01. Running a Report in ClientTrack: The Basics

Overview:

This article will help MN HMIS users understand the basics of running a report in ClientTrack. It includes a description of some of the basic elements of a report, as well as a guide to running a report, and exporting a report.

If you are interested in information about reports currently available and reports that ICA MN plans to build in ClientTrack, please check out the article on the Minnesota HMIS REPORTcollection.

More About This - Further important information is found in this section
Details - Specific details and/or step-by-step workflows will be described in this section
Video - Any relevant videos will be posted in this section

More About This:

In ClientTrack, all reports exist in the Reports workspace. The Reports workspace can be found by clicking the icon in the left hand workspace menu:

The majority of reports live in two folders, HMIS Exports and HMIS Reports.

HMIS Exports are for CSV files like the APR or the CAPER. (A CSV, or "comma-separated value" file stores tabular data (numbers and text) in plain text, where each line of the file typically represents one data record.)
HMIS Reports are for Data Quality, PATH, the Point-in-Time Count, and System Performance Measures.

Other Elements of the Reports Workspace include:

Files on Server: This is where you will find download zipped files. You can also check the status of an exported report here.
My Saved Reports: This is where you can view your previously run reports.
HMIS Active Client List: This is a report outlining clients served during a specific reporting period.

Details:

Choose and Run the Report You Need:

Click on the Reports workspace, and then navigate through the folders in the menu group to locate the report you would like to run. In this example, we are going to choose the HMIS Active Client List report:

Once on the chosen report screen, you may see the following report prompts:

Saved Report Settings (optional): Most reports have a saved report settings prompt. This prompt is optional and not required. It will allow you to save report settings for future reports but we suggest ignoring this prompt for now.

Date Range (required): Enter the exact date range for which you want the report to show data. There are some pre-defined date range options, including by week, month, and quarter. These are optional, and you can select your own date range as needed.

Report Type (required): This gives you options to pull in client data at a variety of points during the selected time period. To include everyone, select Active at any point:

Active Client Method (required): User should always choose Entry/Exit Dates option:

Organization (required): Select the organization for which you are running the report:

Program (required): Check the box next to Filter by Program(s), and then select your program(s):

CoC Filter (optional): This prompt is not yet ready to use, and therefore ICA discourages using this prompt currently.

Sub-population (optional): This prompt allows you to filter the report if needed. To include all clients, leave this prompt on the "SELECT" option:

Head of Household (optional): This prompt gives the option to only include clients designated as the head of household. To include everyone, leave this box un-checked.

Users (optional): This prompt is optional and ICA suggests ignoring it at this time.

PII (optional): This prompt hides clients' Personally Identifiable Information (PII) if needed.

Click the Report button to run your report immediately, or click Schedule Report to run at a later time. When running a report immediately, you should see a message in the top right corner of the page indicating that the report is running, and then you will see a message in the same spot when it is done.

Check the Status of Your Report

CSV Exports, including the CSV APR, are created using the "Asynchronous Worker" tool provided by our software vendor Eccovia. This tool puts report requests into a queue and runs them when the system has the capacity, which can result in reports taking longer to process compared to the previous HMIS software system. Reports might start right away if no others are waiting, but they could be delayed if other reports are in line.

We do not recommend users re-run reports, as that will only clog things up more. Your original reports should finish eventually when it's their turn in the queue. One thing you can do to know that your report is still there and being "worked on" by the system, is to click the "Show only my tasks" checkbox in the Asynchronous Tasks window:

View and Export Your Finished Report

For HMIS Reports (remember, these include Data Quality, PATH, PIT, and System Performance Measures reports), you can view reports you've run under My Saved Reports:

To view your report, click on the blue hyperlink text of the date you ran the report:

Here you have the option to print the report, or export into an Excel sheet (click excel data), PDF, or Microsoft Word document.

For HMIS Export reports (remember these are CSV files like the APR/CAPER, PATH) click Files on Server:

To check the status of your export, click View the status of export or import tasks:

To filter for just your export, mark the checkbox next to Show only my tasks and click the pause button to stop it from refreshing. Tip: Note your task ID number on the right when you see your report listed to easily check the status of a report as well:

Video

Under construction, coming soon!