October 2021 Reporting Updates
Important updates to HMIS reports
Big changes have happened and are about to happen in the world of ART reports. Scheduled maintenance of ART was completed over the weekend of October 8-10, and ART is now back online. The FY2022 Data Standards Changes impact many ART reports. We've heard user feedback and made the 030 Core Report easier to find and made a system-wide change to report formatting.
FY2022 Data Standards Changes and Reports
Many ICA Minnesota reports are temporarily outdated because of the FY 2022 HMIS Data Standards changes in Community Services (formerly ServicePoint). Our Reporting & Evaluation team is working steadfastly to make the needed revisions. Read on to learn what changed in reports, how that change will look, and how you can stay up-to-date on the resolution of each impacted report.
Which parts of my reports are outdated now?
The following widely used data elements underwent changes:
Race
Ethnicity
Gender
Disabilities sub-assessment (changes in some Disabling Types)
For more details about the specifics of this change, please visit this page.
How will those outdated fields look in a report?
Since the fields changed, the reports do not yet know what to do with the new wording. These fields will not flag as errors, but the quality of the data will be temporarily affected. For reports where these fields are present, responses will appear missing that are not, in fact, missing. In turn, the summary counts for these fields will be inaccurate until report revisions are made. Additionally, you may notice more Disability errors in your Quarterly Data Quality report. We will add the brand-new data elements into corresponding reports, and indicate data elements that are now retired.
ICA Minnesota is triaging quickly; this will be our Reporting & Evaluation team's top priority in early October. We are then updating reports in regular batches throughout the fall.
How will I know that the report I need to use is ok?
We're on it! We updated our REPORTcollection to show you what's ok, what needs to be revised, and what has been revised.
Within the REPORTcollection, we've added two columns titled: FY2022 Change Status and FY2022 Changes Estimated Fix.
FY2022 Change Status
If it says "Ok - no change needed" or "Resolved - all fields updated", you're good to go! If it says "In Review " or "Outdated - Revision Needed" then know that there are changes coming. We recommend that you do not run outdated reports. If it says "Demographics Resolved, New Fields Pending" then it is in between: fields that had language changes (like Race, Ethnicity, and Gender) have been updated so it is reporting accurately, but you will not see new data elements.
We'll keep this updated in real time.
FY2022 Changes Estimated Fix
We have triaged each report in anticipation of this upgrade based on frequency of use and program deadlines. This column will display when we estimate the needed revisions will be applied to each report.
Before you contact the Helpdesk, check this list and be sure you're using the most up-to-date report version (not a report scheduled from your ART inbox).
030 Core report has a new home, all reports will have a new front page
Lastly, we are rolling out changes to layout and location for some reports.
Program Evaluation reports, including the 030 Core Report have a new, easier-to-find home! They can now be found in the 0. Program Evaluation folder in the SSA Report Gallery.
All reports will automatically open to the ‘Report Information’ page, displaying key information about how the report was run. These changes are inspired by user feedback, and are meant to make it easier for users to access the info they need to successfully run ART reports.
Thank you for your understanding as we work to make these updates.