crhmis user guide - cares, inc. · recording services 44 updating the face ... microsoft internet...

CRHMIS User Guide Step by step instructions on

how to navigate, enter, and

update data within the

CRHMIS AWARDS Database

Cares Inc

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Table of Contents

System Requirements 2

Logging Into and Out of AWARDS 4

AWARDS Structure 7

Contacting the Help Desk 11

Admission Process 14

Household Composition 32

Recording Services 44

Updating the Face Sheet 51

Discharge Process 54

Housing Information 62

Client Roster Information 69

Report Builders 75

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System Requirements

To ensure that AWARDS works correctly for you, care should be paid to meeting the

system software and hardware requirements.

Software Requirements

As of 9/21/2015

Supported Browsers

Browsers supported for use with AWARDS are listed in the table below. These are the only

browsers with which we test AWARDS. As a result, if you use a browser other than one listed

here, you may not experience AWARDS as it was intended to be used.

** IMPORTANT! Safari should not be used in "Private Browsing" mode when accessing AWARDS.

Operating Systems

Windows XP is NOT supported for use with AWARDS. Supported operating systems are noted

in the table above.

Browser Version Operating System

Microsoft Internet Explorer * 11 (final version) Windows 7, Windows 8.1

Microsoft Edge (replacing

Explorer)

Most Recent Windows 10

Google Chrome Most Recent Windows 7, Windows 8.1, Windows 10

Mac OS X

Chrome OS

Linux

Android

iOS

Mozilla Firefox Most Recent Windows 7, Windows 8.1, Windows 10

Mac OS X

Chrome OS

Linux

Android

Apple Safari ** Most Recent Mac OS X

iOS

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Plug-Ins

The attachments component of the AWARDS Messages module requires use of the Adobe

Flash browser plug-in. As a result, attachments will not work with browsers that do not

support use of Flash, such as those in iOS and Android.

Hardware Requirements

AWARDS is optimized for desktop and laptop computers with internet access and an up-to-

date Web browser; however, it can also be used with internet-connected mobile devices

like tablets (for example iPads) or smartphones. Many users successfully access and work

with their AWARDS databases via such mobile devices; however, it is important to keep in

mind that AWARDS is not mobile-optimized so your experience may vary.

Regardless of the device you choose to use, you are responsible for making sure that it is

connected to the Internet, up-to-date, and works with any external devices that you use

with AWARDS (for example, an electronic signature tool which may have its own

requirements).

Also, please keep in mind that the minimum supported screen resolution in AWARDS is

1024x768 on a seven inch screen. If you use a device with a lesser resolution or a smaller

screen, your experience may vary.

Specific care should be paid to using AWARDS in a terminal environment and with mobile devices.

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Logging Into and Out of AWARDS

In order to access and work within AWARDS it is necessary to launch an AWARDS database

session using an Internet browser (for example Internet Explorer, Firefox, or Chrome), and to

log on to the application. When you are done using AWARDS you must log out in order to

close that database session, ensuring that no one else can access your data without

logging on to AWARDS him or herself.

For added security, if, during your use of AWARDS you are inactive in the system for a

specified length of time, you will be logged out automatically. You will then need to "re-

authenticate" your login in order to resume work in the database.

Logging In

Before using AWARDS, it is necessary to launch an AWARDS database session and sign on

to the application. To do so, complete the following steps:

1. Open an Internet browser such as Internet Explorer,

Firefox, or Chrome.

2. Enter your AWARDS URL into the browser and

press <Enter>. The AWARDS Login page is displayed

The AWARDS URL is

https://cares.footholdtechnology.com

3. In the fields provided, type a valid AWARDS username

and password.

A Cares Inc. HMIS team member will issue your user

name

For the initial log in the default password of

cares1234 will be used

The default password of cares1234 will be used anytime a user’s password must be reset by a Cares

Inc. HMIS team member

4. Click Log In or press <Enter>. The AWARDS Home screen is displayed.

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Re-Authenticating a Login

At times while using AWARDS, it may be necessary for AWARDS users to "re-authenticate,"

meaning sign on to the application again. This occurs if the user is inactive in the application

for more than a set number of minutes and then clicks a button in AWARDS. During the re-

authentication process, the user is required to re-enter his or her username and

password. Once that has been done, he or she will be returned to the previous page.

Logging Out

To log out of AWARDS and exit the application, click the user name drop-down from the

navigation bar, and then click Log Out. Close your browser to complete the process of

exiting out of AWARDS.

WARNING! A user must log out in order to end the AWARDS database session. If this is not

done, others may access AWARDS from your computer without entering a password, and

your agency's user limit may be exceeded.

Password Reset Functionality

AWARDS contains Password Reset functionality that enables you to quickly and easily regain

access to the system if you forget your username and/or password.

As an AWARDS user you need to complete a few quick data entry steps to make sure you

can take advantage of this helpful tool.

Upon logging in to AWARDS for the first time with your username and default password

(cares1234) follow the prompts to change your password.

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1. After successfully changing your password follow the prompt to record your security

detail

2. Select a Security Question from the selection menu

You do not need to enter any password information at this time.

3. Type in your answer to this question in the Security Question field

4. Enter (supervisor discretion) your work or personal email in the corresponding fields

5. Click update

From now on you will be able to use the handy “forgot” links on the login page to get back on track

without having to call your CSR. When you click on one of the “forgot” links you’ll be prompted to enter

a combination of info from you Password & Security information so that AWARDS can confirm your

identity. Depending on which link you used, you’ll be sent an email with either your username, or a way

to rest your AWARDS password. If you get stuck at any point in the process, click the “Having trouble

logging in” link for assistance.

WARNING! This functionality will not work if your log in credentials have been disabled by Cares Inc.

HMIS staff due to non-compliance with any of the User Responsibilities as outlined in the CRHMIS Policies

and Procedures Manual.

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AWARDS Structure

Top Navigation Bar The top navigation bar offers access to the following features and displays throughout AWARDS.

This bar will adjust to fit the screen resolution being used, and will display smaller icons on smaller screens.

Consumer Look Up Calendar Feature Announcements from Foothold Opens User Settings

Jump Back Return to Home Page Opens User Internal Messages Print Button AWARDS Help

CONSUMER LOOKUP/SEARCH

Click the Search box to open the

Consumer Lookup options

Enter any combination of search

criteria (first and last name ect)

Click the green Search button

All agency program records that a user has permission to view are searched for the identifying

information entered, and the search results are displayed on the Client Search Results page

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This page contains a list of clients for whom all or part of the identifying information entered

on the previous page is a match.

On this page, the status of each client is listed next to his or her identifying information, and is a useful

reference for determining which programs a client has been admitted or referred to.

Click the name link of the client being searched for.

Consumers in those programs for which the user does not have access are NOT available for selection.

If the selected consumer has NOT yet been admitted to an agency program, his or her referral

record is displayed. If the consumer HAS been admitted to an agency program, the Consumer

Information page is displayed for him or her.

From this page, the key components of the consumer’s chart records can be centrally accessed,

including entitlements, employment and hospitalization records, face sheet, progress notes, and

contacts log, service plans, and charting timetable events

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CURRENT USER’S NAME

Hover over the current user name to open a drop-down

menu containing the following features:

Attendance –This takes users to the Attendance Menu

page. If Attendance is not set to display for the agency,

Work Schedules displays on this menu instead.

E-signatures –This option takes users to their Electronic

Signatures set-up page.

Password –This option takes users to the Password

Changer page.

Print – Provides the same optimal printing as the Agency

Logo in the top bar. The “Print…” option within the

browser may not result in a full print, and is not being

supported at this time.

User Settings –This option take users to the User Settings

menu page where they can select from Preferences,

Notifications and Custom Employee Groupings.

Log Out – This option exits the user from the database.

HELP

Hover over the Help area to open a drop-down menu

containing the following Features:

AWARDS Online Help – Opens the AWARDS Online Help

system in a new tab or window

Help Desk – Opens the Help Desk message template in

a new tab or window

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LEFT MENU

The menu to the left contains module buttons that direct users to the corresponding Menu

pages, for data entry and reporting

Census – Intake/Admission, Discharge, Housing, Profile,

Transfers

Charts (default view) – Employment, Entitlements, Hospital,

Incidents, Medical, Outcomes, Reception Desk. Services

Administration – Agency File Cabinet, Fiscal/Program,

FormBuilder, Human Resources (or Organization Chart), In-

House Accounts, Operations, Report Menu, Rolodex,

System Setup

Users with restricted access or those logging in from a restricted IP address will have a limited

view. If the user does not have access to any of the modules within a section, that section will

not be included on the left menu.

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Contacting the Help Desk

In the event you need submit a problem/question to the local Help Desk staff at your

agency/continuum) complete the following steps:

1. From the navigation bar, click Help, and then click Help Desk. The How Can We Help

You? page is opened in the AWARDS Messages module.

This page can also be opened from within the Messages module directly by using the "Helpdesk" link on

the left-hand side of the page.

2. In the Subject field, please type a brief description of the problem or question.

3. In the "Problem/Question Details" portion of the form, configure the available fields and

options as follows:

Description - In this text box please type a detailed description of your question or problem. When

reporting a problem, be sure to list any steps taken prior to the problem's occurrence, including

any selections made while completing the problematic task and the text of any error messages

received. That detail will enable to Help Desk to replicate your experience as closely as possible

and will speed up the investigation process.

When filling out the reporting form, keep in mind that the Help Desk is a totally secure means of

requesting assistance which allows you to include detailed information regarding client records without

breaching confidentiality.

AWARDS Module - Click this drop-down arrow and select the module regarding which you have a

question, or in which you were working when you experienced a problem. If the question/problem

applies to more than one module, or is not specific to any modules, select "Various" or "N/A,"

respectively.

