Running the HIC Report
Contents
1. Click on the triangle to the left of All HMIS Agencies General reports 10 Click on the triangle to the left of HIC Housing Inventory Count 0629 Figure 1 shows the ART folders and the location of the report and User Guide 4 INH HMIS User Guide to Running the HIC in ART 4 2013 Advanced Reporting Tool New Report ART Browser gt If inbox gt pFavorites d Lp Available Reports and Templates gt IH Bowman Systems Resources v Ppublic Folder gt art Documentation Copy 3 22 001 gt hart Gallery Reports and Resources fart Standard Reports gt art Training BOWMAN USE ONLY I Dashboard Reports In Use gt IizHcis Data Coverage Report hg If NewHampshireReports gt far fygalance of State Reports gt setaz1809 gt yer gt hese Emergency Solutions Grant gt ew gt HHI k Izis Service Point Agencies ba hau HMIS Agencies General reports EHIC Housing inventory count 0629 0629 Housing Inventory Report v3 2013 03 12 09 48 0629 Housing Inventory Report v3 USER MANUAL 2013 03 12 09 49 Showing 1 2 of 2 Documents dso 2 P P P gt bs COOCOO First Previous Next Last Figure 1 ART Directories and Folders to Access the HIC Report Viewing the HIC 0629 Report User Manual A User Manual for the report is located in the same directory as the report The User Manual is a2. 2 4 2013 12 00 00 AM Select CoC Code s value has been selected A Refresh Values Yo Select CoC Code s HUD Standards Information COC Code minal NH NH 500 NH 501 NH 502 a March 14 2013 9 30 52 AM GMT 04 00 2 More Information Select or type the values you want tor s for each prompt displayed F Cancel Figure 2 HIC Prompt Box Click on each prompt to highlight it in blue and to view its possible values Chose the following values and complete the query as follows Select CoC Code Skip Leave set at No Selected Value If there are already codes selected use the left arrow lt to send the choice back to the CoC Codes list You do right Select Provider s If no values display click on Refresh Values button Select the in blue Click the right arrow gt to transfer the name s of the Provider s to the Select Providers box in the right a not want any values in the box on the b Provider s from the list to highlight it c Enter Date for Current Inventory This Inventory Start Date The report is set d Enter Start Date for New Beds This is New Beds The report is set to default e after the end of your report period is the date designated by HUD as the Current to default to the date for the HIC Report the date designated by HID as the Start Date for to the date for the HIC Report Enter End Date for New Beds PLUS
3. 1 Day Be sure to enter a date that is one day 6INH HMIS User Guide to Running the HIC in ART 4 2013 5 When all the prompts have been answered click the Run Query button at the bottom of the window to view your results If a message displays click the OK button to view your report If you get an error message you will need to make changes in your data 7 Save the report to your computer by clicking Document in the top left hand corner of the report 8 Click Save to my computer as NOT Save report to my computer as and select PDF format PDF is the format that Bowman Systems recommends for reports For more information about handling data and reports see Security and Procedures Related to Data and Reports later in this guide 9 Wait for the File Download dialog box to appear this can take a minute or two 10 Now you have a choice as whether to open the document and and then print it or to save the document to your computer under a name and location that you specify TIP f the File Download dialog box fails to appear in step 9 this is most likely due to a pop up blocker You can temporarily disable your pop up blocker by holding down the control Ctrl key Repeat steps 1 3 while holding down the Ctrl key and it should work 7INH HMIS User Guide to Running the HIC in ART 4 2013 Security and Procedures Related to Data and Reports It s unfortunate but identity th
4. are acceptable methods of destroying data It s up to you to ensure that your data is secure 9INH HMIS User Guide to Running the HIC in ART 4 2013
5. compliment to this User Guide and contains many more details about the report To view the User Guide 1 Click on the magnifying glass to the left of the User Manual see Figure 1 2 Click the Download button to open or save the User Manual NH HMIIS strongly suggests you use both the report and User Manual to assist you in running the HIC Running the HIC 0629 Report Before running the HIC you should read the HUD guide titled 2013 Housing Inventory Count and Point in Time of Homeless persons Data Collection Guidance that provides information about what data needs to be collected in order to successfully complete the HIC and PIT count See the website https www onecpd info resources documents 2013HICandPITGuidance pdf to view this document 5INH HMIS User Guide to Running the HIC in ART 4 2013 To enter values and run the HIC report 1 Follow the steps in section Accessing the HIC 0629 Report on page 4 to navigate to the HIC folder 2 Click on the magnifying glass to the left of O629 Housing Inventory Count 3 Click on Edit Report button 4 A prompt box displays that allows you to choose the criteria of your report see Figure 2 Prompts x Reply to prompts before running the query Select Provider s optional This filter will be ignored because no Enter Date for Current Inventory 1 31 2012 12 00 00 AM Enter Start Date for New Beds 2 1 2012 12 00 00 AM Enter End Date for New Beds PLUS 1 Day
6. NH HMIS User Guide to Running the HIC 0629 in the Advanced Reporting Tool ART TINH HMIS User Guide to Running the HIC in ART 4 2013 Table of Contents Overview of the Advanced Reporting Tool ART eccceeeeeeeee tere eeeeeeneeeeee eee eeecennaeeeeeeeeeeneea 3 PIENEQUISIES izes ntrdiecertdinesaihincantiv needed NEERA anaemia ane ane 3 Accessing the HIC 0629 Report Viewing the HIC 0629 Report User Manual Running the HIC 0629 Report Security and Procedures Related to Data and Reports 2INH HMIS User Guide to Running the HIC in ART 4 2013 This User Guide provides information about e An overview of the Advanced Reporting Tool ART e Accessing and running the HIC Report e Tips on securing and protecting HMIS data and ServicePoint reports Overview of the Advanced Reporting Tool ART The Advanced Reporting Tool ART is part of Bowman System s ServicePoint 5 0 that allows Agencies to query data and create standard or customized reports for analysis that can help you assess the functionality and effectiveness of your respective Agencies ART is also the tool used for creating funding and state requirement reports It is important to note that a copy of your live data is overwritten onto the ART servers once per day on a daily basis This transfer is done at 12am IMPORTANT Data in today s reports will always be from yesterday s data ART report results are always one day behind any change
