How to Generate and Interpret an ART 0631 CoC APR Detail Report

Bowman Systems, LLC provides details regarding the construction and capabilities of the report.  The 0631 CoC APR Detail Report has been created as a companion report for the HUD CoC APR (#625) and displays the record level data behind the summary numbers contained in the CoC APR.  The report is equipped with numerous “input controls” which allow the user to selectively filter this detail data to show clients, households, and other data items that constitute the numbers reported in the 0625 report.  Using this report and its input controls in tandem with the 0625 report will help ensure that the data being reported is complete and accurate.

Generating the Report:

First, log into ServicePoint to access the Home Page.

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You will find the ART icon in the Mode section of your screen.  The location is detailed below.  Click on the term “ART” and you will be able to access the reporting tool.

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Upon entering ART, you will see a list of folders.  Click on the Public Folder (further emphasized with a green check mark in front of it) and you will expand the view to see additional folders.

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Once you have entered into the Public Folder, locate the folder entitled, Common Share.  After expanding this folder, you will find two folders inside.  Click on the one entitled, APR.  The APR folder continues a Favorites Folder that contains the APR reports.  You will be able to find the 0631 CoC APR Detail report.  Please note, SSVF programs will be able to access the 0624 – HPRP APR Detail report in this folder.  SSVF programs will need to use this report to view their data.

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Click on the magnifying glass icon in front of the selected report to begin the generation process.  Next, you will see a pop up that will provide additional options.  Click on the option entitled, View Report.

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Clicking the View Report option will launch a new tab in your browser.  It will be titled, ART3 Report Viewer.  The report will be created and viewed in this tab.  ServicePoint will remain open and active in the original tab.

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A prompt box will open and you can navigate through the options to create your report.  You will need to address the following prompts to run the report:

  1. Select Provider(s)
  2. Enter Start Date
  3. Enter End Date PLUS 1 Day
  4. Select Entry Type
  5. Enter Effective Date

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Select Providers:  First, click on 1. Select Provider(s).  You will see a list of available programs in the larger box on the left.  Locate the selected program, click on it, click on the arrow pointing to the right, and move the program to the right box.

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Entering Start and End Dates:  Next, you will enter the timeframes for the report.  When you click on the Enter Start Date or Enter End Date PLUS 1 Day, you will see the date in the grey box below.  You can type in a date or use the calendar to locate your selected date. Use the arrows on the left to move through months while those on the right will allow you to navigate through the years. 

Please note that the end date for the report should include another day, PLUS 1 Day.  This will allow all entries to be pulled into the report.

Entry Type:  Click on the term Select Entry Type.  You will see a list of options populate in the bottom of the screen.  Locate the term HUD and ensure that it is moved from the left to the right side of the box. 

Effective Date:  The final step includes specifying the Enter Effective Date.  Once you click on this term, a calendar will be visible.  It is recommended that the effective date of the report is “today”.  This will ensure that all current and/or corrected data will be pulled into the report.  You can click on the term Today in the bar on the calendar to quickly enter the current date.

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   RUNQUERY.png  Once these steps have been completed, click on Run Query to generate the report.

You will be able to view the report in ART, but can send it to your desktop as an Excel or PDF document.  Click on the black arrow next to Document in the left hand corner of the screen.  Next, click on Save to my computer as and then select the format option specified to the right. 

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Interpreting the Report:

Tab A:  This tab summarizes the data contained in the CoC AP and in this detail report.  It displays the specified reporting period as well as the total counts of clients and households contained in the report.  Note that the household counts contained in this summary are based on HUD’s Master Household counting methodology. (Bowman Systems LLC)

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Tab B:  This tab is sorted by Client Uid and provides client level detail concerning the “Don’t Know or Refused” (DKR) and “Missing Data” columns of the clients contained in question 7 of the 0625 report.  Missing and DKR disability categories are contained in the Disability Detail tab.  It is important to note that only values deemed “missing” or “DKR” are shown.  The last page of this tab has been equipped with a filter summary to aid in troubleshooting by showing all input control filters applied to the tab and table.  (Bowman Systems LLC)

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The 631 report contains additional information that can be accessed by navigating through the Tabs listed on the left side of the report or along the bottom.

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Additional information: 

This tab is provided as a reference and lists the parameters specified in the user prompts as well as a complete list of the client counts by provider. 

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