02. Using MN's REPORTcollection

The ICA Minnesota REPORTcollection (Version 2) contains information about reports currently available and reports we plan to build in ClientTrack. It replaces the previous ICA MN REPORTcollection which ICA had developed to contain information about reports available in Community Services. The ReportCollectionV2 will continue to be updated as closely to real-time as possible to reflect our plans and progress on building a strong catalog of reports in ClientTrack.

Click here to open the Report Directory

Click here to open the Transition Crosswalk

Sections

Currently, REPORTcollectionV2 has two parts. We expect that these will change over time, but the current parts and a brief description of each is provided below.

Report Directory	This section contains a list of all reports which are current, under development, planned, in user acceptance testing, or broken. The tab can also be filtered by workgroup access, CoC/agency applicability, report type, development round, and funder request. The tab lists the name and ID number of each report, the report status, the report type(s), the location in ClientTrack (when applicable), a brief description, and in which round ICA plans to develop it (if it is a report ICA is developing). In the future, ICA plans to add a linkage to a report guide on our knowledge base, which will include instructions on how to properly run the report.
Transition Crosswalk	This section contains the names of all reports that ICA had listed in the REPORTcollection for Community Services, sorted in numerical order, and indicates ICA’s current plan to replace (or not replace) the report in ClientTrack. If ICA does intend to replace it or has identified a report that is already available, that report is shown as well. Please note that any custom reports built by CoCs or local system administrators, as well as any other custom reports built by agencies, are not represented in this list. ICA also anticipates that this section will be retired at some point in late 2025.

Report Directory

This section contains a list of all reports which are current, under development, planned, in user acceptance testing, or broken. The tab can also be filtered by workgroup access, CoC/agency applicability, report type, development round, and funder request.

The tab lists the name and ID number of each report, the report status, the report type(s), the location in ClientTrack (when applicable), a brief description, and in which round ICA plans to develop it (if it is a report ICA is developing).

In the future, ICA plans to add a linkage to a report guide on our knowledge base, which will include instructions on how to properly run the report.

Transition Crosswalk

This section contains the names of all reports that ICA had listed in the REPORTcollection for Community Services, sorted in numerical order, and indicates ICA’s current plan to replace (or not replace) the report in ClientTrack. If ICA does intend to replace it or has identified a report that is already available, that report is shown as well.

Please note that any custom reports built by CoCs or local system administrators, as well as any other custom reports built by agencies, are not represented in this list. ICA also anticipates that this section will be retired at some point in late 2025.

Definitions

Report Statuses

Reports in the ReportCollectionV2 will have one of six statuses, as described below.

Planned	ICA intends to build a report which will meet the report description but has not yet started building the report.
Under Development	ICA has begun building the report which will meet the report description, but it is not yet ready to be shared with users.
User Acceptance Testing	The report has been released to some users for testing (usually in an alternate site) to ensure it works properly before being released to the production (live) site.
Current	ICA has released this report to the proper workgroup(s) in the production (live) site and it is working as expected to the best of ICA’s knowledge. Note: If you identify a potential bug in a "current" report, please notify our helpdesk as soon as possible!
Outdated	This report is available but may display outdated or incorrect information until ICA or Eccovia are able to update it. Users are reminded to use caution when using a report that is outdated.
Broken	This report has known issues and may or may not work properly based on various factors. Users are discouraged from trying to use it because they may encounter error messages or incorrect results.

Report Types

ClientTrack has several different ways to generate reports or report-like outputs. Below is a brief description of each.

Formatted Report	A report is generated according to specific formatting criteria, frequently in a print-friendly format, so that it can be easily shared. These reports usually contain only summary information and do not contain much detail (i.e., client-level) information. Many formatted reports also have an accompanying ZIP/CSV Export which contains detailed information.
Search Form	A customized search page which provides the opportunity to identify client records which meet specific criteria and open those client records to make adjustments when necessary.
Menued Query	A query which users can pull to get a specific small data extract. These are used rarely, as they usually require some technical knowledge on the part of the user running the report.
ZIP/CSV Export	The report results are generated as one or more CSV files compressed into a single ZIP file. The ZIP file can be downloaded, extracted, and then used to see the detailed client-level information generated by the report. This is the equivalent to "detail tabs" that were generated by our previous software. Some ZIP/CSV Exports also have an accompanying Formatted Report to provide summary information.
Dashboard	A customized page which allows specific information about the currently selected client to be shown in a useful manner for reference purposes.
Data Explorer	A data exploration tool where the user can create reports or make limited adjustments to the design of the report and the results pulled into the report, within specific limitations to the data made available. Data can typically only be accessed via Data Explorer if it was entered by the user's currently logged-in agency. These are used rarely, as they usually require some technical knowledge on the part of the user running or editing the report.
ClientInsight	ClientInsight is a separate data warehouse system which will function as an add-on to ClientTrack. Once ClientInsight has been set up later in the software transition, more information will be added here.

Report Development Plans (for Transition Crosswalk)

ICA reviewed each of the reports available in the old ICA MN REPORTcollection for Community Services and placed them into one of the categories below based upon the information we gathered from funders and users in Minnesota, along with our understanding of the functionality of ClientTrack. A brief description of each category is below.

Rebuild Same or with Minor Changes	The report will be rebuilt in ClientTrack, making only absolutely necessary changes so that the report will function properly in ClientTrack and will be easy for end users to pull.
Rebuild with Moderate Changes	The report will be rebuilt in ClientTrack, but changes which make it easier to build or run will be incorporated.
Rebuild with Substantial Changes	A newly reimagined, redesigned, and/or consolidated report will be built in ClientTrack which is intended to serve the same purposes.
Replace with Search Functionality	Instead of a standard report, this will be replaced with a customized search page which will provide the opportunity to identify client records with errors or missing information.
Replace with System Functionality	This report should not need to be rebuilt, as one or more built-in ClientTrack functions will make the use of such a report unneeded.
Use an Eccovia-built Report	ICA has identified an existing report, built by Eccovia, which functions similarly and therefore will not build a custom report. Users should use the identified Eccovia-built report.
Wait for ClientInsight	This report will be rebuilt in the ClientInsight system, a separate reporting tool that will be launched further into the transition period.
Do Not Replace	This report should not need to be rebuilt, as it was specifically designed to address software-specific needs in the previous system. A small number of reports in this category may also have been deemed to be able to be retired.

Questions, Concerns, or Suggestions?

If you have any questions, concerns, or suggestions, we'd love to hear from you! Please email our helpdesk at mnhmis@icalliances.org so our team can connect with you.