Running the PIT Report
Contents
1. Desk at hmishelpdesk nh hmis org to acquire an ART license 2 Open a browser and browse to the NH HMIIS website www nh hmis org 3 Click the tab Login to ServicePoint 4 From the ServicePoint home page log in with your Agency Administrator username and password 5 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 6 Click ART in the list of Reports to open the ART browser window 4 NHHMIS User Guide to Running the PIT Reportin ART p204 Figure 1 shows the ART folders and the location of the PIT report and User Manual ART Browser gt i Inbox gt 1 Favorites D o gt 1B Available Reports and Templates gt E Bowman Systems Resources v PL Public Folder Do gt art Documentation Copy 3 22 001 O F gt art Gallery Reports and Resources b art Standard Reports Oo x b art Training BOWMAN USE ONLY qr y gt PL Bo0t Camp 2014 TN o F b If Bowman o g b IJl Dashboard Reports In Use o y gt i Diane F o g gt xcrs Data Coverage Report o y v IJl NewHampshireReports D y gt par ea y b if Balance of State Reports 3 gt Beta21809 Q g yor Q g b if vata Quality Reports y gt i ESc Emergency Solutions Grant o y ew F gt HHI O F v iF Hmis Service Point Agencies ro y v al HMIS Agencies General reports o y v PHIC Hou2. Street for Belknap Merrimack CAP New Start Cotta Belknap Merrimack County Community A Bowman Systems LLC Bridge House ES 49 Bridge House Inc 14 Select or type the prompt values for each prompt below Enter PIT Date PLUS 1 Day Include Entry Exits from ES Data EDA Provider Default Provider Include Services Shelters from ES Data EDA Provider Default Provider Refresh values Balance of State Continuum of Care 4 A Balance of State Qutreach 104 5a Belknap Merrimack CAP Glenn Street for Belknap Merrimack CAP New Start Cotta Belknap Merrimack County Community A Bowman Systerns LLC 0 Bridge House ES 49 Inc 14 altara Enter your search pattern Figure 2b PIT Prompt Box second 7 NH HMIS User Guide to Running the PIT Report in ART Select Provider CoC Code s optional If no value is selected this filter will be removed Select Provider s Select Provider s gq Refresh Data page 4 2014 5 Click on each prompt to highlight it in blue and to view its possible values Use the scroll bar at the right margin shown in Figure 2 to scroll up down the questions Highlight the following prompt values and complete the query as follows a Select Provider s If no values display click on the Refresh Values button Select the Provider s from the list in the left window to highlight in blue Hold down the CTRL key to select m
3. 014 ART Browser gt 1 Inbox gt ih Favorites ro gt 1B Available Reports and Templates b I Bowman Systems Resources v Ph public Folder Oo b Part Documentation Copy 3 22 001 Gro y gt hart Gallery Reports and Resources gt Part Standard Reports Gro vw b Part Training BOWMAN USE ONLY Gro vw gt Boot Camp 2014 TN O F gt If Bowman G g b I Dashboard Reports In Use o vw gt if Diane F Gro y d If Hcis Data Coverage Report ro g v I NewHampshireReports D o g gt Par Ove g b If Balance of State Reports o vw gt fl Betaz1809 O g icp O g b If pata Quality Reports Gro y b Esc Emergency Solutions Grant o vw Pew O g gt HHI Ovo g v If Hmis Service Point Agencies Oo x v au HMIS Agencies General reports Gro vw v PHIC Housing inventory count 0629 Gro y gt If po NOT Use older reports Oo y 0628 HIC Supplement v1 2014 04 22 13 05 EA 4 0628 HIC Supplement vi USER MANUAL 2014 04 07 09 48 Ug 4 0629 Housing Inventory Count v6 2014 04 21 14 19 FR N 0629 Housing Inventory Report Doc v6 USER MANUAL 2014 04 07 09 48 Ug 4 0630 Sheltered Unsheltered PIT 2014 v9 2014 04 21 14 42 EA gt J 0630 Sheltered Unsheltered PIT 2014 v9 USER MANUAL 2014 04 07 09 49 Showing 1 7 of 7 Documents Figure 3 ART Directories and Folders to Access the PIT User Manual 10 INH HMIS User Guide to Running the PIT Report in ART 4 2014
4. IS Ticket system from the tab at the top of the NH HMIS website www nh hmis org or at http support nh hmis org OR 3 INH HMIS User Guide to Running the PIT Report in ART 4 2014 e email the HMIS Help Desk at hmishelpdesk nh hmis org Read the documentation Before trying to run your first report you should read Bowman System s ART Viewer License Guide SP5 document that provides information about accessing navigating running scheduling saving and printing reports This document can be viewed from the NH HMIS website at http nh hmis org content hmis report training Accessing the PIT 0630 Report The PIT report provides the client and household data needed to complete the sheltered and unsheltered portion of the Annual Point In Time PIT module of the HUD HDX for the following populations e Homeless Populations All Households e Homeless Populations Veteran Households e Homeless Subpopulations e Disability Detail This information relates to clients being served in an Emergency Shelter Transitional Housing and Safe Haven Projects or in a place not meant for human habitation at the time of the annual homeless count Clients are identified based on their project enrollment EE status their shelter specific service transactions their ShelterPoint shelter stays or their unmet needs To access the PIT report 1 If you do not already have an active ServicePoint 5 ART license open a Ticket or email the NH HMIS Help
