Transcript United Way Reporting

United Way Reporting
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Overview of reports
 Summary reports are used to obtain data to
submit through the United Way Annual Report
process
─ United Way has a separate system to submit annual
counts and other required information.
─ You will receive information from the United Way
separately about this
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Overview of reports
 Reports are also important for two other reasons
1. United Way receives a separate report from Wilder
of all data elements required in HMIS
2. Information on clients you serve can be useful to
your agency for program evaluation and planning
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United Way Program Areas and Reports
1. Supportive Housing for Homeless Families
2. Market Rate Re-Housing for Homeless
Families
3. Supportive Housing for Single Homeless Youth
4. Market Rate Rehousing & Employment
Services Single Adults
5. Shelter Programs for Homeless Youth
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Income reports
 Income information is on a separate report
─ Information for the United Way Annual Report
process is only required for Supportive Housing for
Families Programs.
─ Other programs should confirm their data is correct
for information Wilder provides to the United Way.
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Summary and Data Check reports
 Use them together to verify data is complete and
correct
─ Data quality reports provide client level detail to make
sure all clients are included and the right information
is recorded on their record. Run these first.
─ Counting reports can give you an overview of data.
Does it look right for your program?
─ Both program and data entry staff should review
reports (if they aren’t the same people).
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Running Reports in ART
 ART=Advanced Reporting Tool
 Data uploads overnight from ServicePoint. You
must wait one day after entering data to run
reports.
 Completing prompts correctly is important in
getting report to run
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ART report details
 United Way data check and counting reports are
stored in their own folder
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Navigating ART

Click on arrows to open folder

Click on magnifying glass to run report

Click View Report to get to next step;
entering prompts
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Prompt box
 Entering prompt information correctly is key
 EDA provider: Skip this item
 Start date: January 1st 2012
 End date: One day after the end of the report
period. For United Way =January 1st 2013.
 Effective date: Day you are running the report
 Provider: Select program for your report. Use
arrow to move to right side.
 Press Run Query to run the report
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Viewing Report
 ART shows a partial view of the report on the
screen
 For better viewing, save the report to your
computer Upper left corner “Document” button
─ Select “Save to My Computer As”
─ Will have option of PDF or Xcel

Save as PDF for counting reports

Data Check reports are best saved as Excel
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Counting Report Details
 Reports have similar tab structures:
1. Household Counts
2. Entry Data for Head of Household
3. All Clients-Demographics
4. Geographic Location (for family programs)
5. Outcomes
6. Outcomes (detail)
7. Report Info
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Counting Report Details
 Key items to include in United Way Annual
Report Submission
─ Star(*)=Demographic Information
─ Numbers=Program outcomes
 United Way will provide separate instructions for
their reporting process
 Additional required report items will be provided
to United Way by Wilder for further analysis
─ Items without star or number are still important
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Report design
 Many data only required for heads of household
 If counts seem off, review data check reports to
make sure data is recorded correctly
 Children should also be included on all client
demographics
─ Make sure those counts are correct as well
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Household Counts
 Information is pulled from clients who have an
entry/exit for the United Way program during the
report period
 Additional household breakout sections help you
verify the information is correct
 Some programs have demographic or outcome
items to provide to United Way on this tab
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Entry data for Head of Household
 Will be for single people if program doesn’t
serve households
 A number of key demographic questions
indicated with a * are on this tab
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Client demographics
 Includes data for all clients (including children
and significant others)
 Tab includes a number of items with a *
 Race plus Ethnicity is a combination of Primary
Race, Secondary Race, and Ethnicity
─ If Hispanic/Latino clients will only show up in this
category
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Geographic Location
 This information is presented on a separate tab
for family programs only
 All family members served with the head of
household are included in the count, even
though information is only recorded on head of
household's record
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Outcomes
 Outcomes very for each program area
 Some questions may be combined together to
report back exactly as needed for United Way
Annual Report and are numbered
 Only counts are needed, but percentages are
provided for your reference
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Outcomes, cont.
 Education, Employment, Safety and Financial
Goals
─ Any clients that have dates recorded for outcomes will
show up as meeting the goal for the year
 Stable Housing Outcomes
─ Based on “Time in Safe, Stable Housing” subassessment. Calculated for all household members
served
─ Length of time is based on calculation for days using
dates in sub-assessment
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Outcomes detail
 Shows all outcome questions and responses to
help you verify information you have recorded
on clients is correct
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Report information
 Make sure to check this tab to confirm prompt
information was correctly entered
 End date shows date selected in prompt minus
one day.
─ Information is included on the report through this date

Example: 1/1/2013 is selected in prompts. On
report end date=12/31/2012 and clients are only
included through this date
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Income
 Will be reported for all programs to United Way
 Only required in United Way Annual Report for
Supportive Housing for Families
─ Use counts from Income Change Entry to Current tab
 Income Change Entry to Exit tab
─ All programs should check for accuracy
 First tab provided for program information and to
help confirm data is correct
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Data Check reports
 Remember to use the data check reports in
combination with the counting reports to help
solve these questions:
─ Are all clients included?
─ Does the information make sense for that particular
client?
─ Who is missing information?
 Each report has a corresponding data check
report
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Additional resources
 HMIS web site includes:
─ Data entry instructions
─ Data Entry Forms
─ Client consent forms
─ Data check report instructions
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Questions
 Questions about HMIS reports or data entry
─ HMIS helpdesk: [email protected] or 651-280-2780
 Questions about United Way Annual Report
system
─ Instructions: http://bit.ly/WHnKoM
─ Contact Rachel Speck:
[email protected] or 612-3407651
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