Impact of Issue - Click this drop-down arrow and make a selection to indicate the effect the

problem (if applicable) is having on your use of AWARDS. This will help us better triage those items

received through the Help Desk. Available selections include: "1 - We can still work," "2 - We can

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do most things," "3 - Work stopping - we can't do anything," and "N/A" (in the instance that the item

being submitted is a question or data change request).

Number of users affected - Click this drop-down arrow and make a selection to indicate how many

users are presently impacted by the problem being reported, when applicable; otherwise, choose

"N/A."

4. If your problem or question is related to specific records or data in AWARDS, please

configure the fields and options in the "Record / Data Details" portion of the form as follows:

Data Date(s) - In this field, type the dates of any relevant records; for example, if you are having a

problem with a specific progress note or service plan, enter the note or plan date,

respectively. Likewise if you are working with a report; in such cases the report date range should

be entered here.

Consumer Name - In this field, type the name of the consumer(s) whose records you were working

with, or enter "N/A" if the question/problem is not related to individual consumer records.

5. Identify yourself and the steps you took to gather information prior to contacting the Help

Desk by configuring the fields and options in the "User Information" portion of the form as

follows:

Name/Login ID - Click this drop-down arrow and select your name. If you are a member of the

local Help Desk team and are reporting a problem for another user, please select that user's name

rather than your own.

Phone Number - In this field type your phone number, including extension when applicable. Keep

in mind that this phone number is only intended for use in communication with the local Help Desk

team, and will not be used by the Foothold Help Desk. Foothold's Help Desk team will only contact

you via AWARDS messages.

Agency - Click this drop-down arrow and select the name of the agency you work for and/or are

submitting a problem or question for.

Program - Click this drop-down arrow and select the program you work for and/or are submitting

a problem or question for. If you work with more than one program, the program you select here

should be the one related to your problem or question. If the problem is happening for more than

one program, or if your question is related to multiple programs, choose one of the "All" selections

at the bottom of the list.

Were you able to locate information about the problem/question in AWARDS Online Help? - Your

first stop before contacting the Help Desk should be AWARDS Online Help, as in many cases you

will find an answer or solution there immediately. Click this drop-down arrow and make a selection

to let us know whether you checked Online Help, and whether you found relevant information

there so that we can continue to improve that resource where possible.

6. If available, please attach screen shots or files related to your problem or question in the

"Attachments" portion of the form.

7. Click SEND MESSAGE. If you are an end user, the message is sent to all members of your

agency's/continuum's local Help Desk team, and any of those individuals (listed above the

Subject field on the reporting form) may review your submission and respond to you.

8. Periodically check your AWARDS Messages module inbox for a response to your problem

report or question. When a response is received, review it carefully. In the event that the

Help Desk was unable to investigate with the amount of information provided, you will be

asked to supply additional details. Otherwise, you will be provided with information about

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the area of the application you were working with, or with a resolution to any problem you

may have been experiencing.

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Creating and Processing a Single Step Admission

1. From the Left Menu click Census

2. Select Intake/Admission from the Census Activities Menu

The Intake Records Search page is displayed

3. Click the Program drop-down arrow and select the program associated with the

consumer to be admitted.

4. Click the Database drop-down arrow and select "Data Entry."

5. In the First Name, Last Name, and/or Alias fields, type the consumer's name, initials,

and/or alias.

6. Click CONTINUE. The Referral Search Results page is displayed.

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This page contains a list of any existing intake records for which the identifying information matches

that entered on the Intake Records Search page.

Click the heading of any column in the results table to sort the contents by that variable.

7. Review the search results on this page to determine how to proceed:

If the consumer has an existing intake record with an admission date and no discharge date, he

or she is currently on the program roster and a new intake/admission should not be processed.

If the consumer has an existing intake record with both an admission and discharge date, and he

or she is being re-admitted to the program, a new admission must be processed.

o Click on the consumer name

o Select Create a new intake record and re-admit Client Name to this program

o Click CONTINUE then continue with step 9.

If the consumer does not have an existing intake record, one must be created before

intake/admission can be processed. Continue with step 8.

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It is also possible for a referral to appear in these results, if the admission process was started

via the Household Composition re-direct to admit a household member, but the form was

never processed. In that case, open the referral and continue to step 9.

8. From the "Applicant" column, click Create New Application. The Admission Form page is

displayed.

9. Complete the admission form by configuring the fields and options on this page as

necessary.

Residential programs that are set to collect household information contain a Residence drop-down list

that is separated into two sections: Vacant Units and Occupied Units. The beds listed under Vacant

Units belong to apartments/units were all beds are listed as vacant. The beds listed under Occupied

Units belong to apartments/units where at least one bed is already occupied. Selecting a bed listed

under Occupied Units places the client in a unit with roommates, which may be other household

members.

Depending on the programs funding source a program may require more data entry at

intake/admission than other programs, so the fields and options on the admission form may be different

from program-to-program.

10. Click HOUSING ADMISSION or PROCESS ADMISSION (which label is used for this button is

determined by the program type - residential or non-residential, respectively). The consumer's

admission form is saved, he or she is admitted to the selected program, and the Household

Composition page is displayed.

To make changes to the intake/admission information at this time, click DATA ENTRY to return to

the Admission Form data entry page.

If any data entry errors are found by AWARDS after HOUSING ADMISSION / PROCESS ADMISSION is

clicked, the admission process is halted and the errors are listed in red at the top and the page. In the

event that an error is received, make any necessary corrections, and click the appropriate button again

before proceeding.

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Creating and Processing a Multi-Step Intake /

Admission

A Multi-Step Admission is broken down into 2 Steps

Creating a Referral Record

1. Select Census from the Left Menu on the Homepage

2. Click Intake/Admission Menu. The Intake Records Search page is displayed.

3. Click the Program drop-down arrow and select the program associated with the consumer

for whom the referral is to be created.


5. In the First Name, Last Name, and/or Alias fields, type the consumer's name, initials, and/or

alias.

6. Click CONTINUE.

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The Referral Search Results page is displayed.

This page contains a list of any existing intake records for which the identifying information

matches that entered on the Intake Records Search page.

Click the heading of any column in the results table to sort the contents by that variable.

7. In the search results, check to see if the consumer has an existing referral record. Based on

your findings do one of the following:

If the consumer has an existing referral with an admission date and no discharge date, he or she

is currently on the program roster and a new admission should not be processed.

If the consumer has an existing referral with no admission date and with screening and status

dates for the program admission you are recording, it should be used to process the consumer's

admission. Skip the remainder of the referral creation process to prevent a duplicate record, and

instead continue with processing consumer intake or admission.

If the consumer does not have an existing referral record, continue with step 8.

8. From the "Applicant" column, click Create New Application.

https://demodb.footholdtechnology.com/help/ProcessingConsumerIntake.html

https://demodb.footholdtechnology.com/help/ProcessingConsumerAdmission.html

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9. Complete the application evaluation portion of the referral by configuring the fields and

options on this page as necessary.

Keep in mind when setting the Intake Status option on this page that in order to process consumer

admission the intake status must be set to "Accepted-Admission." If intake is to be processed for this

consumer prior to admission, an unresolved intake status must be selected. (Resolved status selections

are "Accepted," "Withdrawn," and "Rejected.")

10. Click CREATE REFERRAL. The application evaluation is saved, and a read-only report version

of the full referral record is displayed on the Referral Information Form page.

If any data entry errors are found by AWARDS at any point during the process of creating or updating a

referral record, they are listed in red at the top of the page. In the event that an error is received,

update the portion of the referral to which the error applies, then save your work before proceeding.

11. Click UPDATE REFERRAL SOURCE. The Referral Source Selection Settings page is displayed.

Referral source information must be entered before intake or admission can be processed for a referral.

12. Click one of the "Referred By" radio buttons on this page to indicate who referred the

applicant:

Self - If the client was self-referred, click this radio button and continue with step 13.

Agency - If the client was referred by another agency, click this radio button and continue

with step 14.

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13. Click CONTINUE. The referral source information is saved and the Referral Information

Form page is re-displayed.

14. To limit agency selection by name, type the first letter of the agency's name in

the Agency/Initial field. If this field is left blank, all agencies will be included in the referral

source selection process.

15. Click CONTINUE. The Referral Source Agency Selection page is displayed.

16. Click the agency drop-down arrow and select the referring agency. If the referring agency

is not listed, select "Add New Agency."

The referring agency list is shared by all programs using AWARDS. If a new agency is added to this list using

the "Add New Agency" selection, that agency will be available for selection as a referral source by all

programs moving forward. Likewise, if an existing agency is selected here and changes are made to its

information in later steps in this process, those changes will be seen by all programs.

17. Click CONTINUE. The Referral Source Agency & Contact Update page is displayed.

18. Make changes or additions to the referring agency information as necessary using the

following fields and options: Agency (name), Program Type, Street Address, City, State and

Zip (code).

19. Make changes or additions to the contact person at the referring agency as necessary

using the following fields and options: Name, Phone, Title, and Phone/Fax Number.

If the appropriate individual is not listed in the Contact Person selection list, select "Add new Contact

Person" and enter his or her information in the fields below.

20. Click APPLY CONTACT UPDATE & CONTINUE REFERRAL UPDATE. The Referral Information

Form page is displayed.

21. Make additional changes or additions to the referral record by configuring the fields and

options in one or more of the following record sections:

Application Evaluation

Demographic Data

To access a section, click the corresponding Update button. An Update page is displayed. When

all of the information in that section has been entered or updated as necessary, click UPDATE to

save your information and return to the Referral Information Form page.

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B. Processing the Consumer Admission

The second step in the multi-step intake/admission process is to process consumer

admission. To do so, complete the following steps:

1. From the AWARDS Home screen, click Census from the left menu, and then

click Intake/Admission. The Intake Records Search page is displayed.