5. NH Homeless Management Information System Compute Collaborate WWW IN AMmis ora NH HMIS User Guide to Running the PIT 0630 in the Advanced Reporting Tool ART 1 NH HMIS User Guide to Running the PIT in ART 4 2014 Table of Contents Overview of the Advanced Reporting Tool ART cccccccccsseeeceeeeeeeeeseeseseeeeeseeeeseeesaeeesaaees 3 FE SS SS ae raat cate acetate we toric ae fet kate met ect not kainate etigh denen 3 Accessing the PIT 0630 Report cccccecccscccsceceeeceeeceeecseccseecaeecseecaeecaeecueecaeecaeseaeseaeenaeseass 4 PU Me PIT COGS REDO aksin ctinitcriseriiae r ENRE 6 Viewing the PIT User Manual ccccccccseccnseeneeeneeeseeeneeeneeeseeneeeseeeseeeseeeseeesaeeseeeseeeseeeneeeneeenes 9 2 NH HMIS User Guide to Running the PIT Report in ART 4 2014 This User Guide provides information about e An overview of the Advanced Reporting Tool ART e Accessing and running the PIT report Overview of the Advanced Reporting Tool ART The Advanced Reporting Tool ART is part of Bowman System s ServicePoint 5 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 ServicePoint data is overwritten onto the ART servers once per day
6. fective Date Type or select from the calendar the day immediately following the PIT count For example if the PIT was conducted on January 28 2014 then January 29 2014 should be entered selected e Enter PIT Date Type or select from the calendar the day of the PIT count f Enter PIT Date PLUS 1 Day Type in or select from the calendar the day immediately following the day of the PIT count For example if the PIT was conducted on January 28 2014 then January 29 2014 should be entered selected g Include Entry Exits from ES Data Select Yes to include Entry Exit data in the count A No value will not include any Entry Exit data for Emergency Shelter ES h Include Services Shelter from ES Data Select Yes to include Services Shelter BH 1800 and related in the count A No value will not include Services Shelter data for Emergency Shelter ES i EDA Provider Select the EDA provider to run the report as or leave it at the Default Provider if the default has the appropriate security level 8 NH HMIS User Guide to Running the PIT Report in ART 4 2014 10 11 12 When all the prompts have been answered click the Run Query or Refresh Data 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 Make any corrections and run the report again as shown in ste
7. on a daily basis This transfer is done at 12am ART report results are always one day behind any changes you make in ServicePoint So if you ran a report today any changes you did today in ServicePoint would NOT show in the PIT report A Data in today s reports will always be from yesterday s data Prerequisites Before running this report you will need to make sure you are running ServicePoint version 5 X and ART version 3 Install Java You will need to have Java version 6 update 45 or earlier installed on your computer to be able 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 Make sure you are using Java version 6 update 45 or earlier Do NOT update to Java 7 as this version does not work with ART Web Browser Reports will not work correctly with Internet Explorer 11 If possible use Chrome or Mozilla Firefox as your browser 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 open a Ticket using the HM
8. p 12 Save the report to your computer by clicking the Document icon in the top left hand corner of the report in fl Edit Query E Edit Report Click Save report to my computer as and select PDF format PDF is the format that Bowman Systems recommends for saving reports Wait for the File Download dialog box to appear TIP If the File Download dialog box fails to display 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 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 To rerun the query using different Providers or start end dates click the Refresh All button at the top of the screen and choose different answers for the prompts Viewing the PIT User Manual A User Manual for the report is located in the same directory as the PIT report The User Manual provides more details to help answer questions about this report and explains all of the prompts tabs columns and tables in the report To view the User Manual 1 2 Click on the magnifying glass to the left of the User Manual see Figure 3 Click the Download button to open or save the User Manual 9 NH HMIS User Guide to Running the PIT Report in ART 4 2
