agency will display for each category requested with a total count of clients, even if there are
no clients that match a specific category in the report (i.e., the report will display 0 for the
counts).




The form is accessed from the Reports menu. Only users with the Case Manager role can access
the report form.




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Details Tab




The Details tab allows the user to
 select clients based on the clients‘ agencies,
 determine which data is printed on the report,
 clear all selection criteria, and
 print the reports.

The first item on the tab is a radio group for selecting agencies.

 Radio Group
  o Agency Information
  o Shared Information
  o Certain Agency Information




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   A radio group allows one and only one item to be selected from the list of items in the group.
   ―Agency Information‖ is the default selection – the item that is selected when the screen is
   first opened or the settings are cleared (see Clear All Settings button below).

   Selecting the Agency Information option means that clients belonging to the logged-on user‘s
   agency will be displayed.

   Selecting the Shared Information option means that clients belonging to the logged-on user‘s
   agency as well as those agencies that allow sharing of data with the user‘s agency will be
   displayed.

   Selecting Certain Agency Information means that the user wants to limit the list of shared
   agencies‘ information to display. The agencies to be displayed are selected in the Agencies
   block. Note that this list includes the user‘s agency, which must be explicitly selected in
   order to display the clients who belong to that agency.

 Agencies block
  The Agencies block allows the user to select one or more agencies from the user‘s agency
  and those agencies that allow sharing of data with the user‘s agency.

   When the user attempts to run the report, if Certain Agency Information is selected but no
   agencies are selected in the Agencies block, the following error message is displayed and the
   report does not run.




   Note that the Certain Agency Information radio button will be automatically selected when
   the Agencies LOV is activated, the assumption being that the user would not activate the
   LOV unless they were attempting to select specific agencies. However, after selecting from
   the Agencies LOV, if the user changes to one of the other radio group options, that option
   will be used, ignoring the agencies listed in the Agencies block.

   If the user types in the name of an agency, the name will be validated. If the name is not
   valid, the following message will display:




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   Note that the only required parameter on this screen is the agency. The user‘s agency is
   selected by default, but shared agencies can be selected instead of or in addition to the user‘s
   agency. In any case, at least one agency must always be selected for the reports.

 Print Client Names Only
  The Print Client Names Only checkbox is used to dictate that the Client Names report should
  be run instead of the Demographics report.

   If the checkbox is checked when the Address Labels report button is pressed, the following
   message displays, but processing continues (the report runs unless there is an error).




   If the checkbox is checked when the Print Counts report button is pressed, the following
   message displays, but processing continues (the report runs unless there is an error).




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   If any of the Print Report Information checkboxes are checked and the Client Names
   checkbox is checked when the Print Report button is pressed, the following message displays
   and the report runs normally:




 Print Report Information
  The Print Report Information section contains 10 checkboxes that dictate what information
  about the client is printed on the Demographics Report. Note that the minimum information
  displayed in the report for each client is the client‘s ID, SSN, Name and DOB/Age. This is
  what prints on the Demographics Report if none of the checkboxes were checked. For the
  Counts report, at least one of the checkboxes has to be checked.




    The Print All checkbox is a toggle of all the other checkboxes. Check it to cause all the
     checkboxes to be checked (i.e., to display all the information about the client). Uncheck
     the Print All checkbox to uncheck all the other checkboxes (i.e., to display only the
     minimum information).
    Check Clients to allow demographics (including race and ethnicity) to be displayed.
    Check Secure Info to allow secure info and addresses to be displayed (applies only to the
     Demographics Report).
    Check Employment/Education to allow employment and education information to be
     displayed.
    Check Military to allow military service information to be displayed.
    Check Income to allow non-cash benefit and income information to be displayed.



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    Check Services to allow service information to be displayed. Note that the services
     displayed for a client are limited to those that were created by the user‘s agency or
     agencies that share data with the user‘s agency. If the user selected the Certain Agencies
     option on the Details tab, the services are further limited to those for the agencies listed in
     the Agencies block.
    Check Programs to allow Program information to be displayed. Note that the Programs
     displayed for a client are limited to those that were created by the user‘s agency or
     agencies that share data with the user‘s agency. If the user selected the Certain Agencies
     option on the Details tab, the programs are further limited to those for the agencies listed
     in the Agencies block.
    Check Financial Assistance to allow HPRP Financial Assistance information to be
     displayed. Note that the Financial Assistance services displayed for a client are limited to
     those that were created by the user‘s agency or agencies that share data with the user‘s
     agency. If the user selected the Certain Agencies option on the Details tab, the programs
     are further limited to those for the agencies listed in the Agencies block.
    Check Housing Relocation/Stabilization to allow Program information to be displayed.
     Note that the Housing Relocation/Stabilization services displayed for a client are limited
     to those that were created by the user‘s agency or agencies that share data with the user‘s
     agency. If the user selected the Certain Agencies option on the Details tab, the programs
     are further limited to those for the agencies listed in the Agencies block.

   Note that all of the checkboxes are ignored in the Client Names report (HMIS201R) and the
   Mailing Labels report (HMIS202R), and the Secure Info checkbox is ignored in all but the
   Demographics report (HMIS200R).

The Details tab also includes four buttons. Each button has a shortcut key (i.e., Alt+key fires the
code associated with the button, just like clicking on the button with the mouse). The shortcut
key is indicated by the underlined letter on the button label.
 Clear All Settings – resets all parameters to be blank, except the agency radio group, which is
   set to its default value of Agency Information. ―c‖ is the shortcut key for this button.
 Print Report – runs a report of detailed client information and displays it on screen. ―t‖ is the
   shortcut key for this button.
 Address Labels – generates a PDF file suitable for printing of address labels. ―l‖ is the
   shortcut key for this button.
 Print Counts – runs a report of summarized counts of clients by various demographic and
   statistical values and displays it on screen. ―n‖ is the shortcut key for this button.

Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the radio group,
touches the Agencies block, then walks through the eight checkboxes from top to bottom, then
through the four buttons before navigating to the Clients tab. That is, navigation occurs in the
order in which the items are listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order,
skipping the Agencies block, before navigating to the Sorting tab.


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General notes about tabs and criteria
If the item is displayed as a multi-record block (e.g., Gender), this means that the user can select
multiple options (a list). Clients will therefore be selected for display based on whether the
client‘s record fits the list.

For example, selecting Male and Female from the Gender list means that clients will be
displayed if their gender is either Male or Female. In this case, clients whose gender is neither
Male nor Female, including those for whom the information is not filled out will not be
displayed.




Note that creating a list of all allowable values (for example, selecting every option for Gender)
is roughly equivalent to leaving the block blank – selecting no options. However, selecting all
options will prevent clients from displaying who have no value. In the example of Gender,
creating a list of all gender types and then running the report would show all clients who have a
gender selected but would leave out clients with no gender selected.

If the item is not displayed as a multi-record block (e.g., Physical Disability), then only one
option can be selected and clients will be displayed only if they match the selected option
exactly. Leaving the item blank means that it is not considered when determining which clients
to display.

If the field in a multi-record block (like Gender) is a dropdown, use the green + on the toolbar to
add a record, or the red x on the toolbar to clear a record. If the field is not a dropdown (such as
Last Zip Code), users can still use the green + to add a record, but they can also use the Down
key on the keyboard to navigate to the next blank record.

To allow all the tabs to display on the screen, tab labels are shortened by default and are full-
length when the tab has focus.

For example, the Secure tab label changes to ―Secure Info/Address when it has focus:




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And the Emp/Educ tab label changes to Employment /Education when it has focus:




Clients Tab




The Clients tab allows the user to select clients based on demographic information.

 Gender – allows the user to select one or more options to create a list. Clients are selected if
  their gender is in the list.
 Last Zip Code – allows the user to select one or more options to create a list. Clients are
  selected if their last zip code is in the list. The LOV list is filtered based on what is typed in
  the field – the user can shorten the list by typing the first digit(s) of a zip code. Note that the
  unfiltered list is very long and takes several seconds to display. If the user types in a zip code
  and there are no zip codes in the table that would match, the following message is displayed.
  However, the zip code is not automatically cleared because users are allowed to type invalid
  zip codes into the Client screen, so this may be a zip code that exists in the client table in the
  database.