2. Click the Program drop-down arrow and select the program associated with the consumer for

whom admission is to be processed.


4. Admission is processed from within the consumer's referral record. In order to access

referral records, a search must be performed from this page. Limit the results of this search

in one of the following ways:

By Name - To limit referral record selection by consumer name, type his or her name, initials,

and/or alias into the First Name, Last Name, and/or Alias fields, respectively.

By Screening Date - To limit referral record selection by date range, make adjustments to the

default values in the "from" and "to" Date Range fields. Only those referrals with screening dates

in the range entered here are included in the search results.

5. Click the Limit Search Results drop-down arrow and select the number of referral records

to be displayed in the search results.

6. Click CONTINUE.

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7. From the "Applicant" column, click the name of the consumer for whom admission is to be

processed.

8. Review the consumer's referral record, and verify that:

Referral source information has been entered - Referral source information must be entered before

admission can be processed.

The correct referral status has been selected - The intake status must be set to "Accepted-Admission."

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9. Click Process Admission.

10. Configure the fields and options on this page as necessary. Required fields / options are

noted with a red asterisk (*).

When completing this page, please remember that the Admission Date must be on or after the Intake

Date.

Residential programs that are set to collect household information contain a Residence drop-down list

separated into two sections: Vacant Units and Occupied Units. The beds listed under Vacant Units

belong to apartments/units where all beds are listed as vacant. The beds listed under Occupied Units

belong to apartments/units where at least one bed is already occupied. Selecting a bed listed under

Occupied Units places the client in a unit with roommates, which may be other household members.

11. Click UPDATE. The consumer's admission is processed, and the Household

Composition page is displayed.

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Processing a Re-Admission

1. From the AWARDS Home screen, click CENSUS from the left-hand menu, then click

Intake/Admission. The Intake Records Search page is displayed.


for whom the referral is to be updated.


4. In order to access the referral record to be updated, a search must be performed from this

page. Limit the results of this search in one of the following ways:

By Name - To limit referral record selection by consumer name, type his or her name, initials, and/or

alias into the First Name, Last Name, and/or Alias fields, respectively.


default values in the "from" and "to" Date Range fields. Only those referrals with screening

dates in the range entered here are included in the search results.

5. Click the Limit Search Results drop-down arrow and select the number of referral records

to be displayed in the search results.


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7. From the "Applicant" column, click the name of the consumer being re-admitted.

8. Click the radio button next to Create a new intake record and re-admit _____ to this

program

9. Click CONTINUE the admission form is displayed with prepopulated data from the client’s

last admission

10. Enter and update the admission form with current data and click Housing Admission.

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Cloning an Admission Record

The optional Intake/Admission Cloning feature in the AWARDS Intake/Admission module

allows program staff to quickly and easily complete the intake process for a client by pulling

in data previously entered for him or her in another program during a previous or current

program episode.

A user can only clone a client’s admission record from a program that they have access to

Verify Client Information from Another Program

1. From the AWARDS Home Page click the Search button on the top navigation bar

2. In the First Name and Last Mane fields, type the first two letters of the client’s first and last

names, respectively.

3. Click the Limit Search Results to drop-down arrow and select the number of matches that

should be displayed in the lookup results.

4. Click SEARCH.

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The Client Lookup Result page is displayed.

5. If there is an existing record for the client you intend to admit, with the same exact SSN, same

date of birth (DOB), and with identically spelled first and last names, you will be able to perform

Admission Cloning.

6. Take note of how the name and SSN are entered for the client, as these pieces will be needed

later in the cloning process. The DOB will not be used to clone, but was part of confirming the

client is the same person.

Cloning and Completing the Admission



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4. Enter the client’s First Name, Last Name, and SSN in the corresponding fields. Review and

ensure that all information entered is accurate. For the cloning to work, the data in these three

fields must be entered exactly as noted from the client lookup search results.


6. Click Create New Application. A new admission form is opened, and because you are

cloning existing data many fields in the form will be prepopulated with the client’s current data

from the other program. Others, which must be configured on a program-by-program basis

(such as income, special needs, ect.), will be blank.

7. Review all cloned data in the form to verify that it is still current. Make changes to the old

data where appropriate and then configure any blank fields/options as needed.

8. At this time, complete one of the following tasks based on the intake/admission process used

by the program.

1. Single Step Admission – Click HOUSING ADMISSION or PROCESS ADMISSION to admit the client.

2. Multi-step Admission – Click CREATE REFERRAL to save the form, and then continue to the

intake/admission process.

Notes:

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

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________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

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30

Updating an Admission Record






4. In order to access the referral record to be updated, a search must be performed from this

page. Limit the results of this search in one of the following ways:

By Name - To limit referral record selection by consumer name, type his or her name, initials, and/or

alias into the First Name, Last Name, and/or Alias fields, respectively.


default values in the "from" and "to" Date Range fields. Only those referrals with screening dates in

the range entered here are included in the search results.

5. Click the Limit Search Results drop-down arrow and select the number of referral records to

be displayed in the search results.


31

7. From the "Applicant" column, click the name of the consumer for whom the admission form

is to be updated.

A. If the client is currently enrolled in the program The Admission Form page is displayed.

B. If the client has been discharged from the program Click the radio button next to Edit the

Demographic fields of this admission record and click CONTINUE. The Admission Form page is

displayed.

8. Make changes or additions to the admission record as necessary.

Notes:

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

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32

Household Setup

The Household Composition page displays differently depending on whether the newly

admitted client is already a member of a household in the agency or not.

The client is currently NOT in a household

1. If the client is currently not in a household and should be placed in a new household,

select Create a new Household. This option creates a brand new household in AWARDS, and

places the client into the household as the primary client.

2. In the Start Date field, type the date on which the client became associated with the

household, or use the date picker on the right.

This date MUST be the SAME DATE as the consumers intake date

33

The Client IS currently in a household

1. The household composition of the client's current household is displayed.

A. To confirm the client's placement in that household, select Client should remain in their

current household.

B. If the client is no longer part of the current household and should be placed in a different

household, select Remove Client from current household and create/join a new household,

and then click CONTINUE.

*The client is removed from the household and an updated Household Composition page is

displayed, asking you to create a new household or have the client join an existing one.

34

If the client is currently not in a household and should be placed in an existing household in AWARDS,

select Join an existing Household

1. When adding a new household member to an existing household, AWARDS first prompts

users to search for a client record that matches that of the household member. If they have

been a client of the agency in the past, less data entry is required.

In the First Name, Last Name, and SSN fields, type identifying information for the household

member being added to the household. For example, you may enter the first two letters of the

household member's first and last names.

Click the Limit Search Results to drop-down arrow and select the number of matches to be

displayed in the Search results.

Click CONTINUE. The Household Search Results page is displayed. This page contains a list of

clients with records in the system for whom the identifying information entered on the previous

page is a match.

2. Review the search results and

determine if the household member to

be added to the household appears

on the list of matches. If he or she is

listed, click the radio button to the left

of the name, and continue with

the Living With Household portion of

the page. If the household member to

be added does not appear on the list

of matches, continue with the next

step

35

Clients that appear with the

following red icon next to their

name already belong to a

household within the agency.

As a rule, AWARDS only allows a client to be active in one household at a time. To see the

details of the household to which the client belongs, click the red icon next to his or her name,

and the Household Composition page for that household is displayed in a pop-up window

over the search results page. From there, you can choose to Edit Household Composition of

that household or Close

3. Click the New Record radio button. The row refreshes and the following data entry field

appear for completion:

The First Name, Last Name, and SSN fields are pre-populated with any search criteria entered on the

previous page.

First Name - Type the first name of the new household member as it should appear throughout the

system.

Last Name - Type the last name of the new household member as it should appear throughout the

system.

SSN - Type the SSN of the new household member.

Date of Birth - Type the date of birth of the new household member (using mm/dd/yyyy format), or

use the date picker that appears to the right of the field.

Gender - Click this drop-down arrow and select the gender of the new household member.

36

4. Beneath the table of search results, in the Living With Household portion of the page, if the

household member being added does not actually reside with the primary client and you wish

to capture that detail, click the "No" radio button. The "Yes" radio button is selected by default.

5. Click the Relation to Primary Client drop-down arrow and select the relationship that

describes the new household member in regard to the household's primary client.

6. In the Start Date field, type the date that the new household member became a member

of the household, or use the date picker to the right.

7. Click CONTINUE.

37

Adding Household Members

After completing the steps to put the primary client in a household users have the ability

to add/admit additional household members

1. From the Household Composition page select Yes to add another member to the household

and click CONTINUE

2. When adding a new household member to an existing household, AWARDS first prompts

users to search for a client record that matches that of the household member. If they have

been a client of the agency in the past, less data entry is required.

In the First Name, Last Name,

and SSN fields, type identifying

information for the household

member being added to the

household. For example, you

may enter the first two letters of

the household member's first

and last names.

Click the Limit Search Results

to drop-down arrow and select

the number of matches to be

displayed in the Search results.

Click CONTINUE. The Household

Search Results page is

displayed. This page contains a

list of clients with records in the

system for whom the identifying

information entered on the

previous page is a match.

38

3. Review the search results and determine if the household member to be added to the

household appears on the list of matches. If he or she is listed, click the radio button to the left

of the name, and continue with the Living With Household portion of the page. If the

household member to be added does not appear on the list of matches, continue with the

next step.

Clients that appear with the following red

icon next to their name already belong to

a household within the agency.

As a rule, AWARDS only allows a client to be active in one household at a time. To see the details of

the household to which the client belongs, click the red icon next to his or her name, and

the Household Composition page for that household is displayed in a pop-up window over the

search results page. From there, you can choose to Edit Household Composition of that household

or Close

39

4. Click the New Record radio button. The row refreshes and the following data entry field

appear for completion:

The First Name, Last Name, and SSN fields are pre-populated with any search criteria entered

on the previous page.

