295 Hennepin Family Shelter Primary Report

Date Created: 08/25/2022 | Date Updated: 3/25/2024

In This Article


Purpose: What is this report used for?

The  HCC-99-BED-295 - Hennepin Family Shelter Primary Report  is designed to support the operational and historical reporting needs of the Family Shelter Team at Hennepin County. It contains information about utilization, voucher status, household configuration, demographics, and income for families in Hennepin's family shelter system. 

The report is primarily designed to be run for a one-month period, but can also be run for periods longer or shorter than one month. 


Audience: Who should run this report?

Hennepin Family Shelter Team staff, family shelter staff, and Hennepin County planners can run this report for monthly and longer-term system use tracking. 

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

Note: This report contains clients' personally identifiable information, which is considered privileged and confidential information. By accessing or downloading this report, the user accepts responsibility for the privacy and security of all information contained within it. 


Location: Where can I find this report?

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

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


Prompts: How do I run this report?

  • Select Provider(s): Choose one or more family shelter providers. St. Anne's (ID 687), People Serving People (ID 891), Hennepin Family Overflow 1 HOL (ID 6537), Hennepin Family Overflow 2 FH (ID 6777), Hennepin Family Overflow 3 Scattered Site (ID 6781), Hennepin Family Safe Space (ID 7058) and Hennepin Family Shelter Team (ID 3794) are pre-filled in this prompt, so if a user wants to see data from all those locations then no further action is required to complete this prompt. Hennepin Family Shelter Team will need to be selected at a minimum in order for the FST – No Shelter and Income Tabs to populate. 
  • Enter Effective Date: Select the day after the last day of the report period. It is recommended that the time be set to 12:00:00 AM.
  • EDA Provider: Do not change the default value -Default Provider-
  • Enter Start Date: The first day of the report period. It is recommended that the time be set to 12:00:00 AM.
  • Enter End Date (PLUS 1 Day): Select the day after the last day of the report period. It is recommended that the time be set to 12:00:00 AM.

In-Depth: Tabs, Tables, Columns, and Calculations

The sections below list every tab in the report together with details about how the data it contains is pulled from BusinessObjects. 

Summary

The Summary tab displays occupancy counts for the report period. In the Total Occupancy table it displays the total number of persons, adults, children, and households with entry/exits to providers (not including Shelter Team 3497) in the dataset during the period, and displays counts of households meeting that criteria by size. Counts of persons are based on Client ID, so if duplicate clients appear in the dataset that may result in an overcount. An adult is any client age 18 or older, based on their Current Age. A child is a person under age 18, based on their Current Age. If a person is missing Date of Birth information, they will be excluded from these counts. A household is a group of clients included on an entry/exit. Household size is calculated from the number of clients included on the entry/exit.

If run for a period of 31 days or fewer, it also displays the average number of persons, adults, children, and households served in the Average Occupancy table. Averages are rounded to the nearest whole number. It also displays the number of persons, adults, children, and households served by night for each night in the report period in the Occupancy By Night table. If run for a period of longer than 31 days, these two tables do not display. If run for a period of shorter than 28 days, blank rows will appear in the Occupancy By Night table.

Families Stayed

The Families Stayed tab displays data from clients who had an entry/exit to one of the providers selected in the prompts during the report period. All household members included on the entry/exit are included on this tab. 

This table is sorted by HH ID, then by whether the client is the Head of Household (indicated with an "H" in the Head of Household column), then by EE Start Date. 

It displays information from each applicable entry/exit, and the client's most recently available demographic information, including their age as of when the report was run. MAXIS ID displays the most recently recorded MAXIS ID. Household information (HH ID, Relationship to Head of Household, and HoH) are pulled from the applicable entry/exit. If an entry/exit has no Exit Date, Exit Destination will display as "Stayer". 

FST  - No Shelter

The primary goal of this tab is to help the Family Shelter Team identifyclient who have left shelter and need to be exited from the Shelter Team provider (3794). It also identifies clients who have an open shelter entry more than 2 years old. A red “Check old entry” text will appear in this case in the Exit Date column. In the FST - No Shelter column, text stating, “Remove” will appear if the client does not have any open shelter entries but is still open in Shetler Team (3794).

The FST – No Shelter tab displays data from HoH who had an entry/exit to one of the shelter or drop-in providers selected in the prompts during the report period. Only Heads of Household (H) are included in this tab.However, when exiting a household, be sure to include all members who have left the shelter. This table is sorted by Client ID, then by HH ID.

By Household 

The By Household tab displays data from clients who had an entry/exit to one of the providers (other than Shelter Team 3794) selected in the prompts during the report period. All household members included on the entry/exit are included on this tab. It is grouped by Household ID. The Household ID is pulled from the applicable entry/exit, so if household members were served as part as multiple households, their applicable entry/exit information will appear in the applicable household groups. If a person was served not as part of a household, their data will appear in a group titled "No HH ID" at the end of the report.  

This is sorted by Household ID. 

It displays information from each applicable entry/exit, and the client's most recently available demographic information, including their age as of when the report was run. MAXIS ID displays the most recently recorded MAXIS ID. Household information (HH ID, Relationship to Head of Household and HoH) are pulled from the applicable entry/exit. If an entry/exit has no Exit Date, Exit Destination will display as "Stayer". 

This tab also groups identical values to reduce the amount of duplicate information displayed. This formatting is applied to the following columns: Shelter Provider, MAXIS ID, EE Start Date, EE Exit Date, Group ID, and Exit Destination. These are the fields most likely to be the same across all members of a household. Where a value is different (for example, where one household member exited at a different date than the others), that member's unique value will be displayed. 

Income

The Income tab displays data from clients who had an entry/exit to the Hennepin Shelter Team open during the report period and at least one income record from the Household Income sub-assessment that was valid within their Shelter Team entry/exit. All valid sub-assessment records are displayed on this tab. If a client had multiple entry/exits to Hennepin Shelter Team during the period, and the income sub-assessment records were valid within those entry/exits, the records will display multiple times. 

This table is sorted by Household ID. 

It displays information from each applicable Shelter Team entry/exit, and from the Household Income sub-assessment. MAXIS ID displays the most recently recorded MAXIS ID. Household information (HH ID) is pulled from the Shelter Team entry/exit.


Report Collection (295 Hennepin Family Shelter Primary Report)
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