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 Zip Code Description – allows the user to select one or more options to create a list. Clients
  are selected if the description of their last zip code is in the list.
 Residence Prior – allows the user to select one or more options to create a list. Clients are
  selected if their prior residence type is in the list.
 Length of Stay – allows the user to select one or more options to create a list. Clients are
  selected if their length of stay at the prior residence is in the list.
 Age From/To (Years) – used to select clients based on a range of ages. If either value is
  entered, the other is required. The From value must be less than or equal to the To value. If
  the two values are the same, then the report will select clients who are that age. Otherwise,
  clients are selected if their age as of the report run date is in the range of ages.
 In a HH – used to select clients who are or are not in a household. Select Yes to display
  clients that are in a household, No to display clients that are not in a household.
 Ethnicity – allows the user to select one or more options to create a list. Clients are selected if
  their ethnicity is in the list.
 Race – allows the user to select one or more options to create a list. Clients are selected if
  their race is in the list.
 Disabling Condition – allows the user to select one or more options to create a list. Clients
  are selected if their disabling condition status is in the list.
 Physical Disability – Select a value from the list to display clients that match the value.
 Developmental Disability – Select a value from the list to display clients that match the
  value.
 Mental Health Disability – Select a value from the list to display clients that match the value.
 Expected Long Duration (MH) – Select a value from the list to display clients that match the
  value.
 Chronically Homeless – Select Yes to display clients who are chronically homeless, No to
  display clients who are not.
 Substance Abuse – allows the user to select one or more options to create a list. Clients are
  selected if their substance abuse type is in the list.
 Expected Long Duration (SA) – Select a value from the list to display clients that match the
  value.
 General Health – allows the user to select one or more options to create a list. Clients are
  selected if their general health status is in the list.
 Registered Offender – Select Yes to display clients who are registered sex offenders, No to
  display clients who are not.



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 SSI – Select Yes to display clients who are receiving Social Security Income, No to display
  clients who are not.
 SSI Appeal – Select Yes to display clients who are appealing an SSI ruling, No to display
  clients who are not.
 Enrolled Tribal Member – Select Yes to display clients who enrolled tribal members, No to
  display clients who are not.

Tab navigation (i.e., moving from field-to-field using the Tab key) starts at Gender, moves down
through the items under Gender, then back up to Disabling Condition and down through the
items below before navigating to the Secure Info/Address tab. That is, navigation occurs in the
order the items are listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order,
before navigating to the Details tab. It skips the multi-record blocks, unless the first item on the
tab is a multi-record block.

Shift+Tab while in a multi-record block on the Clients tab takes the cursor to the Gender block.

Secure Info/Address Tab




The Secure Info/Address tab allows users to select clients based on secure info or address, for
clients whose agency is the same as the user‘s agency. That is, using secure info or address
information will ensure that only clients from the user‘s agency are displayed, if the clients also
fit the selected criteria.




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Secure Info and Address information is the data entered into the Secure Info screen, which is
accessed using the Secure Info button on the Client tab.

 Pregnant – Select a value from the list to display clients that match the value.
 Due Date From/To – used to select clients based on a range of due dates. If either date is
  entered, the other is required. The From date must be less than or equal to the To date. If the
  two dates are the same, then the report will select clients who have the specified due date.
 HIV/AIDS – Select a value from the list to display clients that match the value.
 Domestic Violence – Select a value from the list to display clients that match the value.
 When (DV) Experience Occurred – allows the user to select one or more options to create a
  list. Clients are selected if their experience occurred in one of the time spans in the list.
 City State – allows the user to select one or more options to create a list. Clients are selected
  if they have an address where the city and state is in the list. If the user types in a city and
  state and there are no city-states in the table that would match, the following message is
  displayed. However, the city and state are not cleared, as users are allowed to type city-states
  into the Client screen, so this may be a city and state that exists in the address table in the
  database.




 Zip Code – allows the user to select one or more options to create a list. Clients are selected
  if they have an address where the zip code is in the list. The list is filtered based on what is
  typed in the field – the user can shorten the list by typing the first digit(s) of a zip code. Note
  that the unfiltered list is very long and takes some time to display. If the user types in a zip
  code and there are no zip codes in the table that would match, the following message is
  displayed. However, the zip code is not cleared, as users are allowed to type zip codes into
  the Client screen, so this may be a zip code that exists in the address table in the database.




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Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the Pregnant
dropdown, moves down through the items below that to City State and then Zip Code before
navigating to the Education/Employment tab. That is, navigation occurs in the order the items are
listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order, but
skipping the multi-record blocks, before navigating to the Clients tab.

Shift+Tab while in a multi-record block takes the cursor to the Pregnant dropdown.

Employment/Education Tab




The Employment/Education tab allows users to select clients based on employment or education
information.

 Employed – Select a value from the list to display clients that match the value.
 Hours Worked Past Week From/To – used to select clients based on a range of hours worked
  during the past week. If either value is entered, the other is required. The From value must be
  less than or equal to the To value. If the two values are the same, then the report will select
  clients who have the specified hours.
 Employment Type – allows the user to select one or more options to create a list. Clients are
  selected if their type of employment is in the list.
 Looking for Work – Select a value from the list to display clients that match the value.
 In School – Select a value from the list to display clients that match the value.



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 Last Grade Completed – allows the user to select one or more options to create a list. Clients
    are selected if their last grade completed is in the list.
 Received VoTech/Apprentice Certification – Select a value from the list to display clients
    that match the value.
 Degree(s) – allows the user to select one or more options to create a list. Clients are selected
    if they have a degree that is in the list.
Client is Child aged 5-17:
     In School – Select a value from the list to display clients that match the value.
     Type of School – allows the user to select one or more options to create a list. Clients are
         selected if the type of school they attend is in the list.
     Date Last Enrolled From/To – used to select clients based on a range of dates when they
         were last enrolled in school. If either date is entered, the other is required. The From date
         must be less than or equal to the To date. If the two dates are the same, then the report
         will select clients who have the specified date last enrolled.
     Reason Not Enrolled – allows the user to select one or more options to create a list.
         Clients are selected if the reason they‘re not currently enrolled in school is in the list.

Note that while the last four criteria are meant to apply only to clients who are children ages 5-
17, if the information is filled out for a client who is outside that age range, the report will
display the client (assuming the client fits the rest of the selected criteria). This would include
clients who were within the age range when the information was first filled out but who are now
older and no longer in the age range, as well as those clients for whom the information was filled
out in error.

Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the Employed
dropdown, moves down through the items to the Looking for Work dropdown, then to the In
School dropdown at upper right and down through the rest of the tab before navigating to the
Military tab. That is, navigation occurs in the order the items are listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order, but
skipping the multi-record blocks, before navigating to the Secure Info/Address tab.

Shift+Tab while in a multi-record block takes the cursor to the Employed dropdown.




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Military Tab




The Military tab allows users to select clients based on military service information.

 Veteran – allows the user to select one or more options to create a list. Clients are selected if
  their veteran status is in the list.
 Military Service Eras – allows the user to select one or more options to create a list. Clients
  are selected if they served during one of the military service eras in the list.
 Months Active Duty From/To – used to select clients based on a range of months of active
  duty. If either value is entered, the other is required. The From value must be less than or
  equal to the To value. If the two values are the same, then the report will select clients who
  have the specified number of months of active duty.
 Served in War Zone – Select a value from the list to display clients that match the value.
 War Zone(s) – allows the user to select one or more options to create a list. Clients are
  selected if they served in a war zone that is in the list.
 Months in War Zone From/To – used to select clients based on a range of months served in a
  war zone. If either value is entered, the other is required. The From value must be less than or
  equal to the To value. If the two values are the same, then the report will select clients who
  have the specified number of months served in a war zone.
 Military Branch(es) – allows the user to select one or more options to create a list. Clients are
  selected if they served in a branch of the military that is in the list.
 Discharge Status – allows the user to select one or more options to create a list. Clients are
  selected if their military discharge status is in the list.
 Received Hostile/Friendly Fire – Select a value from the list to display clients that match the
  value.



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Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the Veteran
dropdown, moves down through the remaining fields on the tab before navigating to the Income
tab. That is, navigation occurs in the order the items are listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order, but
skipping the multi-record blocks, before navigating to the Education/Employment tab.

Shift+Tab while in a multi-record block on the Military tab takes the cursor to the Veteran
dropdown.

Income Tab




The Income tab allows users to select clients based on non-cash benefits and income
information.

Non-Cash Benefits
 Type – allows the user to select one or more options to create a list. Clients are selected if
   they have a non-cash benefit type that is in the list.
 Amount From/To – used to select clients based on a range of non-cash benefit amounts. If
   either value is entered, the other is required. The From value must be less than or equal to the
   To value. If the two values are the same, then the report will select clients who have the
   specified non-cash benefit amount.

Income



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 Description – allows the user to select one or more options to create a list. Clients are
  selected if they have an income type that is in the list. If the user types in an income type and
  there are no income types in the table that would match, the field is cleared and the following
  error message is displayed.




 Date From/To – used to select clients based on a range of income dates. If either value is
  entered, the other is required. The From value must be less than or equal to the To value. If
  the two values are the same, then the report will select clients who have an income with the
  specified date.
 Amount From/To – used to select clients based on a range of income amounts. If either value
  is entered, the other is required. The From value must be less than or equal to the To value. If
  the two values are the same, then the report will select clients who have the specified income
  amount.

Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the Non-Cash Benefit
Type, then moves down through the rest of the tab before navigating to the Services tab. That is,
navigation occurs in the order the items are listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order,
before navigating to the Military tab. It skips the multi-record blocks, unless the first item on the
tab is a multi-record block.

Shift+Tab while in a multi-record block other than Non-Cash Benefit Type on the Income tab
takes the cursor to the Non-Cash Benefit Type.




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Services Tab




The Services tab allows users to select clients based on service information.

 Program Subtype – allows the user to select one or more options to create a list. Clients are
  selected if they have a service that is in the list. If the user types in a program subtype, the
  database is checked to see if there are any programs that match the subtype. If there is only
  one match, then the record is populated with the information about that one match. If there is
  more than one match, the following message is displayed.




   If there are no matches, the following message is displayed.




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    Note that the LOV is limited to show services for the agencies selected in the Agencies
    section of the Details tab.
   Units From/To – used to select clients based on a range of service units. If either value is
    entered, the other is required. The From value must be less than or equal to the To value. If
    the two values are the same, then the report will select clients who have the specified number
    of service units.
   Amount From/To – used to select clients based on a range of service amounts. If either value
    is entered, the other is required. The From value must be less than or equal to the To value. If
    the two values are the same, then the report will select clients who have the specified service
    amount.
   Date From/To – used to select clients based on a range of service dates. If either value is
    entered, the other is required. The From value must be less than or equal to the To value. If
    the two values are the same, then the report will select clients who have a service with the
    specified date.
   Emergency – allows the user to select one or more options to create a list. Clients are selected
    if they have a service with an emergency status that is in the list.

Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the Services block,
moves to the LOV button then down through the rest of the tab before navigating to the Program
tab. That is, navigation occurs in the order the items are listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order
(except the LOV button), before navigating to the Income tab.




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Programs Tab




The Programs tab allows users to select clients based on program information.

 Program – allows the user to select one or more options to create a list. Clients are selected if
  they have a program type that is in the list.
 Agency – allows the user to select one or more options to create a list. Clients are selected if
  they have a program with an agency that is in the list. If the user types in an agency, and only
  one agency matches, the field is populated with the information. If there are no agencies in
  the table that would match, the field is cleared and the following message is displayed.




   If there are multiple agencies that could match (i.e., the user typed in a partial name), the
   following message is displayed.




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  Note that the LOV is limited to show services for the agencies selected in the Certain
  Agencies section of the Details tab.
 Sub-Agency – allows the user to select one or more options to create a list. Clients are
  selected if they have a program with a sub-agency that is in the list. The list of sub-agencies
  is filtered by what is in the Program Agency field. If the Program Agency is blank, then all of
  the sub-agencies for the user‘s agency and shared agencies will be displayed. If the user types
  in a sub-agency, and only one sub-agency matches, the field is populated with the
  information. If there are no sub-agencies in the table that would match, the field is cleared
  and the following message is displayed.




   If there are multiple sub-agencies that could match (i.e., the user typed in a partial name), the
   following message is displayed.




 Entry Date From/To – used to select clients based on a range of program entry dates. If either
  value is entered, the other is required. The From value must be less than or equal to the To



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    value. If the two values are the same, then the report will select clients who have a program
    with the specified date.
   Exit Date From/To – used to select clients based on a range of program exit dates. If either
    value is entered, the other is required. The From value must be less than or equal to the To
    value. If the two values are the same, then the report will select clients who have a program
    with the specified date.
   Reason For Leaving – allows the user to select one or more options to create a list. Clients
    are selected if they have a reason for leaving that is in the list.
   Destination – allows the user to select one or more options to create a list. Clients are
    selected if they have a destination that is in the list.
   Tenure – allows the user to select one or more options to create a list. Clients are selected if
    they have a destination tenure that is in the list.
   Subsidy Type – allows the user to select one or more options to create a list. Clients are
    selected if they have a destination subsidy that is in the list.

Note: the Entry From date must be less than or equal to the Exit From date, and the Entry To
date must be less than or equal to the Exit To date.

Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the Program block,
moves down through the rest of the tab before navigating to the Sorting tab. That is, navigation
occurs in the order the items are listed above.

Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order,
before navigating to the Services tab. It skips the multi-record blocks, unless the first item on the
tab is a multi-record block.

Shift+Tab while in a multi-record block takes the cursor to the Program block.




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Financial Assistance Tab




The parameters on the Financial Assistance tab are used when determining which clients to
display in the report. For example, if ―Short-Term Rental Assistance‖ is selected in the Financial
Assistance Types, the report is filtered to show those clients who have received Short-Term
Rental Assistance (as long as they also fit other selected criteria in the form).

When different parameters are selected or filled out (e.g., both agency and months), the result is
subtractive. That is, selecting one parameter filters the selected clients to those that match that
selection – a subset of all clients. Selecting a second parameter filters the subset, so the resultant
list is no larger than the first and is likely to be smaller. In order to be selected, a client has to fit
both the first criterion AND the second criterion.

When a parameter allows you to select multiple (e.g., you can choose more than one agency to
report on), the result is additive. That is, selecting one value filters the clients to those that match
that value – a subset of all clients. Selecting a second value in the same parameter adds the
clients that match the second value – expanding the subset. In order to be selected, a client has to
match either the first value OR the second value.

Parameters of the Financial Assistance tab

 Financial Assistance Type – The type of financial assistance administered. You can select
  multiple – the report will display clients who have received any of the selected Financial
  Assistance types.




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 Agency – The agency that administered the financial assistance. You can select multiple –
  the report will display clients who have received financial assistance from any of the selected
  agencies.
 Start Date (From and To) – Enter a date range that the start date of the financial assistance
  must be within.
 End Date (From and To) – Enter a date range that the end date of the financial assistance
  must be within.
 Months (From and To) – Enter a number range that the months of the financial assistance
  must be within.
 Amount (From and To) – Enter a number range that the dollar amount of the financial
  assistance must be within.
 County – The county in which the financial assistance was administered. You can select
  multiple – the report will display clients who have received financial assistance in any of the
  selected counties.

Housing Relocation/Stabilization Tab




The parameters on the Housing Relocation and Stabilization tab are used when determining
which clients to display in the report. For example, if ―Case Management‖ is selected in the
Housing Relocation and Stabilization Types, the report is filtered to show those clients who have
received Case Management services (as long as they also fit other selected criteria in the form).

When different parameters are selected or filled out (e.g., both agency and months), the result is
subtractive. That is, selecting one parameter filters the selected clients to those that match that
selection – a subset of all clients. Selecting a second parameter filters the subset, so the resultant



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list is no larger than the first and is likely to be smaller. In order to be selected, a client has to fit
both the first criterion AND the second criterion.

When a parameter allows you to select multiple (e.g., you can choose more than one agency to
report on), the result is additive. That is, selecting one value filters the clients to those that match
that value – a subset of all clients. Selecting a second value in the same parameter adds the
clients that match the second value – expanding the subset. In order to be selected, a client has to
match either the first value OR the second value.

Parameters of the Housing Relocation/Stabilization tab

 Housing Relocation/Stabilization Type – The type of housing relocation/stabilization service
  administered. You can select multiple – the report will display clients who have received any
  of the selected Housing Relocation/Stabilization types.
 Agency – The agency that administered the housing relocation/stabilization service. You can
  select multiple – the report will display clients who have received housing
  relocation/stabilization services from any of the selected agencies.
 Start Date (From and To) – Enter a date range that the start date of the housing
  relocation/stabilization service must be within.
 End Date (From and To) – Enter a date range that the end date of the housing
  relocation/stabilization service must be within.
 Months (From and To) – Enter a number range that the months of the housing
  relocation/stabilization service must be within.
 Amount (From and To) – Enter a number range that the dollar amount of the housing
  relocation/stabilization service must be within.
 County – The county in which the housing relocation/stabilization service was administered.
  You can select multiple – the report will display clients who have received housing
  relocation/stabilization service in any of the selected counties.




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Sorting Tab




Unlike the other tabs, the Sorting tab is not used to determine which clients to display, but rather
the order to display them in.

 Sort Item – select an item to sort by.
 Sort Order – select the sort order for the item (ascending or descending). Note that leaving
  this field blank will cause the default sort order (ascending) to be used.
 Sort Sequence – enter a number to determine the order in which the sort items are used. For
  example, if Full Name is selected with a sort sequence of 2 and then Birth Date is selected
  and given a sequence of 1, the report would display the clients first by birthdate (everyone
  with the same birthdate would be grouped together). Then, for each birthdate, the clients
  would be further sorted in alphabetical order by name.
 Clear Sort List (button) – pressing the button clears the Sorting block.