First Name - Type the first name of the new household member as it should appear throughout the

system.

Last Name - Type the last name of the new household member as it should appear throughout the

system.

SSN - Type the SSN of the new household member.

Date of Birth - Type the date of birth of the new household member (using mm/dd/yyyy format), or

use the date picker that appears to the right of the field.

Gender - Click this drop-down arrow and select the gender of the new household member.

5. Beneath the table of search results, in the Living With Household portion of the page, if the

household member being added does not actually reside with the primary client and you wish

to capture that detail, click the "No" radio button. The "Yes" radio button is selected by default.

6. Click the Relation to Primary Client drop-down arrow and select the relationship that

describes the new household member in regard to the household's primary client.

7. In the Start Date field, type the date that the new household member became a member

of the household, or use the date picker to the right.

8. Click CONTINUE.

40

A pop up message is displayed asking if the household member should be admitted

If the household member should be admitted click YES and a pre-populated admission form

is displayed for the selected program. Use this form to admit the household member into the

program and complete the process.

If the household member should not be admitted click NO

To add another household member to the household, select Add New Household Member

and complete the above steps

If no further household members should be added to the household, select No and click

HOME to navigate away from this screen

41

This process can also be completed from the primary clients face sheet if someone joins the

household after the client’s admission to the program

1. From the AWARDS Home screen, click CENSUS from the left-hand menu, then click Profile.

The Consumer/Program Profile page is displayed.


for whom the household composition is to be updated.


4. Select either Current Roster or Roster Archives

5. Click Face Sheet

42

6. Click the Client drop-down arrow and select the consumer for whom the household

composition is to be entered or updated.

7. Click CONTINUE. The Consumer Face Sheet page is displayed.

8. Click Household and Child Info

43

9. Select the Household Composition Tab

10. Select to edit a current household member’s information by clicking on the household member’s name OR add a new household member by clicking on Add New Household Member and follow the steps outlined above.

Notes:

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

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________________________________________________________________________________________

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44

Recording Services

Progress Notes

Progress notes data entry includes entering, updating, and deleting progress

notes. Additionally, as part of the process of entering progress notes the contacts log is

automatically updated with a record for that contact.

1. From the AWARDS Home screen, click Charts from the left-hand menu, and then

click Services. The Client Services Menu page is displayed.

2. Click the Program drop-down arrow and select the program or program type associated

with the consumer for whom a progress note is to be entered or updated.


4. To limit consumer selection by name, click the A-Z drop-down arrow and select the initial

of the consumer's last name. An asterisk (*) in this field will include all consumers in the

selection process.

5. If the progress note to be entered or updated is for a former (discharged) consumer, click

the Roster Archives check box.

6. Click Progress Notes. The Progress Notes Data Entry page is displayed.

45

7. Click the Client drop-down arrow and select the consumer for whom the progress note is

to be entered or updated.

8. Click CONTINUE. The Individual Progress Notes Editing Index page is displayed.

This page contains a list of all existing progress notes for the selected consumer that have dates

which fall within the editing window date range shown at the top of the page. Progress notes

with corresponding contacts log records are indicated by an asterisk (*).

9. Click the Selected radio button next to the progress note to be updated, or next to "New Note

(Section)" to enter a new progress note.

A solid bullet next to a note indicates one or more of the following:

- That you did not write the note and do not have the authority to access it in data entry mod

- That the note falls outside of the editing window.

- That it has been locked and cannot be opened for updating.

46

A lock and key icon next to a note indicates that it has been electronically signed, preventing edits.

10. Click CONTINUE. The Progress Note Data Entry Settings page is displayed.

11. Enter or make changes to the

following information on this

page:

Service Type - Click the drop-

down arrow and select the type

of service provided during the

contact.

Date - Click the drop-down arrow

and select the date on which

contact with the consumer

occurred.

Duration Hours / Minutes - Click

the drop-down arrows and select

the duration of the contact. The

default value is 15 minutes for day

programs and 30 minutes for

housing programs.

Face to Face - Click either the

"Yes" or "No" radio button to

indicate whether the contact

was face to face (in person).

Start Time - Click the drop-down arrow and select the time at which contact with the consumer

began.

Progress Note Type Selection - Click one of the available radio buttons to indicate the type of the

progress note being entered or updated.

Include - If necessary, click the drop-down arrow and select the form that is to be included in the

header of the progress note

12. Click CONTINUE. The Progress Notes Composition page is displayed.

13. If necessary, click the Service Type drop-down arrow and select a new service type for this

progress note.

14. Click the Crisis? drop-down arrow and select "Routine" or "Crisis" to indicate the nature of

the contact on which this note is reporting.

15. If a form was added to the progress note in step 11, the form is displayed in data entry

mode. Complete the form fields, as necessary.

16. In the progress note text box, type or make changes to the progress note text.

17. If necessary, click the Lock Progress Note check box. When this option is selected, no note

overwriting, edits, or deletions are allowed after the note is saved.

18. Click SAVE NOTE.

The progress note is saved and the updated Individual Progress Notes Editing Index page is

displayed.

47

Supportive Services Checklist

1. From the AWARDS Home screen, click Charts from the left-hand menu, and then

click Services. The Client Services Menu page is displayed.

2. Click the Program drop-down arrow and select the program or program type associated

with the consumer for whom a contacts log record is to be entered or updated.


4. To limit consumer selection by name, click the A-Z drop-down arrow and select the

consumer's last name initial. An asterisk (*) in this field will include all consumers in the

selection process.

5. If the contacts log record is to be entered or updated for a former (discharged) consumer,

click the Roster Archives check box.

6. Click Contacts Log.

The Contacts Log Data Entry page is displayed.

7. Click the Client drop-down arrow and select

the consumer for whom the contacts log

record is to be entered or updated.

8. Click CONTINUE.

48

This page contains a list of all existing Supportive Services records for the selected consumer

that have dates within the editing window date range shown at the top of the page.

9. Click the Selected radio button next to the record to be updated, or next to "Add New"

when entering a new contacts log record.

A solid bullet next to a record indicates one or more of the following:

- That you are not the individual who recorded the contact.

- That the record falls outside of the editing window.

- That the record has been locked.

A lock and key icon next to a record indicates that the progress note associated with that contact

has been electronically signed, preventing further edits.

10. Click CONTINUE. The Contacts Log Settings page is displayed.

49

11. Enter or make changes to the following contact information:

Date - Click the drop-down arrow and select the date on which contact with the consumer

occurred. The default value is today's date.

Duration - Click the drop-down arrows and select the length of the contact. The default value is

15 minutes for day programs, and 30 minutes for housing programs.

Contact Time - Click the drop-down arrows and select the length of in person contact time, if

applicable. The default value is 15 minutes for day programs, and 30 minutes for housing programs.

Face to Face - Click a radio button to indicate whether contact with the consumer was face to

face (in person). Available options are "Yes" and "No."

Primary Problem Area - Click the drop-down arrow and select the type of service that was

provided during the contact.

Service -Select the services that were provided during this contact. If your program is funded by a

Federal Partner (RHY, SSVF) Select the service that begins with your funding source.

o Units - Enter the Units of service provided

o Service Detail - Enter brief description of the service

o Funding Source - Click the drop-down arrow and select the funding source for the provided

service

13. To enter or update a progress note for this contact, type the note into the Progress Note

text box

Progress notes added using this method are saved as "general chart notes."

14. Click CONTINUE. The contacts log record is saved, and the updated Contacts Log Editing

Index page is displayed.

50

Notes: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

51

Updating a Face Sheet

1. From the AWARDS Home screen, click Census from the left-hand menu, and then

click Profile. The Consumer/Program Profile page is displayed.


whose face sheet is to be updated.


4. To limit face sheet selection by consumer name, click the A-Z drop-down arrow and select

the consumer's last name initial. An asterisk (*) in this field will include all consumers in the

face sheet selection process.

5. If the face sheet to be updated is for a former (discharged) consumer, click the Roster

Archives radio button.

6. Click Face Sheet. The Consumer Profile / Face Sheet Update Selection page is displayed.

7. Click the Consumer drop-down arrow and select the consumer for whom the face sheet is

to be updated and CONTINUE

52

The Consumer Face Sheet page is displayed.

This page is broken into sections of like consumer information that can each be updated

individually.

The HMIS section of the Face Sheet must be updated annually for clients that are in a CoC

funded project for 365 days. This update must be done within 30 days +/- the anniversary of

the client’s admission date into the project

9. Update the face sheet information as necessary by configuring the fields and options in

one or more of the available sections.

10. When all face sheet information has been updated as necessary, do one of the following:

View the face sheet in report mode - To do so, click REPORT at the bottom of the face sheet. The

report is displayed on the Consumer Face Sheet page, and can be printed as necessary using the

browser's Print feature.

Return to the Home screen - To do so, click Home from the navigation bar. The AWARDS

Home screen is displayed.

53

Notes:__________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

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54

Processing a Discharge


click Discharge. The Discharge Menu page is displayed.

2. Click the Program drop-down arrow and select the program from which the client is to be

discharged.


4. Click Process Discharge.

The Client Discharge Roster Selection page is displayed.

5. Confirm that the Current Program Roster radio button is selected, and then

click CONTINUE. The Discharge Client Selection page is displayed.

