292 Hennepin Singles By-Name List Report

Date Created: 03/08/2022 | Date Updated: 9/28/2022

In This Article


Purpose: What is this report used for?

The  HCC-00-CMM-292 - Hennepin By Name List report produces a list of all single adult (18+) clients currently active in street outreach or case management program in Hennepin County, or active in an emergency shelter in Hennepin in the last seven days.


Audience: Who should run this report?

Hennepin County case managers and planners, as well as community shelter and outreach staff, are the intended audience for this report.

Note: A user's account settings and other visibility settings can affect what data the user will see when running a BusinessObjects report. For more information, please refer to the article Visibility Settings and Their Impact on BusinessObjects Reports.


Location: Where can I find this report?

In the BusinessObjects (BO) reporting tool, open these folders in order:

Public Folders => minnesota_live_folder => SSA Report Gallery => 5. Agency - Level => Hennepin County


Prompts: How do I run this report?

For each individual report run, it is recommended that either the Provider, Reporting Group, or Project Type prompt is used. Completing multiple of those prompts may produce a report with unexpected results.

It is possible to skip the Provider, Reporting Group, or Project Type prompts and simply complete the Enter Effective Date prompt. Doing so will cause the report to pull in the greatest available amount of information.

  • Select Provider(s): Choose one or more case management, emergency shelter, or street outreach providers. At this time, case management providers 5275, 6251, and 6252 are supported.
  • Select Reporting Group(s): Choose one or more reporting groups.
  • Select Project Type(s): Choose emergency shelter, street outreach, or both of those project types. It is not recommended to run this report by the Case Management providers' project type (Services Only) because unwanted projects may then be included.
  • EDA Provider: Do not change the default value -Default Provider-
  • Enter Effective Date: The date the report is being run. It is recommended that the time be set to 12:00:00 AM.

In-Depth: What questions can this report answer?

The focus of this report is identifying all single adult clients who have recently stayed in a shelter or are engaged with street outreach or case management services. The report includes both client-level details and summary counts.

  • Summary Tab: On this tab, it is possible to quickly ascertain how many clients are engaged with the target project types, how many fall into select categories, and whether clients are in sheltered or unsheltered living situations.
  • Detail Tab: Information about individual clients can be found on this tab, including the most recent providers for which they have Entry/Exits, their veteran status, and whether they are on the Hennepin County Priority List. See the section In-Depth: By Name List Columns and Calculations for a full list of available data points.

In-Depth: By Name List Columns and Calculations

The table below lists every column in the report together with details about how it is pulled from BusinessObjects. Certain column values, such as a client's most recent Entry/Exit provider, are pulled "live" and will always reflect the most recently recorded information. Users are directed to set the Effective Date prompt to match the report's run date to ensure that the most recent assessment values are also pulled into the report.

Important: Connections between data sources used in this report are made via the Client ID field. This means that if a client has duplicate client IDs pulling into the report, and both records are visible to the person running the report, their information can inflate summary counts. For example: if a client has two Client ID records, and on both records the client is indicated as a veteran, they will count twice on the Summary tab. Identifying and merging duplicate records will reduce inflation of summary counts. 