Sort Item and Sequence are both required. If both are left blank, the following message is
displayed:




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If the Sort Item alone is left blank, the following message is displayed:




If the Sort Sequence alone is left blank, the following message is displayed:




Currently, items that can be sorted by are Full Name, Birth Date, Client ID and Previous County.
Note that if Client ID is selected with a sequence of 1, then no other sort items will affect the sort
order, because the Client ID is unique. If Full Name is selected with a sequence of 1, other sort
items will have little effect because Full Names are nearly unique. Note that all sorting is
performed with the agency – that is, the agency is always the first sort item

Tab navigation (i.e., moving from field-to-field using the Tab key) starts at the Sort Item field,
then moves from left to right to the Clear Sort List button before navigating to the Details tab.
That is, navigation occurs in the order the items are listed above.




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Reverse tab navigation (i.e., Shift+Tab) navigates through the same fields in reverse order before
navigating to the Programs tab.

Note: Sorting does not apply to the Counts report and is ignored if the Print Counts button is
pressed.

8.7.1 Demographics Report (HMIS200R)

To run the Demographics report
    Uncheck the Print Client Names Only checkbox
    Press the Run Report button




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Note that the minimum information of client‘s ID, SSN, Name and DOB/Age are printed on all
pages that contain information about that client.

The rest of the information is grouped based on the checkboxes on the parameter form. Client
demographics, including secure info, is listed first, followed by Employment/Education data,
then Military data, followed by Income, Service and Program data.

Items that display on the Client screen as a checkbox are defined as Yes/No values in the report.
Unchecked translates to No.

If any field or block on the screen is left blank, the report ignores that criterion.


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If no clients match the selected criteria, a message stating that fact is displayed.




If a client is designated as hidden, the logged-on user must have the Case Manager role and the
client must belong to the user‘s agency. That is, users cannot see hidden clients even if those
clients belong to agencies that share information with the user‘s agency.

If the user‘s birthdate is not populated (e.g., the year of birth is not known), then Age cannot be
calculated. In this case, the Age label and data are hidden and the Adult Indicator is displayed. If
birthdate is known, then Age is calculated and displayed and the Adult Indicator is hidden.

If parts of the birthdate were not reported, then the report displays information about what is
missing.

Users can see only the secure info that belongs to the same agency as the user.

Secure Addresses are all printed, wrapping to the right and then down. They are ordered to
display Homeless type first, then Mailing, Physical, Email and Unknown, in that order.

If the client has no income information, the Income section of the report is not printed.

If the client has no program information, the Programs section of the report is not printed.

Reason for Leaving, Destination, Tenure and Subsidy are fields that apply only to Programs that
have been exited. For that reason, they (and their labels) are displayed on the report only if at
least one of them contains data.

If the client has no service information, the Services section of the report is not printed.

Only services and programs that are linked to the logged-on user‘s agency or to shared agencies
are displayed.

Fields:
Identifying information (always displayed)
     Client ID
     SSN
     Last Name
     First Name
     Middle Name
     Suffix


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    DOB
    Age/Adult Indicator

Demographics (displays if Clients checkbox is checked)
   Gender
   Ethnicity
   Race
   Previous County
   Previous State
   Previous Country
   Last Zip Code
   Zip Code Description
   Prior Residence
   Length of Stay
   Reservation
   Enrolled Tribal Member
   Disabling Condition
   Physical Disability
   Developmental Disability
   Mental Health Disability
   Expected Long Duration (MH)
   Chronically Homeless
   Substance Abuse
   Expected Long Duration (SA)
   General Health
   Registered Offender
   SSI
   SSI Application Date
   SSI Appeal
  Secure Info
   Pregnant
   Due Date
   HIV/AIDS
   Domestic Violence
   When (DV) Experience Occurred
   Address Type
   Address Line 1
   Address Line 2
   City-State-Zip
  Emergency Contact info and Comments
   Emergency Contact Name
   Relationship
   Phone
   Address Line 1


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    Address Line 2
    City-State-Zip
    Comments

Employment/Education (displays if Employment/Education checkbox is checked)
   Employed
   Hours Worked Past Week
   Employment Type
   Looking for Work
  Adult Education:
   In School
   Last Grade Completed
   VoTech/Apprentice Cert.
   Degrees
  Child Education:
   In School
   School Name
   School Type
   Date Last Enrolled
   Reason Not Enrolled

Military (displays if Military checkbox is checked)
    Veteran
    Months of Active Duty
    Served in War Zone
    War Zones
    Months in War Zone
    Military Branches
    Military Service Eras
    Received Hostile/Friendly Fire
    Discharge Status
    DD214#

Income (displays if Income checkbox is checked)
   Incomes
    Income Category
    Type
    Subtype
    Date
    Amount
    Frequency
    Source
   Non-Cash Benefits
    Non-Cash Type


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    Amount
    Frequency

Service (displays if Service checkbox is checked)
    CAA
    Ctg
    Typ
    Pgm (Subtype)
    Service Description
    Date Amount
    Units
    Client Fee
    County
    Sub-Agency
    HH ID
    Emergency

Program (displays if Program checkbox is checked)
    CAA
    Program Type
    Entry Date
    Exit Date
    FIPS
    Homeless
    APR
    HH ID
    Sub-Agency
    Reason for Leaving
    Destination
    Tenure
    Subsidy

Financial Assistance (displays if Financial Assistance checkbox is checked)
    CAA
    Financial Assistance Type
    Start Date
    End Date
    Months
    Amount
    County

Housing Relocation/Stabilization Services (displays if Housing Relocation/Stabilization
checkbox is checked)
    CAA


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   Housing Reloc/Stabil Type
   Start Date
   End Date
   Months
   Amount
   County




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8.7.2 HMIS201R – HMIS Demographics Report – Client Names
The sort order for the report is agency first, followed by client name, followed by client ID.
Information on the Sorting tab of the parameter form is ignored.




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8.7.3 Address Labels PDF (HMIS202R)




The criteria for selecting and sorting clients when printing mailing labels are the same as for the
main Demographics Report. However, the list of clients is further limited by the fact that not all
clients have addresses. Specifically, each client must have a Mailing or a Physical address.

Fields:
     Name (First Name, Middle Name, Last Name)
     Address Line 1
     Address Line 2
     City-State-Zip

Mailing address is displayed if the client has one. Or, if the client has a physical address and no
mailing address, the physical address is displayed. If the client has neither a mailing address nor
a physical address, the client is not displayed.




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If no clients match the selected criteria, a message stating that fact is displayed. Note that address
information comes from the Secure Info screen. If you cannot see the client‘s address
information on the Secure Info screen, you won‘t be able to see it in the Address Labels report.




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8.7.4 Client Demographics Counts (HMIS203R)




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The Counts report is divided into sections, grouping related counts, as in the Gender section.




At the left of the section are the agencies who were selected in the parameter screen and who
have clients matching the criteria selected in the screen – each row to the right of the agency
shows counts of clients related to that agency. When the report is for multiple agencies, it also
includes a total row at the bottom. When the report is for a single agency, the total is not
displayed.




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The first column to the right of the agency is a count of clients associated with the agency and
who fit the criteria selected in the screen.

In the Military sections, the first column to the right of the agency is a count of clients who are
Veterans (i.e., the Veteran field in the HMIS Clients screen is set to Yes). To the right of the
client/veteran total count column are characteristics or categories of data related to the section.
For example, the Gender section has three categories: Male, Female, Unknown (which could also
mean the field was left blank in the HMIS Clients screen).




In the Time Served in War Zone section above, the categories are logical breakdowns of time
spent. The Time Served field in the HMIS Clients screen is based on months. It would be
unrealistic to create a separate column for every possible number of months, so the months are
grouped by years. If the field in the HMIS Clients screen is 12 or fewer months, the client is
counted in the ―Up to 1 year‖ category. Next to the count of clients who fit the category is a
percentage value. This represents the count of clients who fit the category divided by the total
number of clients/veterans (listed at left), and converted to a percent.




The age categories are based on the age of the client on the day the report is run. Ages are
calculated in essentially the same way that they are calculated in ―real life‖. That is, as of a
particular birthday, you are the age you turn on that birthday and remain that age until the next
birthday. If you turn 30 on 7/1/2008, you are 30 until 7/1/2009. On 6/30/2009, the day before
your birthday, you are still 30.


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If the birth year is known but the month and day are not known, the client‘s age is calculated as
of January 1 of their birth year. If the month and year are known, but the day is not, the age is
calculated as of the first day of the month in that year. If the year is not known, the user is asked
to make a determination of whether or not the client is an adult as shown by the Adult checkbox
on the HMIS Clients screen.

For that reason, as shown above, the Age categories include two Age Unknown categories – one
for Adults and one for non-Adults.

The following list shows the sections of the report and the counts that are shown for each section.
For example, in the Gender section, there are three counts, showing the number of clients who fit
the selection criteria and who are male or female or whose gender is unknown (or blank).