55

6. Click the Client drop-down arrow and select the client to be discharged.

7. Click CONTINUE. If the client being discharged is the only person in the household, the

Discharge Information page for the client will display

8. Update the necessary HMIS fields

a. Date – Enter the clients discharge date

b. Income, Noncash Benefits, Health Insurance, and Special Needs – Should be updated on the client’s

face sheet prior to being discharge

c. Destination – Click the drop-down menu to select the client’s housing situation at discharge (do not

select “other” as, 99.999% percent of housing situations do in fact fit into the drop-down options

provided)

d. New Residence County – Click the drop-down menu to select the NYS county that the client will be

residing in upon discharge (if client is moving out of state select the appropriate option)

e. Discharge Note – Enter notes in the appropriate note text boxes

9. Click APPLY. The client's discharge is processed and a read-only report version of the form

is displayed

56

A discharged client is included on the current roster of a program up to and including his or

her discharge date for that program. After the discharge date, he or she is moved to the

program's roster archives.

If the client being discharged is the primary client of a household that has other household

members admitted in the program from which he or she is being discharged, a message

displays stating "You are discharging the primary client of a household. The listed household

members will be discharged along with this client, unless selected otherwise."

This screen allows you to select whether all household members with admission records in the

selected program should be discharged with the primary client, or if they should remain on the

program roster. Choose one of the following options:

Discharge household members along with the primary client - If all household members with

program admissions are being discharged with the primary client, click this radio button, and

then click CONTINUE.

57

A table displays listing each household member to be discharged. Household members must

be discharged individually before the primary client is discharged.

1. On this table, click the radio button next to the household member to be discharged, and

then click CONTINUE. the Discharge Information page for the client will display


58


b. Income, Noncash Benefits, Health Insurance, and Special Needs – Should be updated on the

client’s face sheet prior to being discharge

c. Destination – Click the drop-down menu to select the client’s housing situation at discharge (do

not select “other” as, 99.999% percent of housing situations do in fact fit into the drop-down options

provided)

d. New Residence County – Click the drop-down menu to select the NYS county that the client will

be residing in upon discharge (if client is moving out of state select the appropriate option)


3. Click APPLY. The household member’s discharge is processed and an updated table is

displayed as described in step 1. Repeat steps 2 and 3 until all household members have

been discharged. The radio button then opens for the primary client, allowing that last

discharge to be processed.

The Discharge Date, Destination, and New Residence County fields will all prepopulate with

the first household member’s information as AWARDS “assumes” that a household being

discharged at the same time will remain together

59

Retain the household members, designate ____ as the primary client of this household, from this point

forward - If only the primary client is being discharged and the remaining household members are

staying in the program, click this radio button.

1. The table refreshes and a drop-down option displays to select the name of the new primary

client. Once the new name is selected, the New Relation to Primary Client column refreshes

and a drop-down displays for household members who are not the new primary client. Select

new relations as appropriate, and then click CONTINUE.

The Discharge Information page for the client will display



b. Income, Noncash Benefits, Health Insurance, and Special Needs – Should be updated on the

client’s face sheet prior to being discharge

c. Destination – Click the drop-down menu to select the client’s housing situation at discharge (do not

select “other” as, 99.999% percent of housing situations do in fact fit into the drop-down options

provided)

d. New Residence County – Click the drop-down menu to select the NYS county that the client will

be residing in upon discharge (if client is moving out of state select the appropriate option)


3. Click APPLY. The client's discharge is processed and a read-only report version of the form

is displayed

60

Updating a Discharge Record


click Discharge. The Discharge Menu page is displayed.

2. Click the Program drop-down arrow and select the program associated with the client for

whom the discharge record is to be updated.


4. To limit record selection by client name, click the A-Z drop-down arrow and select the

client's last name initial. An asterisk (*) in this field will include all clients in the report selection

process.

5. Click Process Discharge. The Client Discharge Roster Selection page is displayed.

6. Click the Discharges from radio button.

61

7. Only those records for discharges taking place within the date range in the Discharges

from and to fields on this page will be available for updating. Make changes to the default

date range as necessary (using mm/dd/yyyy format) so that the date of the discharge you

want to work with is included.

8. Click CONTINUE. The Program Discharge Client Selection page is displayed.

9. Click the Former Client drop-down arrow and select the consumer for whom the discharge

record is to be updated.

10. Click CONTINUE. The discharge record is displayed on the Discharge Information page.

11. Make changes or additions to the information on this page as necessary. For more

information on the page's fields and options, see Discharge Record Options.

12. Click APPLY. The discharge information is saved and a read-only report version of the

discharge record is displayed on the Discharge Information page.

To make additional changes to the discharge information at this time, click DATA ENTRY to return to

the Discharge Information data entry page.

Notes:

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

https://demodb.footholdtechnology.com/help/-DischargeRecordContentMap.html

62

Viewing a Housing Report


click Housing. The Housing Information Settings page is displayed.

2. Click the Location drop-down arrow and select the type of housing being worked

with. Available options are:

Agency Housing - When this option is selected, report selection will include agency residences

only.

Other Location - When this option is selected, report selection will include external residences only.

All - When this option is selected, report selection will include both agency and external housing

residences.

3. Click the Database drop-down arrow and select "Reports."

4. Click the Program drop-down arrow and select the program or program type for which the

report is to be viewed.

If "Agency Location" was selected as the Location, a residence program must be selected here, if "Other

Location" was selected, a day program must be selected, and if "All" was selected, "All Agency Programs"

must be selected.

5. To limit report selection by consumer name, click the A-Z drop-down arrow and select the

consumer's last name initial. An asterisk (*) in this field will include all consumers in the report

selection process.

6. Indicate which type of consumer the report is to be viewed for by clicking one of the

residence selection radio buttons. Available options are:

63

Current Residence - When this option is selected, report selection will include only those consumers

currently on the roster of the selected program or program type.

Residence History - When this option is selected, report selection will include those consumers who

were part of the selected program or program type's roster during the time period entered in the

from and to fields (using mm/dd/yy format). This can include consumers who have since been

discharged, or who are no longer active.

If "All" was selected as the Location in step 2, the "Residence History" option must be selected here.

7. Click CONTINUE. If "All" or "Other Location" was selected as the Location in step 2,

the Housing Information Report Settings page is displayed.

If "Agency Housing" was selected as the location in step 2, the Housing Report Settings page is

displayed.

8. Click the Consumer drop-down arrow and select the consumer for whom the housing

report is to be viewed. The default value is "All Consumers."

9. Click CONTINUE. The housing report is displayed on the Housing Information page.

64

The contents of this read-only report include external housing information for the selected

consumer(s), such as type, move in and out dates, facility name, address, and phone number.

To export the housing information to a Microsoft Excel file at this time, click the Excel File link and follow

the download instructions displayed on the screen. Once exported to Excel, this information can be

saved and worked with to perform data analysis and various other tasks, including mail merges.

65

Viewing a Vacancy Report



2. Click Vacancy Report.

The Vacancy Report Program Selection page is displayed.

3. Click the Program drop-down arrow and select the residential program or group of

programs for which the report is to be viewed.

4. Click CONTINUE. The report is displayed on the Vacancy Report page.

66

When reviewing the contents of this report, keep in mind the following:

The report lists vacancies in the selected program(s) as of today's date.

"Days Vacant" lists the number of days a unit has been vacant as of today's date.

A row of summary information is provided at the bottom of the report, including the total number

of available beds (as set in System Setup > Residence Units), the total number of

vacant/unoccupied units as of today, and the percent unoccupied.

Click the heading of any report column to sort the report contents by that variable. To limit

which columns are displayed, click the column display icon in the upper left-hand corner of the

report and pick and choose which columns of information should be included.

https://demodb.footholdtechnology.com/help/RESIDENCEUNITS.html

67

Swapping Residence Units

IMPORTANT! The "swap" functionality should NOT be used to correct incorrect bed

placements, but rather to reflect actual client movement. If you need to correct an

incorrect placement and your program uses the multi-step intake process, you can re-

process admission to select the correct residence unit. Otherwise, contact the Help Desk

for assistance.



2. Click the Location drop-down arrow and select "Agency Location."


4. Click the Program drop-down arrow and select the agency residence program for which

housing records are to be updated.

5. Click the Current Residence radio button.

6. Click CONTINUE.

68

The Residence Exchange Data Entry Settings page is displayed.

7. Click the Location/Resident drop-down arrow and select the location/resident combination

for which the residence exchange is to be performed.

8. Click the Swap Location/Resident drop-down arrow and select the location/resident

combination with which the exchange is to occur.

9. Click the Relocation Date drop-down arrow and select the date on which the relocation is

to take place.

The relocation date must be on or after the current move-in date of both units being "swapped."

10. Click SWAP. The housing information is saved, and a read-only report version of the results

is displayed on the Residence Swap Results page.

69

Viewing a Current Roster Report



2. Click the Program/Site drop-down arrow and select the program or program type for which

the report is to be viewed.

3. To limit report selection by consumer name, click the A-Z drop-down arrow and select the


process.

4. Click the Current Roster radio button to indicate that only those clients currently on the

roster of the selected program or program type are to be included in the report.

5. Click Program Profile Report. The Roster Profile Settings page is displayed.

70

6. To view the roster profile information for a specific client, click the Client drop-down arrow

and select that client. Otherwise leave this option at its default value - "All Clients."

A client selection must be made if an initial was selected using the A-Z option on the client/Program

Profile Menu page. If no initial was selected, the Client selection is optional.

7. If a specific client was not selected (in step 6), click the Sort drop-down arrow and make

a selection to indicate how the roster information is to be displayed in the

report. Available selections are:

Client - When this option is selected, report information is sorted alphabetically by client name.

Admission Date - When this option is selected, report information is sorted chronologically by

admission date, with the most recent admissions listed last.

Program - When this option is selected, report information is sorted alphabetically by program

name.

The Program selection is only available if a program type and not a specific program was selected

in step 2.

8. Click the Detail drop-down arrow and make a selection to indicate the level of detail to be

included in the report. Available selections are:

Show Individual Detail - When this option is selected, the report includes detail on individual clients.

Summary Tables Only - When this option is selected, only summary demographics information

tables (and no client names) are included in the report.