9. sing inventory count 0629 o g b 00 NOT Use older reports g 0628 HIC Supplement v1 2014 04 22 13 05 PA 0628 HIC Supplement v1 USER MANUAL 2014 04 07 09 48 0629 Housing Inventory Count v6 2014 04 21 14 19 i H 0629 Housing Inventory Report Doc v6 USER MANUAL 2014 04 07 09 48 gt 0630 Sheltered Unsheltered PIT 2014 v9 2014 04 21 14 42 f H 0630 Sheltered Unsheltered PIT 2014 v9 USER MANUAL 2014 04 07 09 49 Showing 1 7 of 7 Documents First Previous Next Last Figure 1 ART Directories and Folders to Access the PIT Report 7 Click on the triangle to the left of Public Folder to expand the Public reports 8 Click on the triangle to the left of NewHampshireReports 9 Click on the triangle to the left of HMIS Service Point Agencies 10 Click on the triangle to the left of All HMIS Agencies General reports 11 Click on the triangle to the left of HIC Housing Inventory Count 0629 5 NH HMIS User Guide to Running the PIT Report in ART 4 2014 Running the PIT 0630 Report Before running the PIT you should read the HUD Guide titled 2014 Housing Inventory Count and Point in Time of Homeless Persons Data Submission Guidance that provides information about what data needs to be submitted in order to successfully complete the HIC and PIT count See the website https www onecpd info resources documents 2014 HIC and PIT Data Submission Guidance pdf
10. to view this document To enter values and run the PIT report 1 Follow the steps in section Accessing the PIT 0630 Report to navigate to the HIC folder in ART 2 Click on the magnifying glass to the left of 0630 Sheltered Unsheltered PIT see Figure 1 3 Click on the Edit Report button NOTE Currently there are some issues with opening reports with Java version 7 If a display box similar to the following displays choose No Do NOT install the Java WebaApplet Warning Security Java has discovered application components that could il indicate a security concern Name webiApplet Block potentially unsafe components from being run recommended More Information Contact the application vendor to ensure that t has not been tampered with Or if a message similar to the following displays click the Run this time button at the top of the screen to allow running an older version of Java Java TM is out of date 6 NH HMIS User Guide to Running the PIT Report in ART 4 2014 4 After afew seconds a prompt box displays that allows you to choose the criteria of your report see Figure 2 A Prompts S Promp n i Select or type the prompt values for each prompt below EDA Provider Default Provider Enter effective date Enter PIT Date Refresh values z Balance of State Continuum of Care 4 Balance of State Qutreach 104 Belknap Merrimack CAP Glenn
11. ultiple Providers Click the right arrow gt to move the name s of the Provider s to the Select Provider s window on the right All selected providers must be an Emergency Shelter Project Transitional Housing Project or Safe Haven Project as indicated by their Project Type Code on the HUD Standards tab in the Admin Section Selected Providers with a missing or different Project Type Code will NOT be included in the report results All selected providers A must also have the specified CoC Code Selected Providers with a missing or conflicting CoC Code will NOT be included in the report results Unsheltered clients will only be included if a proper unmet need is recorded Homeless Point In Time counts are conducted as required by HUD or as determined by the CoC usually annually however this report can also be run between counts to monitor the size and demographics of the sheltered homeless population In 2014 HUD requires only a sheltered count of homeless clients for entry into the HDX but recommends that communities do a complete count b Select Provider CoC Code s 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 not want any values in the box on the right c EDA Provider Select the EDA provider to run the report as or leave it at the Default Provider if the default has the appropriate security level d Enter Ef
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