7. aining identifying information that are stored within the participating agency s local computers are the responsibility of the participating agency Agencies should develop protocol regarding the handling and protection of data downloaded e Data Disposal Dispose of documents that contain identifiable client level data by shredding paper records deleting any information from disk before disposal and deleting any copies of client level data from the hard drive of any machine before transfer or disposal of property Agencies must establish internal access to data protocols These policies should include who has access for what purpose and how they can transmit this information Issues to be addressed include storage transmission and disposal of data e Printed documents Printed versions of confidential data should not be copied or left unattended and open to unauthorized access e Sharing data Media containing client identified data will not be shared with any Agency other than the owner of the data for any reason Authorized employees using methods deemed appropriate by the participating Agency may transport HMIS data that meets the above standard Reasonable care should be used and media should be secured when left unattended e Destroying data Media containing HMIS data that is released and or disposed of from the Agency and Central Server should first be processed to destroy any data residing on that media Formatting and overwriting
8. eft is happening every day That s why it s up to us to protect HMIS data and ServicePoint reports We have access to confidential client data names date of birth social security number and more We are responsible for keeping that private for our clients You can feel comfortable that the data stored in ServicePoint and the data stream to the Bowman Data center is secure More and more we are seeing it is the data that is not in the data center that is the privacy risk The data security magazine Darkreading recently reported that Boston Children s Hospital has had a potential breach stemming from a laptop stolen at a conference From that laptop a file was emailed which contained the names medical record numbers birth dates diagnoses and procedure surgery dates for 2 159 patients Neil Roiter research director at Corero Network Security says There have been numerous recent cases across the country involving lost or stolen laptops missing backup media and poorly secured health record databases involving tens even hundreds of thousands of records This is a good reminder that we should always be careful with our client data Below are some basic rules to follow and keep in mind to keep all data secure e Emails Never include client names or social security numbers in an email Once the email leaves your machine you have no idea where it will end up or who will see it e Transfer of Data Do not use a USB
9. ide to Running the HIC in ART 4 2013 Accessing the HIC 0629 Report This report produces the HUD Housing Inventory Count required by HUD The HIC is designed to accurately reflect each Continuum of Care s CoC capacity to house homeless and formerly homeless persons The HIC is a complete inventory of Emergency Shelter Transitional Housing Safe Haven Permanent Housing Permanent Supportive Housing and Rapid Re housing beds available in the CoC The inventory should include all residential programs as described in HUD s HIC and PIT guidance released each year To access the HIC Report 1 wo o N o u If you do not already have an active ServicePoint 5 ART license email the HMIS Help Desk at hmishelpdesk nh hmis org to acquire an ART license Open a browser and browse to the HMIS website www nh hmis org Click the tab Login to ServicePoint From the ServicePoint home page log in with your Agency Administrator username and password Click on ART Connected in the top right hand corner of the screen to access ART Alternatively you can click on the arrow next to the Reports module on the left hand side of the screen Click ART in the list of Reports to open the ART Browser window Click on the triangle to the left of Public Folder to expand the Public reports Click on the triangle to the left of NewHampshireReports Click on the triangle to the left of HMIS Service Point Agencies
10. memory drive to transfer client specific information UNLESS the file containing that data is encrypted so that should the drive containing it be lost or stolen no one could access the data e Hardcopy Paper Records It s not just electronic records that can be lost or stolen or fall into the wrong hands HMIS information in hardcopy format should be disposed of properly Be sure to use the same care to secure paper records containing client information as you do with electronic records This may include shredding finely enough to ensure that the information is unrecoverable e Data Access Since no ServicePoint data is stored on the local computer the physical vulnerability of agency computers does not constitute a significant threat to client confidentiality However any user access data such as a password that is stored on a computer or in a written file does constitute a risk to client confidentiality e Unattended Active Sessions Users who have logged on to HMIS and have an active session should never leave their computer terminal unattended The system does have an automatic log off feature If you are leaving your terminal for any period of time log off the active HMIS session 8INH HMIS User Guide to Running the HIC in ART 4 2013 e Locally Saved Data Users who have been granted access to report and query functions have the ability to download and save client data onto their local computer All client records cont
11. s you make in ServicePoint So if you ran a report today any changes you did today in ServicePoint would NOT show in the HIC report Prerequisites Before running a report you will need to Install Java You will need to have a recent version of JAVA installed on your computer to run ART JAVA is a very common freeware program and many computers will already have it installed but the JAVA software can be downloaded for free from java com if necessary If you are unable to access ART you will likely need to go back and install JAVA first Read documentation Before trying to run your first report you should read Bowman System s ART Viewer License Guide SP 5 document that provides information about accessing navigating running scheduling saving and printing reports This document can be viewed from the HMIS website at http nh hmis org content hmis report training Acquire an ART license In order to use ART and run reports you must be assigned a Reporting License by HMIS before you can log into the reporting tool After you log into ServicePoint you will see ART Connected in the upper right corner of the screen if you are connected to ART If you cannot access ART to acquire an ART license either e email the HMIS Help Desk at hmishelpdesk nh hmis org OR e open a Ticket using the HMIS Ticket system from the tab at the top of the HMIS website www nh hmis org or at http support nh hmis org 3INH HMIS User Gu
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