The sections are further grouped by how they print – that is, when the checkboxes in the Print
Report Information section are checked. For example, if the Clients checkbox is checked,
sections on gender, age, ethnicity, race, etc., are printed. If the Clients checkbox is not checked,
those sections are not printed.

The print groups are indicated by being the leftmost and then by being bolded and underlined.
The sections are indicated by the blue arrow bullet and are indented from the print groups that
control them. The count categories are indicated by the round circle bullet and are indented from
the section they print in, as shown here:

Print Group
    Section
       o Count Category

Demographics (displays if Clients checkbox is checked)
   Gender
     o Male
     o Female
     o Unknown
   Age
     o 0-5 Years
     o 6-11 Years
     o 12-17 Years
     o 18-23 Years
     o 24-44 Years
     o 45-54 Years
     o 55-69 Years
     o Over 70 Years
     o Age Unknown – Adult
     o Age Unknown – Not Adult


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 Ethnicity
  o Not Hispanic/Latino
  o Hispanic/Latino
  o Unknown Ethnicity
 Race
  o White
  o Black/African-American
  o Native American
  o Asian
  o Native Hawaiian/Pacific Islander
  o Multi-Race
  o Unknown
 Disability
  o Disability
  o No Disability
  o Pending Disability
  o Unknown Disability
  o Physical Disability
  o Developmental Disability
  o Mental Health Disability
  o Mental Health Disability Expected Long Duration
 Demographics
  o Chronically Homeless
  o Substance Abuse: Alcohol
  o Substance Abuse: Drugs
  o Substance Abuse: Dual Diagnosis
  o Substance Abuse Expected Long Duration
  o Registered Offender
  o SSI
  o SSI Appeal
  o In School
  o Child In School
  o Veteran
 General Health
  o Excellent
  o Very Good
  o Good
  o Fair
  o Poor
  o Don‘t Know
 Tribal and Reservation
  o Enrolled
  o Blackfeet Reservation
  o Crow Reservation


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     o Flathead Reservation
     o Fort Belknap Reservation
     o Fort Peck Reservation
     o Northern Cheyenne Reservation
     o Rocky Boy Reservation
     o Other Reservation
    Prior Residence
     o Emergency Shelter
     o Transitional Housing
     o Permanent Housing
     o Psychiatric Facility
     o Substance Abuse Treatment/Detox
     o Hospital
     o Jail, Prison or Juvenile Detention
     o Rented Room, Apartment, House
     o Owned Apartment or House
     o Stayed/Lived with Family
     o Stayed/Lived with Friend
     o Hotel/Motel Paid with ES Voucher
     o Foster Care
     o Place Not Meant for Habitation
     o Other
     o Don‘t Know
     o Refused
    Length of Stay at Prior Residence
     o One Week or Less
     o More Than a Week, Less than a Month
     o One to Three Months
     o More Than 3 Months, Less Than a Year
     o One Year or Longer

Employment/Education (displays if Employment/Education checkbox is checked)
   Education
     o No Schooling
     o Nursery School to 4th Grade
     o 5th-6th Grade
     o 7th-8th Grade
     o 9th Grade
     o 10th Grade
     o 11th Grade
     o 12th Grade
     o High School
     o GED
     o Post-Secondary


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     o Unknown
    Degrees
     o VoTech/Apprentice Certificate
     o Associate Degree
     o Bachelor‘s Degree
     o Master‘s Degree
     o Doctorate
     o Other Graduate/Professional Degree
    Child In School
     o School Type – Public
     o School Type – Private
     o School Type – Home
     o Last Enrolled a year or more ago
     o Last enrolled 6 mos. up to 1 year ago
     o Last enrolled less than 6 mos. Ago
    Child Not Enrolled in School Reason
     o None
     o Residency Requirements
     o Availability of School Records
     o Birth Certificates
     o Legal Guardian Requirements
     o Transportation
     o Lack of Available Preschool Program
     o Immunization Requirements
     o Physical Examination Records
     o Other
    Employment
     o Employed
     o Permanent
     o Temporary
     o Seasonal
     o Unknown
     o Looking for Work
     o Worked Last Week 0-20 hours
     o Worked Last Week 21-40 hours
     o Worked Last Week More than 40 hours
     o Worked Last Week Unknown

Military (displays if Military checkbox is checked)
    Military Branch
       o Army
       o Air Force
       o Navy
       o Marines


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    o Other
    o Multiple
    o Unknown
   Military Active Duty
    o Up to 1 year
    o More than 1 year, up to 2 years
    o More than 2 years, up to 3 years
    o More than 4 years
    o Unknown
   Military Service Era
    o Persian Gulf: 08/1991 - Present
    o Post Vietnam: 05/1975 – 07-1991
    o Vietnam: 08/1964 – 04/1975
    o Between Korea/Vietnam: 02/1955 – 07/1964
    o Korean War: 06/1950 – 01/1955
    o Between WWII/Korea: 08/1947 – 05/1950
    o WWII: 09/1940 – 07/1947
    o Between WWI/WWII: 12/1918 – 08/1940
    o WWI: 04/1917 – 11/1918
    o Multiple
    o Unknown
   War Zone Info
    o Served in War Zone
    o Received Hostile or Friendly Fire
   War Zones
    o Europe
    o North Africa
    o Vietnam
    o Laos and Cambodia
    o South China Sea
    o China, Burma, India
    o Korea
    o South Pacific
    o Persian Gulf
    o Other
    o Multiple
    o Unknown
   Time Served in War Zone
    o Up to 1 year
    o More than 1 year, up to 2 years
    o More than 2 years, up to 3 years
    o More than 4 years
    o Unknown
   Military Discharge Status


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      o   Honorable
      o   General
      o   Medical
      o   Bad Conduct
      o   Dishonorable
      o   Other
      o   Unknown

Income (displays if Income checkbox is checked)
    Non-Cash Benefit Amounts
      o Up to $500
      o More than $500, up to $1000
      o More than $1000, up to $5000
      o More than $5000
      o None
    Non-Cash Benefit Types
      o Food Stamps
      o Medicaid
      o Medicare
      o CHIP
      o WIC
      o Veteran‘s Admin Medical Services
      o TANF Child Care Services
      o TANF Transportation Services
      o Other TANF-Funded Services
      o Section 8, Public Housing, Rental Assistance
      o Other Source
      o Unknown
    Income Amounts
      o Up to $500
      o More than $500, up to $1000
      o More than $1000, up to $5000
      o More than $5000
      o None
    Income Types
      o Earned Income
      o Unemployment Insurance
      o SSI
      o SSDI
      o Veteran‘s Disability Payment
      o Private Disability Insurance
      o Workers‘ Compensation
      o TANF
      o General Assistance


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       o   Social Security Retirement Income
       o   Veteran‘s Pension
       o   Pension from a Former Job
       o   Child Support
       o   Alimony or Other Spousal Support
       o   Other Source
       o   No Financial Resources
       o   Unknown

Services (displays if Service checkbox is checked)
    Emergency Service
       o Yes
       o No
       o Unknown
    Service Category
       o Employment
       o Education
       o Income Management
       o Housing/Homeless
       o Energy
       o Nutrition/Food
       o Linkages with other Programs
       o Self-Sufficiency/Child Care
       o Health/Medical
       o Other
       o Emergency

Programs (displays if Program checkbox is checked)
    Program Types
      o Clients with non-exited programs
      o Clients with exited programs
      o Clients with no programs
      o Emergency Shelter
      o Transitional Housing
      o Permanent Supportive Housing
      o Street Outreach
      o Homeless Prevention
      o Services only
      o Other
    Reason for Leaving Program
      o Left for Housing Opportunity
      o Completed Program
      o Non-Payment of Rent/Occupancy Charge
      o Non-compliance with Project


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     o Criminal Activity/Property Destruction/Violence
     o Reached Maximum Time Allowed
     o Needs Could Not Be Met By Project
     o Disagreement with Rules/Persons
     o Death
     o Unknown/Disappeared
     o Other
    Destination
     o Emergency Shelter
     o Transitional Housing
     o Permanent Housing
     o Psychiatric Facility
     o Substance Abuse Treatment or Detox
     o Hospital
     o Jail, Prison or Juvenile Detention
     o Rent Room, Apartment, House
     o Own Apartment or House
     o Staying/Living with Family
     o Staying/Living with Friend
     o Hotel/Motel Paid with ES Voucher
     o Foster Care
     o Place Not Meant for Habitation
     o Other
     o Don‘t Know
     o Refused
    Destination Subsidy
     o None
     o Public Housing
     o Section 8
     o S+C
     o HOME Program
     o HOPWA Program
     o Other Housing Subsidy
     o Don‘t Know
     o Refused
    Destination Tenure
     o Permanent
     o Transitional
     o Don‘t Know
     o Refused

Financial Assistance (displays if Financial Assistance checkbox is checked)
    Service Category
      o Short-Term Rental Assistance


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       o   Medium-Term Rental Assistance
       o   Rental Assistance – Arrears
       o   Security Deposits
       o   Utility Deposits
       o   Utility Payments – Regular
       o   Utility Payments – Arrears
       o   Moving Cost Assistance
       o   Motel/Hotel Vouchers
       o   Multiple

Housing Reloc/Stabilization (displays if Housing Reloc/Stabilization checkbox is checked)
   Service Category
      o Case Management
      o Outreach and Engagement
      o Housing Search and Placement
      o Legal Services
      o Credit Repair
      o Multiple

For some items, the client is counted only if the value is true or Yes. These are generally
represented in the application by checkboxes. For example, the Enrolled (Tribal Member) count
is a count of clients who fit the criteria selected on the parameter form and the Enrolled Tribal
Member checkbox is checked on the Optional Demog tab of the Client screen. Similarly, for
clients with unknown age, they are counted in the Adult category if they fit the criteria selected
on the parameter form and the Adult Indicator on the Demographics tab of the Client screen is
set to Yes.