9. Click CONTINUE. The Program Profile Report is displayed on the Roster Profile page.

The contents of this read-only report are based on the selections made on the previous pages

and may include a combination of three data sections:

Individual client detail - Displayed if the report has been set to show individual detail. Includes

client name, admission date, LOS (length of stay) days, birthdate, age, gender, and race/ethnicity

data. A combination of one or more of the following variables may also be included in the

individual client detail if set up behind-the-scenes to do so: client social security number (SSN),

income at admission, zip code, and employer.

Totals and averages information - Displayed regardless of which detail setting has been chosen for

the report. Includes the total census and average and median LOS calculated from admission

through the report date.

71

Summary demographics data - Displayed regardless of which detail setting has been chosen for

the report. Includes count and percentage information for gender, age, race, ethnicity, and

income at admission (if set up behind-the-scenes to include it).

Click the heading of any report column to sort the report contents by that variable. To limit

which columns are displayed, click the column display icon in the upper left-hand corner of

the report and pick and choose which columns of information should be included.

To export the report information to Microsoft Excel for further review and analysis, click

the Excel File link at the top of the page and follow the download instructions on the

screen. Once exported to Excel, this information can be saved and worked with as needed.

72

Viewing a Roster History Report

To view a report of consumers on the roster of a program group of programs over a specified

period of time, complete the following steps:



2. Click the Program/Site drop-down arrow and select the program or program type for which

the report is to be viewed.

3. To limit report selection by client name, click the A-Z drop-down arrow and select the


process.

4. Click the Roster History radio button to indicate that only those clients who were on the

roster of the selected program or program type during a specific period of time are to be

included in the report; this can include clients who have since been discharged.

5. In the from and to fields, type the date range for which the report is to be viewed (using

mm/dd/yyyy format). The default value is the past year.

6. Click Program Profile Report.

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The Roster Profile Settings page is displayed.

7. To view the roster profile information for a specific client, click the Client drop-down arrow

and select that client. Otherwise leave this option at its default value - "All Clients."

A client selection must be made if an initial was selected using the A-Z option on the client/Program

Profile Menu page. If no initial was selected, the Client selection is optional.

8. If a specific client was not selected (in step 6), click the Sort drop-down arrow and make a

selection to indicate how the roster information is to be displayed in the report. Available

selections are:

Client - When this option is selected, report information is sorted alphabetically by client name.

Admission Date - When this option is selected, report information is sorted chronologically by

admission date, with the most recent admissions listed last.

Discharge Date - When this option is selected, report information is sorted chronologically by

discharge date, with the most recent discharges listed last.

Program - When this option is selected, report information is sorted alphabetically by program

name.

9. Click the Status drop-down arrow and make a selection to further narrow report

contents. Available selections are:

The Status selection option is only available when a range of dates was specified in step 5. If a single

date was entered in both the from and to fields, Status is not available.

Complete History - When this option is selected, all clients are included in the report regardless of

their status. This option must be selected if a specific client was selected in step 7.

Program Discharges - When this option is selected, only clients discharged during the report period

are included in the report.

74

Program Admissions - When this option is selected, only clients admitted during the report period

are included in the report.

Census Changes - When this option is selected, only clients whose status has changed during the

report period are included in the report.

10. Click the Detail drop-down arrow and make a selection to indicate the level of detail to be

included in the report. Available selections are:

Show Individual Detail - When this option is selected, the report includes detail on individual clients.

Summary Tables Only - When this option is selected, only summary demographics information

tables (and no client names) are included in the report.

11. Click CONTINUE. The Program Profile Report is displayed on the Roster Profile page.

The contents of this read-only report are based on the selections made on the previous pages and

may include a combination of three data sections:

Individual client detail - Displayed if the report has been set to show individual detail. Includes

client name, admission date, discharge date (if applicable), LOS (length of stay) days, birthdate,

age, gender, and race/ethnicity data. A combination of one or more of the following variables

may also be included in the individual client detail if set up behind-the-scenes to do so: client

social security number (SSN), income at admission, zip code, and employer.

When reviewing the LOS days information in this portion of the report, please keep in mind the

following:

- When the report was run for a range of dates (as opposed to a single date), there are two LOS values

for each individual - one in brackets [ ] and one without. The LOS not in brackets is the total length of

stay from the client's admission date through the report end date. The LOS in brackets is the length of

stay during the report date range only.

Totals and averages information - Displayed regardless of which detail setting has been chosen for

the report. Includes the total census, average and median LOS calculated from admission through

the report end date, and average length of stay for the report date range (in brackets [ ]) when

the report was run for a range of dates as opposed to a single date.

Summary demographics data - Displayed regardless of which detail setting has been chosen for

the report. Includes count and percentage information for gender, age, race, ethnicity, and

income at admission (if set up behind-the-scenes to include it).

Click the heading of any report column to sort the report contents by that variable. To limit which

columns are displayed, click the column display icon in the upper left-hand corner of the report and

pick and choose which columns of information should be included.

To export the report information to Microsoft Excel for further review and analysis, click the Excel

File link at the top of the page and follow the download instructions on the screen. Once exported

to Excel, this information can be saved and worked with as needed.

75

ReportBuilders

The Profile module ReportBuilders feature is used to access several demographics-related

AWARDS ReportBuilders for the purposes of generating customized reports:

Demographics - Used to generate customized reports of detailed client demographics

information as recorded at intake/admission, at discharge, and on the face sheet.

HMIS - Used to generate customized reports of client and household member

demographics, including all required data collected for the HUD APR.

Household - Used to generate customized reports of detailed client and household

member demographic information.

Using the Demographics ReportBuilder



76

2. Click ReportBuilders. The Client/Program Profile ReportBuilders menu page is displayed.

3. Click the Program drop-down arrow and select the individual program for which the report

is to be run or updated, or select a group of programs using one of the available "All"

selections.

4. Click Demographics ReportBuilder. The Report Settings page is displayed.

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5. Click the Roster Date Range drop-down arrow and choose which consumers are to be

included in the report based on their program history. Available selections are:

In Program - When this option is selected the report will only include clients with program

history records indicating they were enrolled in the program at some point during the

specified date range. This selection is recommended if you will be narrowing the report

contents using multiple date range filters (set in step 14 below).

In this context, clients who were enrolled in the program include those who entered the program on

or before the report "To" date, those who were discharged from the program on or after the report

"From" date, and those who were enrolled in the program for the entirety of the report period.

Admitted - When this option is selected the report will only include clients with program

history records indicating they were admitted to the program at some point during the

specified date range.

Discharged - When this option is selected the report will only include clients with program

history records indicating they were discharged from the program at some point during

the specified date range. Current program episodes will not be included.

In the event that you are creating a new report format that will be saved, please be aware that the

selection you make here is not saved with the report. It, along with the date range specified in step 6,

must be set each time the report is run.

6. By default, the report only looks for clients with program histories (of the type specified in

the previous step) during the past year. In the From and To fields, make changes to the

default date range as necessary (using mm/dd/yyyy format or the available date

pickers). When doing so please keep in mind that a two year period of your choosing is

the maximum length of time for which the report can be run.

7. Leave the Provide ExportBuilder Options check box unchecked. It is NOT relevant to report

generation.

8. If you would like the report (both its content and an Excel file version) to be sent to your

AWARDS Messages module upon its completion, click the Send in AWARDS Message check

box. When this option is selected, you need not wait for the report to generate, and can

navigate away from the ReportBuilder after finishing the configuration process (in step 10

or 20) - this can be a time-saver, especially when working with reports containing large

amounts of data that might otherwise take a while to display in AWARDS.

When using this option the report will remain in your messages for one month, after which time it will be

deleted. (The exact date of deletion will be displayed in red at the top of the report message for your

reference.) If you know you will need the report content after that time, be sure to download the Excel

file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't

download one of these attachments before the message is deleted, you will need to manually re-

generate the report if you need access to it in the future.

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9. Use the Select a saved report format drop-down options at the bottom of the page to

specify whether you will be generating the report from scratch or using a previously saved

format. Available choices are to:

Use a previously saved report format - To generate the report using a previously created

and saved format, select that format from this drop-down. When using this method, you

can immediately generate the report without changing any settings. Alternately, you can

first review and modify the settings of the format by checking off the available Provide

option to modify settings of saved report format check box.

In the saved report format list there are several built-in formats made available by Foothold

Technology, each prefixed by "Foothold - ". Most of these saved formats are designed for Data

Quality purposes.

Start from scratch, without using a previously saved report format - To create your own

report format for single-time use or for saving and later re-use, leave the saved report

format drop-down blank.

10. Click CONTINUE.

If you are using an existing report format and have NOT chosen to view/modify the settings

of that format, you are now taken directly to the report page. Continue with step 21.

If you chose to send the report to yourself via the Messages module (in step 8), a notice is first displayed

on the page to let you know that report generation is in process and that the report will be sent to your

Messages module upon completion. You can then navigate away from the page, or wait for the

report to complete and then proceed with step 21.

In all other instances, the Options page is displayed.

https://demodb.footholdtechnology.com/training/dataqualityreports.pdf



79

11. The demographics report includes all clients who were enrolled in, admitted to, or

discharged from the selected program(s) during the specified date range, based on the

selections made in steps 5 and 6. In some cases, that may result in duplicate report records

in instances where a client has multiple histories in a single program, or a history in multiple

programs. To filter out those duplicates and to list each client only once in the report results,

click the Unduplicated Count check box.

When the Unduplicated Count option is selected, only the information for the client's most recent

program history is included in the report contents.

12. The Options page contains a list of client characteristic check boxes representing data

collected in several AWARDS locations - including the intake form, face sheet, discharge

form, and FormBuilder forms - grouped by the data's originating location. Several other

characteristics which are not necessarily found on these forms are also available; for

example, "Age," "Age at Intake," and "Client ID."

