ART Reporting Everything you ever wanted to know

(well, some of it)

Clif Graves - Thursday, September 17, 2015

1

ART Reporting – Everything This 1 hour webinar will cover a lot of ground. • A refresher on basic use of ART reports. • It will provide an overview of the 70 plus primary reports

in the ART public reports area and a little bit about how to use them.

• We will review and expand on how to use Input Controls and filters.

• We will also spend a bit of time on scheduled reports and when it is best to use them.

At the end of the webinar “you may not know everything, but you will know more than before”.

ART Reporting – Everything We have quite a few folks signed up for this webinar so opportunities for discussion will have to be limited. • If you have a question, please use the webinar

“Questions ” to type in your question. • Some questions will be answered during the webinar • We will review the “Questions log” after the

presentation include this in Q and A time at the end.

Handouts There are two Handouts for this session. You can download them from the Goto Meeting panel Handouts section. • ART Reports Listing 150916

– A Listing of current reports in ART

• ART 3x Viewer Guide Edited – This is a edited version of an older Bowman Guide to

using ART.

Who uses ART Reports

Just over 50% of reports

are run by users at projects

What ART Reports?

The most used report is ‘Project

Participation’.

Followed by the ‘APR’

Basic ART Navigation

Closed folder

Open Folder

You can now see folders and reports that are in the folder

Choosing the right report Folder

The folders under the Public Folder

are for the most part named to be self

explanatory.

APR Emergency Shelter

PATH PIT

Choosing the right report Folder

Some folders such as

Data Completeness Data Quality

and Statistics

are named for the type of report

Choosing the right report Folder

These two folders hold

reports are not intended to be

run as end user reports.

When one of the reports in the ART Gallery Reports folder seem useful, we place it in

another public folder.

Choosing the right report Folder

The Emergency Shelter folder has a lot of reports and

sub-folders

Each of these are program specific reports They often include an instructional pdf.

Choosing the right report Folder

Statistics

Demographics

Outcomes

All About Prompts • The prompts setup the report to answer the question at

hand.

All About Prompts If your agency is a stand alone agency you will Probably do just fine with project you are reporting on in both the “EDA Provider” and the “Entry Exit Provider Id” Never leave the EDA Provider as “–Default Provider”

All About Prompts Effective Date – Reports that use the Effective Date can limit the

data that is shown to date entered up to the effective date. In this example the report end date is 9/1/2015 but the effective

date is 7/14/2015 – Only field data on or before 7/14/2015 will be included in the report.

Specific Use reports?

• Some reports are designed for a specific use. For example the ESG - Shelter System Change Program has a number of reports for it’s outcome measures.

• Not all programs need to file a HUD APR. But the APR Report does give a lot of information that other programs may want to use in their own way.

• When you run a report that has a specific use for another reason the answer may not always be what you would expect. But no harm it trying it.

G-I-G-O • It stands for “GARBAGE IN – GARBAGE OUT ”

No matter how good a report is, it cannot report on data that is not in the database.

Reports can’t do

more than report on what is there, even if data is missing or entered wrong.

Completeness vs Quality

• Completeness – The completeness reports measure if there is a valid answer in every required field.

Completeness is the first step to achieving Quality Data

Completeness Completeness reports have a new home

_Data Completeness

Getting the data Completeness Up to standard

after the 10/2014 HUD standards change created a need for

a new focus on completeness

Completeness Grade Coming Soon – New Data Completeness Report Card report This Bowman created report will replace our old locally created report. Our projects will be using the same completeness report card used by many other CoCs and HMIS projects

Data Quality

Quality Data - is both data that is complete AND has the correct answer in each required field. From a reporting point of view it is easy to show if a field is blank or not. It is much harder to create a report to judge the correctness of an answer.

Quality

Data Quality Errors:

It is easy to make a data entry

transcription error.

The reports in The Catch Common Errors can help identify some common issues

For example : 0220 - Data Incongruity Locator - Age, Gender, Household Relationship Issues

Quality

Zero is good

Detail tabs were it is

not.

NEWS - APR Report Changes

• Bowman News Item – • “CoC APR - Canned Report

• Over the years, we've received a great deal of feedback

about the CoC APR and how beneficial it would be to make this a "canned" ServicePoint report as opposed to an ART report. This year, we have decided to make that move and add the CoC APR to the "canned" reports section of ServicePoint. This means the report can be accessed via the Reports module directly in ServicePoint as opposed to accessing the report through ART.

• This report will be released in time for the November 1st CoC APR availability deadline.”

Canned Reports

The New APR will be here

Report Writer

Tables, Fields, and

Filters – Oh No!

Real time, limited, and not user friendly

ART

When the APR canned report is released The ART APR report will be retired.

The 0631 – APR Detail report will be retained.

ART Prompts APR

The 0631 – APR Detail report will be retained. This is a complex and very helpful report

APR Detail Tabs

To Print or Not to Print? Some reports are not really meant to be printed.

Input controls let you filter your data to see it a

certain way or find missing data.

This is an interactive feature of a number of reports such as the APR detail. When you print

the report to paper or a PDF, you no longer have the interactive features making the report

less valuable.

Error Messages? If you project uses Services this could be bad. (or Not)

Probably indicates a missing prompt or wrong EDA

If the dialog has a rex X and may include the word ERROR…

Scheduled Reports Scheduling a report that you are going to print out can save you time.

You can schedule a report to run and pick it up later in your ART inbox

Scheduled Reports The report scheduler

requires the same prompts as the regular

report.

But the interface is a bit

different.

Scheduled Reports There is no

relative dating in the scheduler

If you choose “weekly” it will run each week

with the prompts you entered.

Input Controls

Not all reports have input controls

The icons at the bottom of the left panel shown with the blue arrow

allow you to choose from four functions in the panel. To access the Input Controls choose the third from

the left.

Input Controls

Some have a lot!

Simple Report Filter

Any field that is used in the

report queries can be added as a simple

filter.

Simple Report Filter

Input Controls and Filters are additive.

Filters for Gender = Female and

Veteran Status = Veteran

Used together will return only the female Veterans!

Lets take a look at some of the question that came in.

Thanks for attending!