Column Name Calculation Details Notes
Client Unique ID
=[Merge Unique Id]
-
Client Name
=[Client First Name]+" "+[Client Last Name]
-
Client ID
=[Merge Client Id]
-
Shared?
=If(Not(IsNull([Date of ROI Consent(4074)]));"Shared")
If there is a value saved in the Date of ROI Consent field, this column displays "Shared".
Most Recent ES Entry Date =Max([Date Sort Adj ES]) If the client had at least one entry/exit in an emergency shelter provider in Hennepin County in the week before the report was run (where the Exit Date was in the last week or the Exit Date is null), the Entry Date of the most recent entry/exit appears here. Most recent is defined as the latest Entry Date.
Most Recent ES Exit Date =If(Max([Date Sort Adj ES EXIT])>Max([Date Sort Adj ES]);Max([Date Sort Adj ES EXIT])) Displays the Exit Date from the client's most recent Hennepin County emergency shelter entry/exit.
Most Recent ES Provider
=[Max ES Provider] If the client had at least one entry/exit in an emergency shelter provider in Hennepin County in the week before the report was run (where the Exit Date was in the last week or the Exit Date is null), the Provider of the most recent entry/exit appears here. Most recent is defined as the latest Entry Date.
Total Nights in Hennepin Shelter =[ES Total Nights Sum Services] + [ES Total Nights Sum EE] In ([Merge Client Id]) Displays the number of nights the client has spent in Hennepin County emergency shelters since 1/1/2019. For nights stayed with a provider listed as a Night-by-Night provider, the total nights are summed from service transactions. For nights stayed with a provider listed as an Entry/Exit provider, the total nights are summed from entry/exits. Then these are summed together. 
Most Recent SO Provider
=[Max SO Provider] If the client has at least one open entry/exit for a street outreach provider in Hennepin County as of the date the report was run (Exit Date is null), the Provider of the most recent entry/exit appears here.
  • "Most recent" is defined as the latest Entry Date.
  • PATH SSO entry/exits have been recoded as SO and will pull into this column when appropriate.
Most Recent S2H Entry Date =Max([Date Sort Adj S2H]) In ([Merge Client Id]) If the client has an open entry for Streets to Housing provider #6566, the most recent Entry Date appears here.
Most Recent Current Living Situation Date
=[CLS Date Most Current] If the client has any contacts recorded in the Current Living Situation sub-assessment, the Start Date of the most recent (meaning the one with the latest Start Date) will display.
Most Recent Current Living Situation Location
=[CLS Location Most Current] If the client has any contacts recorded in the Current Living Situation sub-assessment, the Current Living Situation from the most recent (meaning the one with the latest Start Date) will display.
Most Recent Current Living Situation Location Details =[CLS Location DETAILS Most Current] If the client has any contacts recorded in the Current Living Situation sub-assessment, Location Details from the most recent CLS value (the one with the latest Start Date) will display.
Most Recent Current Living Situation Provider
=[CLS Provider Most Current] If the client has any contacts recorded in the Current Living Situation sub-assessment, the Provider recording the most recent CLS value (the one with the latest Start Date) will display.
Most Recent Drop-In Service Date
=[Drop In Date Most Current] If the client had at least one service transaction recorded in the last seven days, the Start Date of the most recent will display.
Most Recent Drop-In Service Provider
=[Drop In Provider Most Current] If the client had at least one service transaction recorded in the last seven days, the Provider recording the most recent will display.
Most Recent Case Management Provider
=[Max CM Provider] If the client has at least one open entry/exit for a Hennepin County case management provider as of the date the report was run (Exit Date is null), the Provider of the most recent entry/exit appears here. Most recent is defined as the latest Entry Date.
All Open Case Managers
=[Open CM FINAL] This column displays a list of all Case Worker names in the Case Manager tab, where the Case Worker Date Ended is null.
DOB
=[Date of Birth(893)] -
Age
=[Current Age] -
Primary Language
=[Primary Language Spoken(2752)] -
Veteran =[Client Veteran Status] -
Phone
=[Phone number where you can be reached or where a message can be left:(4102)] -
Email
=[Email where you can be reached or where a message can be sent:(4100)] -
Housing Type Pursued (1 of 2)
=[Current housing type being pursued (1)(6201)] -
Housing Type Pursued (2 of 2) (Optional) =[Current housing type being pursued (2)(Optional)(6223)] -
ID
=[Do you have a photo ID?(6000)] -
SS Card
=[Do you have your Social Security card?(6001)] -
Birth Certificate
=[Do you have your birth certificate?(6002)] -
Probation
=[Are you currently on probation?(5441)] -
Waiver
=[Does the client have waivered services?(6199)] -
Mental Illness
=[Mental Illness] If the client has a value of Mental Health Disorder saved in either the CES Disabilities sub-assessment or the HUD Disabilities sub-assessment, this column displays "Yes".
CH Index
=[Is Client on the Chronic Homeless Index?(4969)] -
Currently Active in Coordinated Entry
=If([dtl_Declined CE] = "Yes"; "Declined CE"; If(Not(IsNull([CE EE Date Most Current]));"Yes";"No"))
  • "Declined CE" is displayed if the client's most recently recorded value for Person Refused or Declined a Coordinated Entry Assessment at This Time = Yes.
  • "Yes" is displayed if the client has an open entry/exit to a Hennepin County Coordinated Entry Assessment provider and has a value of "Placed on Prioritization List" recorded (where applicable).
Most Recent CE Referral Date
=[CE Event Date Most Current] If the client has at least one open referral to a housing provider (meaning a referral with no Referral Result and no End Date), the Date of Event from the most recent referral (meaning the one with the latest Start Date) will display.
Most Recent CE Referral Provider
=[CE Event Provider Most Current] If the client has at least one open referral to a housing provider (meaning a referral with no Referral Result and no End Date), the provider referred to in the most recent referral (meaning the one with the latest Start Date) will display.

Report Collection (292 Hennepin By Name List Report)

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