The following are the sections, and items in each, that show counts of clients where, in the HMIS
Client screen, the checkbox was checked or the item was set to Yes.

    Demographics
         o Adult
         o Registered Offender
         o SSI
         o SSI Appeal
    Tribal and Reservation
         o Enrolled

No secure information is displayed on this report, so that if the Secure Info checkbox in the Print
Report Information section of the first tab is checked and the user attempts to run the Counts
report, the checkbox is cleared.

If any other checkboxes are checked, the following message will display and the report will run
as normal:


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If no other checkboxes are checked (the Secure Info is the only checkbox checked), the
following message will display and the report will be canceled:




If no checkboxes in the Print Report Information section on the first tab are checked, the
following message displays and the report is canceled:




If no clients fit the criteria selected on the form, ―No Clients Fit the Selected Criteria‖ is printed
below the header on the first page of the report.




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Whether or not clients fit the criteria, the selected criteria are listed on the last two pages of the
report.

The report ends with the following explanation section:

―The criteria above are used to determine which clients to count for the report. Only clients
whose information matches the criteria will be counted.

―The Secure Info criteria are used to determine which clients to count, but no statistics of Secure
Info values are included in the report, for privacy reasons.

―If an agency has no clients that match the criteria above, the agency will not display in the
report. However, if the agency does have clients that match the criteria, the agency will display
even if there are no clients that match a specific category in the report (i.e., the report will
display 0 for the counts).‖

8.8 HMIS CLIENT INTAKE REPORT (HMIS070F)

This parameter form allows users to generate blank Client Intake Reports (HMIS070R). Client
Intake Report can be accessed through the Reports submenu on the HMIS main menu.




To generate a report, choose the Client ID, Household ID, or Blank Form radio button. Enter a
Client ID or Household ID if needed. Select the sections you want included in the report and run
the report.




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The following table describes what sections of the report each checkbox will display.

   Select/Deselect All                        Checkbox will check all boxes except the
                                              Reference Table checkbox.
   Select/Deselect HPRP                       Checkbox will check all boxes associated with
                                              HPRP. These include: client demographics,
                                              universal data elements (entry), income and
                                              sources, non-cash benefits, special needs,
                                              financial assistance, household relocation and
                                              stabilization, and universal data elements
                                              (exit).
   Client Demographics                        Report will contain the name, suffix, ssn,
                                              relationship, birthdate, age, gender, Hispanic,
                                              race, veteran, disabled, last zip, and last zip
                                              description sections.



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   Universal Data Elements (entry)            Report will contain the program entry date,
                                              prior type of residence, prior length of stay,
                                              and housing status sections.
   Address and Phone                          Report will contain the address and phone
                                              sections.
   Income and Sources                         Report will contain the income and sources
                                              section.
   Non-Cash Benefits                          Report will contain the non-cash benefits
                                              section.
   Special Needs                              Report will contain the physical disability,
                                              developmental disability, chronic health,
                                              mental health, substance abuse, HIV/AIDS,
                                              and domestic violence sections.
   Other Demographics                         Report will contain employment, general
                                              health, and pregnancy sections.
   Adult Education                            Report will contain the adult education section.
   Child Education                            Report will contain the child education section.
   Military                                   Report will contain the military section
   Services                                   Report will contain the services provided
                                              section.
   Financial Assistance                       Report will contain the financial assistance
                                              section.
   Household Relocation and Stabilization     Report will contain the housing relocation and
                                              stabilization services provided section.
   Universal Data Elements (exit)             Report will contain the program exit date,
                                              destination, destination tenure, destination
                                              subsidy, and reason for leaving sections.
   Reference Table                            Reference tables used to fill out report will be
                                              attached to the end of the report.

An error message is displayed if a user chooses the Client ID search, but does not enter an ID.




An error message is displayed if a user chooses the Household ID search, but does not enter an
ID.


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An error message is displayed if a user tries to run the report with no report sections selected.




An error message is displayed if you try to run the report for a client that does not exist in HMIS
or that belongs to an agency your agency doesn‘t share with.




An error message is displayed if you try to run the report for a household that does not exist in
HMIS or that belongs to an agency your agency doesn‘t share with.




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An error message is displayed if you try to run the report for a household that does not have any
members or all of its members belong to an agency your agency doesn‘t share with.




8.8.1 HMIS070R Client Intake Report
The following screen shots were generated with the ―Select/Deselect All‖ checkbox checked and
the Blank Form radio button selected.




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The following screen shots were generated with the ―Reference Tables‖ checkbox checked.




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8.9 HMIS GENERAL REPORTS (HMIS120F)

This parameter form allows users with the HMIS_REPORT role to run various reports, including
the Single-Night Counts and Data Quality reports.

8.9.1 Single-Night Counts (HMIS120R)
To run the Single-Night Counts report, select a date from the dropdown and press the Run
Report button.




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The dropdown contains a list of dates that correspond to the single-night count dates from the
AHAR. The earliest date of the list is in 1980, in order to ensure that all program entry dates
available in HMIS are included. The last date of the list is the date of the most recent single-night
count. For example, on 2/3/2010, the most recent date is 1/27/2010. Note that the single-night
counts are for the last Wednesday in the months of January, April, July, and October.

The report displays by agency counts of households or clients as follows:

Households:
    Number without Children
    Number with Children

Clients:
     Total Number
     Number of Adults and Unaccompanied Youth


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   Number of Unaccompanied Youth
   Number of Chronically Homeless
   Number with Mental Health Problems
   Number with Substance Abuse Problems
   Number of Veterans
   Number with HIV/AIDS
   Number of Victims of Domestic Violence




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8.9.2 Data Quality Report (HMIS130R)
To run the Data Quality Report, enter a start date and end date for the report, then press the Run
Report button.

The report shows a count of client records by agency and worker, as well as the percentage of
those records that contain each of the Universal Data Elements (see the section on the AHAR
report).

Client records are selected if they were in a program during the reporting period. That is, they
entered a program prior to the end date of the reporting period, and they didn‘t exit or they exited
after the start date of the period.




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8.9.3 Data Quality Summary Report (HMIS135R)
To run the Data Quality Summary Report, enter a start date and end date for the report, then
press the Run Summary button.

The report shows a count of client records by agency, as well as the percentage of those records
that contain each of the Universal Data Elements (see the section on the AHAR report).

Client records are selected if they were in a program during the reporting period. That is, they
entered a program prior to the end date of the reporting period, and they didn‘t exit or they exited
after the start date of the period.




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8.10 HMIS APR REPORT (HMIS160F)

This parameter form allows users with the HMIS_REPORT role to run the HMIS APR Report
(HMIS050R) and the HMIS APR Details Report (HMIS060R, HMIS061R). See sections 8.2,
8.3, and 8.4 above for detailed descriptions of the reports.

APR Reports can be accessed though the Reports submenu on the HMIS main menu.




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The button next to the APR ID field opens an LOV to help users find an APR ID. The LOV list
is filtered by values entered in the APR ID, Agency Name, and Sub-Agency fields. Columns in
the LOV are APR ID, Agency Name, Sub-Agency, Begin Date and End Date. APR ID is listed
first.

Similarly, the button next to Agency Name opens an LOV. The same columns are displayed,
except that Agency Name is listed first and APR ID second.

The button next to Sub-Agency opens an LOV with the same columns, but Sub-Agency is listed
first.

8.10.1 Run APR Report (HMIS050R)
To run the APR Report, you must provide an APR ID. This can be done using the LOV or by
entering it manually. Then select the Run APR Report button. See Section 8.2 for details.