The client characteristics available for selection on this page are those that the agency collects for

the program selected on the Consumer/Program Profile menu page. If a group of programs was

selected on that page, the available characteristics are those collected for any program in that group.

Click the check box next to each client characteristic for which data is to be included in the report. To

select all options in a section, click the Check All check box in the heading of that section.

Client characteristic selections with an asterisk (*) next to them are those for which a client may have

multiple values. Multiple value fields include those that have check boxes for data entry where

multiple boxes may be checked for each client, as well as instances where multiple records may have

been entered for a client.

13. Click CONTINUE. The Report Options - Continued page is displayed.

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14. Configure the options in the "Filter Options" portion of the page as necessary to adjust the

scope of the report contents. Set the "Show Individual Detail" and/or "Summary Tables"

options to adjust the way in which the contents are displayed.

Individual detail report options and/or summary table selections must be set before the report can be

generated. For more information on using the various report options, please refer to theReportBuilder

Basics instruction sheet, or click here.

15. To save the report settings made on this and the previous pages so that the report can

easily be re-generated in the future, click SAVE REPORT FORMAT. The Save Report

Format dialog box is displayed.

If it is not necessary to save the report format and you only want to generate the report itself, skip to

step 20.

16. When saving a new report, in the Report Format Title field, type the name of the format.

We recommend that the title used be indicative of the report contents so that it is easily identifiable

when selecting the format for the purposes of running the report in the future.

When working with a previously saved format, the title defaults to the name of the selected report

format. To save the modified report format as a new format and to leave the original format

unchanged, enter a new title in this field. If the default title is not changed, the modifications being

saved will be applied to the original format.

Please keep in mind that only the user who originally saved a format and individuals who can save

formats for all users can modify that format. Others can save modified report formats under a new

name, but cannot apply the modifications to the original format.

17. Click one of the available Save Report Format for radio buttons to determine whom the

report should be accessible by. Available options are:

Yourself - When selected, only the user saving the report format has the ability to use or modify that

format.

All Staff - When selected, all staff in the program(s) selected in step 3 have the ability to view the

report; however, only you and other individuals with the ability to save reports for all staff will be

able to modify or delete that format.

In a single-agency AWARDS database, only members of the "System Administrator" and "Executive

Officer" user groups have the ability to save report formats to be used by others. In a multi-

agency/HMIS AWARDS database, the option to save reports for other users is available to the "System

Administrators," "CoC Executive Officer," "CoC Executive Support Staff," and "Agency Executive Officer"

user groups. People who are not members of the specified user groups can only save report formats

for themselves.

https://demodb.footholdtechnology.com/training/reportbuilderbasics.pdf

https://demodb.footholdtechnology.com/training/reportbuilderbasics.pdf

https://demodb.footholdtechnology.com/help/-WorkingWithReportContents.html

81

18. Click one of the available Allow Report Format for radio buttons to determine which

programs this report format can be used for. Available options are:

This Program - When selected, the report format being saved is available for use by only the

program chosen in step 3.

All Programs - When selected, the report format being saved is available for use by all programs,

regardless of which program was chosen in step 3.

The "Allow Report Format for" options are only available when a single program was selected in step

3; otherwise, the format is saved for all programs by default.

19. Click Save Report Format. The report format is saved and the Report Options -

Continued page is re-displayed.

20. Click DISPLAY REPORT. The report is generated and displayed on the Demographics

ReportBuilder page.

If you chose to send the report to yourself via the Messages module (in step 8), a notice is first displayed

on the page to let you know that report generation is in process and that the report will be sent to your

Messages module upon completion. You can then navigate away from the page, or wait for the

report to complete and then proceed with step 21.

21. At this time, individual detail and/or summary table content can be hidden or sorted as

needed. The report can also be printed or exported to Microsoft Excel.

Keep in mind when viewing the report data that:

The report shows the values for each characteristic as of the date on which the report is

generated. For example, if a client's martial status on his or her date of intake was "Married," but it

has since changed to "Divorced," the report shows him or her as divorced, even when the report is

run with the date range set to include the client's intake date.

When the report includes multiple value characteristics (those with an asterisk next to them on the

initial Report Options page), the individual detail for each client includes a list of the characteristic

values separated by commas. Additionally, because each client may have more than one value,

the summary table totals information for any multiple value characteristic may not add up to the

total number of clients.

If a report's results include fewer than 5,000 records, the data comes from the live database. If the

report's results include more than 5,000 records, the data comes from the previous night's database

backup, and it is exported to a data file rather than displayed on the screen. The number of

records included in the report, and the link to the data file (if applicable), is displayed on

the Demographics ReportBuilder page.

82

Using the Household ReportBuilder

IMPORTANT! The Household ReportBuilder is similar in content to the HMIS ReportBuilder (also

located in the Profile module for databases in which at least one program is set to submit the

HUD APR), in that they can both be used to generate aggregate household

information. However, there is a key difference between the two reports that should be kept

in mind when choosing which of them to use:

The HMIS ReportBuilder ONLY shows clients and household members WITH PROGRAM ADMISSIONS

IN THE SELECTED PROGRAM (or group of programs). Household members not admitted in the

program do NOT display in the HMIS ReportBuilder.

The Household ReportBuilder shows clients and household members with program admissions in the

selected program (or group of programs), PLUS any household members in other programs or not

admitted into any programs.

To see the FULL household composition, the Household ReportBuilder must be used.

To create and save a Household ReportBuilder report that can be re-run in the future, or to

generate a single-use report, complete the following steps:



83


3. Click the Program/Site drop-down arrow and select the program for which the report is to

be run, or select a group of programs using one of the available "All" selections.

4. Click Household ReportBuilder. The Household ReportBuilder Report Settings page is

displayed.

5. Report contents are limited to records for clients (and their household members) who were

on the roster of the selected program at some point during the date range specified using

the Household Date Range fields on this page.

84

By default, the report only looks for clients (and their household members) with program histories during

the past year. If necessary, make changes to that default date range using the

availableFrom and To fields/date pickers. When doing so please keep in mind that a two year period

of your choosing is the maximum length of time for which the report can be run.

6. Leave the Select a saved report format: drop-down selection blank to generate a new

report.

7. Click CONTINUE. The Household ReportBuilder Report Options page is displayed.

This page contains a list of client and household member characteristics, representing data

collected in the following AWARDS locations:

Intake Form Face Sheet Household Composition

Some variables not necessarily found in the above records are also available; for example, "Age" and

"Client ID."

8. Click the check box next to each client or household member characteristic for which data

is to be included in the report, and/or use the available Check All option for each type of

data as needed.

85



scope of the report contents. Set the "Show Individual Detail" and/or "Summary Tables"



generated.

86

11. To save the report settings so that this household data report can easily be re-run in the

future, click SAVE REPORT FORMAT. The Save Report Format dialog box is displayed.

If it is not necessary to save the report format and you only wish to view the report contents

12. In the Report Format Title field, type the name of the report.



13. Click one of the available Save Report Format for radio buttons to determine who the report

should be accessible by. Available options are:

Yourself - When this option is selected, only the user saving the report format has the ability to use

or modify that format.

All Staff - When this option is selected, all staff in the program(s) selected in step 3 have the ability

to view the report; however, only you and other individuals with the ability to save reports for all

staff will be able to modify or delete that format.

In a single-agency AWARDS database, only members of the "System Administrator" and

"Executive Officer" user groups have the ability to save report formats to be used by others. In

a multi-agency/HMIS AWARDS database, the option to save reports for other users is available

to the "System Administrator," "CoC Executive Officer," "CoC Executive Support Staff," and

"Agency Executive Officer" user groups. People who are not members of the specified user

groups can only save report formats for themselves.


programs this report format can be used for.

The Allow Report Format for options are only available when a single program was selected in step 3;

otherwise, the format is saved for all programs by default.

87

Available options are:

This Program - When this option is selected, the report format being saved is available for use only

be the program selected in step 3.

All Programs - When this option is selected, the report format being saved is available for use by all

programs, regardless of which program was selected in step 3.



16. Click DISPLAY REPORT. The report is generated and displayed on the Household

ReportBuilder page.

17. Once the report is displayed, complete any of the following tasks as needed:

Show/hide individual detail or summary table columns - In some cases you may have chosen to

include a data variable in the report for filtering purposes, but do not necessarily want to see it

included in the individual detail table. Likewise, you may choose to include percentages or totals

for summary tables, but not want that information shown for all of those tables. In such instances

you can adjust which table columns are displayed on the report page. To do so, click the

show/hide icon to the left of the table you would like to alter.

The Column Display pop-up for that table is displayed.

Check or uncheck columns for that table as needed. Checked columns are displayed,

unchecked are hidden.

Showing/hiding columns of individual detail or summary tables does not impact the contents of the

Excel File version of the report data. Additionally, the show/hide icon is not included in print versions

of the report.

88

Sort individual detail or summary table contents - Click the heading of any table column to sort

the table contents by that variable. Click that heading again to reverse the sort order. To sort by

a secondary characteristic, press <SHIFT> and click on the second column heading

When sorting is used, an ↑ or ↓ arrow next to a column heading indicates that the table data is being

sorted using that column. The direction of the arrow indicates whether the sorting is in ascending (↑

) or descending (↓) order.

Changing the sort order of an individual detail or summary table does not impact the contents of the

Excel File version of the report data.

Print the report - To do so, click File on the Internet browser's menu bar and select Print. Adjust the

printer settings as necessary, and then click Print to complete the printing process.

Export the contents to Microsoft Excel - To do so, click the Excel File link at the top of the page.

Save the format of the report for future use if you have not already done so - To do so, click the

Internet browser's Back button to return to the Report Options - Continued page.

