Report Retirements Scheduled for November 2025

ICA’s Reporting and Evaluation Team (RET) has reviewed the reports in HMIS provided by the ClientTrack vendor and marked a handful of them for retirement for one or more reasons (more details available below). To give users the opportunity to provide feedback on the proposed list of reports for retirement, in early October 2025, ICA will move these reports into new folders named Reports Retiring in Nov. 2025.

What if I Use One of the Reports?

During the month of October, users who have relied on one or more of the reports that have been marked for retirement are asked to try other reports that are available elsewhere in the Reports workspace to determine if these other reports can meet their needs. If a user determines that no other report can meet their needs, they can then send an email to the helpdesk including the report’s name and a brief description of what it contains that is not available in other reports. RET will then determine on a case-by-case basis whether this report should be removed from the planned retirement list.

When will the Reports be Retired?

We expect the reports will be retired during one of the release dates in November. Once an exact date has been set, it will be posted in the Change Log.

Why is ICA Retiring Reports?

Many of the reports that ICA has marked for retirement were not designed for use in Minnesota’s HMIS and contain programming that are different than typical HMIS standards. This means that some of these reports will, at times, provide different results than reports that follow typical HMIS standards (i.e., the APR, CAPER, and the reports ICA is building). ICA has answered questions from users asking why some of these reports do not match other reports, and in some cases, omit some clients entirely. Since ICA cannot easily modify the reports that the software vendor provided, we have determined that the best solution is to retire these reports.

ICA has also found that a handful of the reports are duplicative of others and will be retiring some of the duplicative reports to ensure users only see reports that RET has determined work best in Minnesota’s HMIS.

Which Reports are Being Retired and Why?

Client Barriers

This report sometimes omits clients which should be included and do appear in the APR/CAPER and other reports as it was not built to follow HMIS reporting standards. In addition, this report contains the same information already available in the Core Demographics & Outcomes (001), so this report is being removed because it is duplicative.

Client Demographics

This report sometimes omits clients which should be included and do appear in the APR/CAPER and other reports as it was not built to follow HMIS reporting standards. In addition, this report is outdated, and current demographic data is available in the Core Demographics & Outcomes (001), so this report is being removed because it is duplicative and outdated.

Client List

This report shows only clients who were created by the selected organization, not all clients served by the organization, and is easily misunderstood. If users need a list of clients enrolled in programs, ICA recommends using the HMIS Active Client List (038) instead.

Clients in Programs

This report sometimes omits clients which should be included and do appear in the APR/CAPER and other reports as it was not built to follow HMIS reporting standards. If users need a list of clients enrolled in programs, ICA recommends using the HMIS Active Client List (038) instead, and if users need demographic totals, ICA recommends using the Core Demographics & Outcomes (001) report instead.

HOPWA APR/CAPER FY23

This report has not been updated since Federal FY2023 and the vendor does not plan to update it since HUD does not require it to be provided by HMIS software vendors.

HUD Bed Night Report

This report frequently does not count nights properly for shelters which use the Facilities workspace. ICA is working on a replacement for this report.

Income at Entry/Exit

This report sometimes omits clients which should be included and do appear in the APR/CAPER and other reports as it was not built to follow HMIS reporting standards. In addition, income information is available in the Core Demographics & Outcomes (001) report in a more user-friendly format, so this report is being removed because it is duplicative and less user friendly than the Core report.

Referral From Provider

All information in this report is also contained in the Referral to Provider by Service (068) report, so this report is being removed because it is duplicative.

Referral To Provider

All information in this report is also contained in the Referral to Provider by Service (068) report, so this report is being removed because it is duplicative.

Service by Provider

Minnesota’s HMIS does not track services by provider, instead tracking them by program. For this reason, use of the Service Summary by Case (115) report generally will work much better and users are encouraged to use that report instead.

Service Summary

This report uses logic inconsistent with HMIS reporting standards, while the Service Summary by Case (115) report follows HMIS reporting standards. Users are encouraged to use that report instead.

Turn Away Reason

This report is being removed from both the Reports and Facilities workspaces because Minnesota’s HMIS does not collect turn-away data in a matter compatible with this report, so this report does not return any results.