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8.10.2 Run APR Details (HMIS060R)
To run the APR Details Report, you must provide an APR ID. This can be done using a LOV or
entered manually. Select the report sections you would like displayed. Select the Display Client
Names if desired and click the Run APR Details button. See Section 8.3 for details.

8.10.3 Run APR Details with Names (HMIS061R)
To run the APR Details with Names Report, you must provide an APR ID. This can be done
using the LOV or by entering it manually. Select the report sections you would like displayed.
Select the Display Client Names if desired and click the Run APR Details button. See Section
8.4 for details.


8.11 HMIS VETERAN MAINTENANCE REPORT (HMIS500R)

When the report is run, it displays clients who are veterans and under the age of 18 or clients
without a date of birth that are not adults.

To run the report, select an agency using the LOV in the parameter form, then click the Run
Report button. Clients from the logged-on user‘s agency and agencies that share information
with the user‘s agency will be displayed if their veteran status is ―Yes‖ (on the Demographics tab
of the Client screen) and their age is less than 18 on the date the report is run.




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The following is a screenshot of the report.




The following fields are displayed in this report:

    Client ID is the unique, system-generated identifier for a client.
    Last Name is the client‘s last name.
    First Name is the client‘s first name.
    Middle Name is the client‘s middle name.
    SSN is the client‘s SSN.
    Age is the client‘s age on the date the report was run.
    Adult indicates whether the child is an adult, when age cannot be calculated (i.e.,
     birthdate is blank)
    Last Modified By is the logon id of the worker who created or last modified the client.




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9. APPENDIX A - GLOSSARY OF TERMS AND ACRONYMS

9.1 TERMS

Boilerplate—label (text) that is displayed next to an object on a form, describing its meaning or
       function.
Block—a grouping of related information on a form, sometimes enclosed by a line. In general,
       when tabs are used, each tab corresponds to a block. Behind the scenes, a block
       corresponds closely to a table in the database.
Bubble help—a popup hint which is displayed next to an item (usually a button on the toolbar)
       when the mouse pointer is held over the item for a second.
Button—an item on a form which, when clicked on with the mouse, appears to depress (like a
       button). Pressing a button usually causes something to happen, even if behind the scenes.
       Buttons come in two basic varieties: text and iconic. To describe its functionality, a text
       button has a label, while an iconic button has a small picture (icon).
Dialog box—a small window that appears as the result of a command or event (such as pressing
       a button). Usually, dialog boxes expect some sort of input from the user and must be
       explicitly closed before returning to the application.
Focus—an item has focus when it has the ―attention‖ of the application. An item is given focus
       when the user navigates to it or clicks on it with the mouse.
Form—the contents of a screen. May not be completely displayed on the screen. Scrollbars may
       be needed to view portions of the form, which are off the screen. The name ―form‖ comes
       from an analogy between online data entry and the use of paper forms to gather the same
       information.
Hints—a phrase or sentence describing an item, which currently has focus. Hints are displayed
       on the status bar (footer) or (in the case of the toolbar) as bubble help.
Icon—a small picture which is used as an alternative to a textual label, usually on buttons. That
       is, the picture is used to represent some sort of functionality or message, which the user
       should be able to deduce from the picture. For example, the Print button has an icon of a
       printer. Icons are not specific to HMIS or to Oracle but are commonly used on
       computers. Applications are represented by icons on your computer desktop or in folders.
Interface—the means by which the computer interacts with the user; specifically, the
       appearance of the interface. Windows uses GUI (Graphical User Interface) which has
       elements like buttons and text items which appear to be three-dimensional and are
       accessed using the mouse.
Master/Detail—describes the relationship between two blocks of information on a form. For
       example, a client may have many phone numbers. The block that describes the client is
       the master. The block that describes the phone numbers is the parent. Master/Detail
       relationships may have several ―generations‖ in sequence. For example, a client (master)
       may belong to several households (detail) and each household (master) may have several
       members (detail).
Module—a synonym for a file, one of the components of an application. Each form in an
       application is a separate module. So is the menu. A third kind of module is called a



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       library, which is a collection of procedures and functions (pieces of code) that are used by
       the other modules.
Pop-up box—another name for a dialog box.
Pull-down menu—so called because it resembled a window shade, which is pulled down from a
       higher-level menu. Pull-down menus are accessed by using the mouse to click on the
       higher-level menu item which causes a submenu to appear. The submenu is ―attached‖ to
       the higher-level item, like a window shade to a roller.
Text items—an object on a form that displays text. These are the objects most commonly used
       for data entry. In the CDS application, text items which can be modified (are editable)
       have a white background. Text items which cannot be modified (are not editable) have a
       grey background.
Toolbar—a grouping of iconic buttons to access commonly used functions in an application.




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10. APPENDIX B - SHOW FUNCTION KEYS

The following table describes special function keys available in an application. Not all keys
listed are available at all times.

                Function                              Key
                Clear Block                           Shift+F5
                Clear Field                           Ctrl+U
                Clear Record                          Shift+F4
                Save (Commit)                         F10
                Save (Commit)                         Ctrl+S
                Count Query Hits                      Shift+F2
                Delete Record                         Shift+F6
                Display Error                         Shift+F1
                Duplicate Item                        F3
                Duplicate Record                      F4
                Enter Query                           F7
                Execute Query                         F8
                Exit                                  Ctrl+Q
                Insert Record                         F6
                Next Block                            Ctrl+Page Down
                Next Field                            Tab
                Next Record                           Shift+Down
                Next Set of Records                   Shift+Ctrl+Page Down
                Previous Block                        Ctrl+Page Up
                Previous Item                         Shift+Tab
                Previous Record                       Shift+Up
                Print                                 Shift+F8
                Scroll Down                           Page Down
                Scroll Up                             Page Up
                Show Keys                             Ctrl+F1




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11. APPENDIX C – MENU TABLE

The first column of the following table lists the menu and submenu items. The second column
enumerates keyboard or button shortcuts to the same function. The third column is a brief
description of the function performed by the item or its shortcuts. In some cases
(Record/Previous, for example), the shortcuts have variable functions related to the submenu
item. These are detailed in the Description column.




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11.1 ACTION PULL-DOWN MENU




Menu Item                  Shortcuts      Description
Action                     Alt+A          Action pull-down menu.
  Clear All                Alt+A C        Used to clear all the information on the current
                           Shift+F7       screen (including tabs) and reset the entire
                                          screen. If you have changed any information
                                          on the screen, the system will ask you if you
                                          want to save your changes.
  Save                     Alt+A S        Used to save the information you have entered
                                          on the current form.
  Print Screen             Alt+A P        Used to print the current form.
                           Shift+F8

  Modify Oracle Password   Alt+A M        Allows a user to change his or her Oracle login
                                          password.
  Exit                     Alt+A E        Used to leave the current screen and return to
                           Ctrl+Q         the prior screen. If you are on the main screen,
                                          you will exit the system entirely. If there are
                                          current changes which have not been saved,
                                          you will be asked to save or ignore those
                                          changes. Note: If the screen is in query mode,
                                          Exit exits the query, not the form. We
                                          recommend that you not use Exit for this
                                          purpose, however. If may cause undesired
                                          results (e.g., exiting the form before you are
                                          ready). Instead, use the Query/Cancel menu
                                          function.




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11.2 GO TO…PULL-DOWN MENU




Menu Item             Shortcuts      Description
Go To…                Alt+G          Go To… pull-down menu.
  Previous Screen     Alt+G P        Go to the previous screen. (Acts as a toggle
                                     between screens.)
  Main                Alt+G M        Go to the Main Screen
  HMIS Client         Alt+G C        Go to the HMIS Client Screen

  HMIS Group Exit     Alt+G E        Go to the HMIS Group Exit Screen
  HMIS Household      Alt+G H        Go to the HMIS Household Screen

  HMIS Agency         Alt+G G        Go to the HMIS Agency Screen
  HMIS APR pre-2010   Alt+G A        Go to the HMIS APR Information Screen
  APR Code Tables     Alt+G B        Open a submenu listing forms to be used for
                                     maintaining lookup and reference tables for the
                                     APR.
  HMIS Code Tables    Alt+G I        Open a submenu listing forms to be used for
                                     maintaining lookup and reference tables.
  Table Maintenance   Alt+G T        Open a submenu listing forms to be used for
                                     maintaining lookup and reference tables.
  Cross Reference     Alt+G S        Open a submenu listing forms to be used for
                                     maintaining lookup and reference tables.




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11.3 REPORTS PULL-DOWN MENU




Menu Item                Shortcuts        Description
Print                    Alt+P            Print pull-down menu.
   Service Count             Alt+P S      Open a parameter form to run any of the nine
                                          Service Counts reports
  Program Snapshots          Alt+P P      Open a parameter form to run the program
                                          snapshot report or to build one of two snapshot
                                          files
  Demographics Report        Alt+P D      Open a parameter form to run any of three
                                          reports
  Client Intake Report       Alt+P C      Open a parameter form to run the report,
                                          including a blank Client Intake form
  General Reports            Alt+P G      Open a parameter form to run any of several
                                          reports. Accessible only to Report role.
  APR Reports                Alt+P A      Open a parameter form to run any of the three
                                          APR reports (APR, Details, Details with
                                          Names). Accessible only to Report role.