89

Using the HMIS ReportBuilder

The AWARDS HMIS ReportBuilder feature, located in the Profile module, is a powerful reporting

tool that can be used to generate user-customized reports of client and household member

data, including all required information collected for the HUD APR.

IMPORTANT! The HMIS ReportBuilder is similar in content to the Household ReportBuilder (also

located in the Profile module), in that they can both be used to generate aggregate

household information. However, there is a key difference between the two reports that

should be kept in mind when choosing which of them to use:

The HMIS ReportBuilder ONLY shows clients and household members WITH PROGRAM

ADMISSIONS IN THE SELECTED PROGRAM (or group of programs). Household members not

admitted in the program do NOT display in the HMIS ReportBuilder.

The Household ReportBuilder shows clients and household members with program

admissions in the selected program (or group of programs), PLUS any household members

in other programs or not admitted into any programs.

To see the FULL household composition, the Household ReportBuilder must be used.



90


3. Click the Program drop-down arrow and select the individual program for which the report

is to be run, or select a group of programs using one of the available "All" selections.

4. Click HMIS ReportBuilder. The Report Settings page is displayed.

This page contains date range selections, as well as a list of any saved report formats to which

you have access.

91

5. Click the Roster Date Range drop-down arrow and choose which consumers are to be

included in the report based on their program history. Available selections are:

IMPORTANT! In all instances household members of clients are included in the report when

those clients meeting the criteria specified here and in step 6.

In Program - When this option is selected the report will only include clients with program

history records indicating they were enrolled in the program at some point during the

specified date range. This selection is recommended if you will be narrowing the report

contents using multiple date range filters (set in step 12 below).

In this context, clients who were enrolled in the program include those who entered the program on or

before the report "To" date, those who were discharged from the program on or after the report "From"

date, and those who were enrolled in the program for the entirety of the report period.

Admissions - When this option is selected the report will only include clients with program

history records indicating they were admitted to the program at some point during the

specified date range.

Discharges - When this option is selected the report will only include clients with program

history records indicating they were discharged from the program at some point during

the specified date range. Current program episodes will not be included.

In the event that you are creating a new report format that will be saved, please be aware that the

selection you make here is not saved with the report. It, along with the date range specified in step 6,

must be set each time the report is run.

6. By default, the report only looks for clients with program histories (of the type specified in

the previous step) for today's date. In the From and To fields, make changes to that default

date range as necessary (using mm/dd/yyyy format). When doing so please keep in mind

that a two year period of your choosing is the maximum length of time for which the report

can be run.

7. Use the Select a saved report format drop-down options at the bottom of the page to

specify whether you will be generating the report from scratch or using a previously saved

format. Available choices are to:

Use a previously saved report format - To generate the report using a previously created

and saved format, select that format from this drop-down. When using this method, you

can immediately generate the report without changing any settings. Alternately, you

can first review and modify the settings of the format by checking off the

available Provide option to modify settings of saved report format check box.

In the saved report format list there are several built-in formats made available by Foothold Technology,

each prefixed by "Foothold - ". Most of these saved formats are designed for Data Quality purposes.



92

Start from scratch, without using a previously saved report format - To create your own

report format for single-time use or for saving and later re-use, leave the saved report

format drop-down blank.

8. Click CONTINUE. The Report Options page is displayed.

This page contains a list of program, client, and household member characteristic check

boxes, grouped by information type, and representing data collected in several AWARDS

locations:

Intake Form Face Sheet Household Info Form Discharge Form Agency Program Info

Several other characteristics which are not necessarily found on the above forms are also

available; for example "Age" and "Client ID."

The program, client, and household characteristics available for selection on this page are

those that the agency collects for the programs set to submit the HUD APR. While the report

can be run for non-HUD programs, keep in mind that for such programs many of the report

variables are not collected and so the report may not be complete.

9. The HMIS ReportBuilder report includes all clients who were enrolled in, admitted to, or

discharged from the selected program(s) during the specified date range, based on the

selection made in steps 5 and 6, along with their household members. In some cases, that

may result in duplicate report records in instances where a client has multiple histories in a

single program, or a history in multiple programs. To filter out those duplicates and to list

each client and household member only once in the report results, click the Unduplicated

client count check box.

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When this option is checked, corresponding Earliest and Latest radio buttons are displayed;

click one as appropriate.

When "earliest" is selected, the report contents include the earliest program history for the client

within the specified roster date range. When "latest" is selected, the report contents include

the most recent program history for the client in that date range.

10. Click the check box next to each program, client, and household member characteristic

for which data is to be included in the report.

Characteristic fields with an asterisk (*) next to them are those for which one client or household member

may have multiple values. Multiple value fields include those that have check boxes for data entry

where multiple boxes may be checked for each individual, as well as instances where multiple records

may have been entered for a client, such as children details.



scope of the report contents, and set the "Show Individual Detail" and/or "Summary Tables"



generated. For more information on using the various report options, see HMIS ReportBuilder Viewing

Options.

13. To save the report settings so that this report can be easily re-run in the future, click SAVE

REPORT FORMAT. The Save Report Format dialog box is displayed.

https://demodb.footholdtechnology.com/help/4043

https://demodb.footholdtechnology.com/help/4043

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If it is not necessary to save the report format and you wish only to view the report contents, please skip

to step 18.

14. In the Report Format Title field, type the name of the report.



15. Click one of the Save Report Format for radio buttons to determine who the report should be

accessible by. Available options are:

Yourself - When this option is selected, only the user saving the report format has the ability to use

or modify that format.

All Staff - When this option is selected, all staff in the program(s) selected in step 3 have the ability

to view the report; however, only you and other individuals with the ability to save reports for all

staff will be able to modify or delete that format.

In a single-agency AWARDS database, only members of the "System Administrator" and "Executive

Officer" user groups have the ability to save report formats to be used by others. In a multi-agency/HMIS

AWARDS database, the option to save reports for other users is available to the "System Administrator,"

"CoC Executive Officer," "CoC Executive Support Staff," and "Agency Executive Officer" user

groups. People who are not members of the specified user groups can only save report formats for

themselves.


programs this report format can be used for. Available options are:

This Program - When this option is selected, the report format being saved is available

for use only by the program selected in step 3.

All Programs - When this option is selected, the report format being saved is available

for use by all programs, regardless of which program was selected in step 3.

The Allow Report Format for options are only available when a single program was selected in step 3;

otherwise, the format is saved for all programs by default.



18. Click DISPLAY REPORT. The report is generated and displayed on the HMIS

ReportBuilder page.

When working with the report data, please keep in mind that:

The report shows the values for each characteristic as of the date on which the report is

generated. For example, if a client's marital status on his or her date of intake was "Married," but

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it has since changed to "Divorced," the report shows him or her as divorced, even when the report

is run with the date range set to include the client's intake date.

When the report includes multiple value characteristics (those with an asterisk next to them on

the initial Report Options page), the individual detail for each client or household member

includes a list of the characteristic values separated by commas. Additionally, because each

client or household member may have more than one value, the summary table totals

information for any multiple value characteristic may not add up to the total number of record

count for the report.

If a report's results include fewer than 5,000 records, the data comes from the live database. If

the report's results include more than 5,000 records, the data comes from the previous night's

database backup, and it is exported to a data file rather than displayed on the screen. The

number of records included in the report, and the link to the data file (if applicable), is displayed

on the report page.

When a report is long enough to require you to scroll down the page to view all of its content, the

header row of the data table (individual detail and/or summary) "freezes" at the top of the page,

while the rest of the report detail is viewed. This enables you to view the column labels, even

when scrolling down the page. Similarly, when printing a report that covers more than one page,

the header row of any tables split between pages is shown at the top of each page.

19. Once the report is displayed, complete any of the following tasks as needed:

Show/hide individual detail or summary table content - In some cases you may have

chosen to include a program, client, or household member characteristic in the report

for filtering or grouping purposes, but do not necessarily want to see the associated

individual detail. Likewise, you may choose to include percentages or totals for

summary tables but not want that information shown for all of those tables. In such

instances, you can adjust which table columns are displayed on the report page, as well

as whether individual detail is shown or hidden. To so so, click the show/hide icon

to the left of the table you would like to alter.

The Column/Row Display pop-up for that table is displayed, an example of which is shown

here:

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Check or uncheck columns for that table as needed, and/or uncheck the row display "Details"

option to hide individual detail completely (leaving only "grouped on" data/cells and subtotal

footer rows, if applicable). Checked columns/rows are displayed, unchecked are hidden.

The option to hide individual detail rows is only available when grouped on/footer options have been

selected under "Individual Detail" on the Report Options - Continued page.

Showing/hiding columns and/or rows of individual detail or summary tables does not impact the

contents of the Excel File version of the report data.

Sort individual detail or summary table contents - Click the heading of any table column to sort

the table contents by that characteristic. Click that heading again to reverse the sort order. To

sort by a secondary characteristic, press <SHIFT> and click on the second column heading.

When "Grouped On" has been selected as an individual detail option under report settings, sorting is

NOT available.

When sorting is used, an ↑ or ↓ arrow next to a column heading indicates that the table data is being

sorted using that column. The direction of the arrow indicates whether the sorting is in ascending (↑) or

descending (↓) order. In this example, the table is being sorted alphabetically by client/household

member name from A to Z.

Changing the sort order of an individual detail or summary table overrides any sorting for those tables

specified in the report settings or in a saved report format. However, such changes do not impact the

contents of the Excel File version of report data, nor are they saved when a report format is saved.

Print the report - To do so, click File on the Internet browser's menu bar and

select Print. Adjust the printer settings as necessary, and then click Print to complete the

printing process.

Export the contents to Microsoft Excel - To do so, click the Excel File link at the top of the

page.

Save the format of the report for future use if you have not already done so - To so so,

click the Internet browser's Back button to return to the Report Options -

Continued page, and then complete steps 13 through 17 above.

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