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11.4 EDIT PULL-DOWN MENU




Menu Item              Shortcuts       Description
Edit                   Alt+E           Edit pull-down menu.
  Cut                  Alt+E T or      Used to copy selected (highlighted) text onto
                       Ctrl+X          the Windows Clipboard, removing it from its
                                       original location.
  Copy                 Alt+E C or      Used to copy selected (highlighted) text onto
                       Ctrl+C          the Windows Clipboard, leaving it intact in its
                                       original location.
  Paste                Alt+E P or      Used to paste something (which has been cut
                       Ctrl+V          or copied onto the Windows Clipboard) to the
                                       current cursor location.
  Edit                 Alt+E E or      Used to bring up a pop-up window to edit a
                       Ctrl+E or       text field.




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11.5 BLOCK PULL-DOWN MENU




Menu Item              Shortcuts           Description
Block                  Alt+B               Block pull-down menu.
   Previous            Alt+B P             Used to move the cursor to the previous
                       Ctrl+Page Up        enterable block.
  Next                 Alt+B N             Used to move the cursor to the next enterable
                       Ctrl+Page Down      block.
  Clear                Alt+B C             Used to clear the currently displayed block.
                       Shift+F5




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11.6 FIELD PULL-DOWN MENU




Menu Item              Shortcuts      Description
Field                  Alt+F          Field pull-down menu.
   Previous            Alt+F P        Used to move the cursor to the previous
                       Shift+Tab      enterable field within the current block.
  Next                 Alt+F N        Used to move the cursor to the next enterable
                       Tab            field within the current block.
  Clear                Alt+F C        Used to clear the displayed information in the
                       Ctrl+U         current field. Although the information is
                                      removed from the screen, it is not removed
                                      from the database until the changes are saved.
  Duplicate            Alt+F D        Used to copy the contents of the same column
                       F3             in the previous row (within a list of records)
                                      into the current field.




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11.7 RECORD PULL-DOWN MENU




Menu Item              Shortcuts         Description
Record                 Alt+R             Record pull-down menu.
  Previous             Alt+R P           Used to navigate to the previous record (or set
                                         of records).
                       Up                Up from any field in a record navigates to the
                                         same field in the previous record.
                       Shift+Up          Shift + Up from any field in a record navigates
                                         to the first field in the previous record.
  Next                 Alt+R N           Used to navigate to the next record (or set).

                       Down              Down from any field in a record navigates to
                                         the same field in the next record.
                       Shift+Down        Shift + Down from any field in a record
                                         navigates to the first field in the next record.
  Scroll Up            Alt+R U           Used to scroll up a list of records.
                       Page Up
                       (Scroll Bar)
  Scroll Down          Alt+R C           Used to scroll down a list of records.
                       Page Down
                       (Scroll Bar)
  Clear                Alt+R C           Used to clear the displayed information in the
                       Shift+F4          current record. This does not remove the
                                         information from the database.
  Remove               Alt+R R           Used to delete the current record from the
                       Shift+F6          screen as well as from the database. This does
                                         not remove the information from the database
                                         until the changes are saved.
  Insert               Alt+R I           Used to create a new record on the screen as
                       F6                well as in the database. This does not save the
                                         information to the database until the changes
                                         are saved.


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Menu Item              Shortcuts      Description
  Duplicate            Alt+R D        Used to copy the contents of the previous
                       F4             record into the currently selected record in a
                                      list of records. Note: It does not insert or
                                      created a new records, but will overwrite the
                                      contents of the current record.




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11.8 QUERY PULL-DOWN MENU




Menu Item               Shortcuts      Description
Query                   Alt+Q          Query pull-down menu.
  Enter                 Alt+Q E        Used to indicate that the entry of information
                        F7             into the record fields will be used to query the
                                       database. This toggled mode is concluded
                                       when either the Execute Query or Cancel
                                       Query option is selected.
  Execute               Alt+Q X        After the search a criterion has been entered,
                        F8             this is used to initiate or execute the query,
                                       which will then return the results of that query,
                                       if any.
  Last Criteria         Alt+Q L        Used to query using the same search criteria as
                                       entered the previous time during the same
                                       session.
  Cancel                Alt+Q C        Used to exit from the query mode.
                        Ctrl+Q
  Count Hits            Alt+Q H        Used to return a count of the records that
                        Shift+F2       match the search criteria (pops up a message
                                       window).




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11.9 HELP PULL-DOWN MENU




Menu Item                   Shortcuts           Description
Help                        Alt+H               Help pull-down menu.
  Show Keys                 Alt+H S             Displays a list of keyboard shortcuts which
                            Ctrl+F1             performs functions. See Section 13, Appendix
                                                B – Show Function Keys for the list of
                                                functions and associated shortcuts. Not all
                                                functions are available at all times.
   List                     Alt+H L             Displays a List of Values (LOV), if one has
                            F9                  been defined for the current field. The LOV
                                                may be used to search for and select a desired
                                                value.
   Display Error            Alt+H E             Provides additional information about an error,
                            Shift+F1            for use when describing a problem to the
                                                system support staff.
   About                    Alt+H A             Displays information about the system (name,
                                                copyrights, version number, etc.).


11.10 MENU HIERARCHY AND SHORTCUT LIST

Listed below are the shortcut letters for the menu items – press the Alt key plus the letter to
access the item. To access submenu items, hold the Alt key down while typing the letters that
lead to the item. For example, to access the General Health Code maintenance form, press and
hold the Alt key, then type in succession g-i-a-g – for Go To…/HMIS Code Tables/A-M/General
Health Code.

a – Action
    c – Clear All
    s – Save
    p – Print Screen
    m – Modify Oracle Password
    e – Exit
g – Go To…
    p – Previous Screen
    m – Main
    c – HMIS Client


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e – HMIS Group Exit
h – HMIS Household
g – HMIS Agency
a – HMIS APR
b – APR Code Tables
    c – Activity Cost Type
    a – Activity Type
    g – Age Type
    m – Cash Match Type
    d – Destination Code
    i – Income Code
    l – Length of Stay in Program
    b – Monthly Income Brackets
    p – Prior Living Situation
    r – Section 8 Moderate Rehabilitation
    s – Shelter + Care
    n – Special Need Type
    h – Supportive Housing Program
    t – Supportive Service Type
i – HMIS Code Tables
    a – A-M
         c – Child School Type
         d – Degree Code
         e – Destination Code
         s – Destination Subsidy
         t – Destination Tenure
         h – Discharge Status
         v – Domestic Violence
         j – Employment (Job) Type Code
         g – General Health Code
         i – Income Type
         a – Last Grade Completed
         n – Length of Stay
         b – Military Branch
         m – Military Service Era
    n – N-Z
         b – Non-Cash Benefit
         l – Prior Living Situation
         p – Program Type
         r – Reason for Leaving
         e – School Not Enrolled Reason
         s – Service Type
         d – SSN Description Code
         a – Substance Abuse Code


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             t – Tribe
             w – War Zone
             z – Zip Code Quality
        p – Program Descriptor
             c – Site Config Types
             s – Site Types
             h – Housing Types
             d – Household Types
             t – Bed Types
             v – Bed Availability Types
             a – Target Pop A Types
             b – Target Pop B Types
             m – Tracking Methods
    t – Table Maintenance
        m – Messages
        p – Poverty Level
        l – Program List
        r – Reference Codes
        c – Referral Code
        w – Workers
    s – Cross Reference
        a – Activity Cost Type
        d – Destination
        i – Income
        l – Prior Living Situation
        p – Program
    r – AHAR
    u – AHAR Community
    l – HMIS Roles
        d – HMIS Database Roles
        w – HMIS Worker Roles
p – Reports
    s – Service Counts
    p – Program Snapshots
    d – Demographics Reports
    c – Client Intake Report
    g – General Reports
    a – APR Reports
    v – Veteran Maintenance
    m – MHSP Report
e – Edit
    t – Cut
    c – Copy
    p – Paste


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    e – Edit
b – Block
    p – Previous
    n – Next
    c – Clear
f – Field
    p – Previous
    n – Next
    c – Clear
    d – Duplicate
r – Record
    p – Previous
    n – Next
    u – Scroll Up
    s – Scroll Down
    c – Clear
    r – Remove
    i – Insert
    d – Duplicate
q – Query
    e – Enter
    x – Exit
    l – Last Criteria
    c – Cancel
    h – Count Hits
h – Help
    s – Show Keys
    l – List
    e – Display Error
    a – About




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