Orange County HMIS HPRP QPR Quick Reference Guide OC Partnership 1505 E. 17 th Street, Santa Ana, CA 92705 Phone: (714) 288-4007 Fax: (714) 258-7852 Toll Free: (877)397-7792 For HMIS support, please email us at: helpdesk@ocpartnership.net Web site: www.ocpartnership.net Updated 6/27/2011 Page 1 HPRP QPR Quick Reference Guide_2011
Contents How to Run a Quarterly Performance Report for HPRP... 3 Table Shell... 3 Exporting HPRP Data to Excel... 6 Accessing the QPR Report... 14 What Data Does the QPR Show?... 15 QPR Section 2-A... 15 QPR Section 3... 15 How to Run a QPR Details Report... 16 Running the QPR Details Report... 16 How to Run a QPR Validation Report (for County HPRP Programs)... 19 Validating the QPR... 19 Troubleshooting... 24 Issue #1 QPR Export Failed:... 24 Solution #1:... 24 Updated 6/27/2011 Page 2
How to Run a Quarterly Performance Report for HPRP The following instructions will show you how to run a Quarterly Performance Report (QPR) for HPRP. To get your QPR, you will be extracting the data from HMIS and exporting it to Excel where it will populate the data in to the QPR worksheets, sections 2-A, and section 3. Follow the instructions below for exporting the data to Excel. Table Shell The first thing you need to do is get the table shell on your desktop. A table shell is really just a blank report that s been formatted a certain way and will eventually be populated with data that you will be exporting. OC Partnership will e-mail the table shell to you. Save the file to your desktop. 1. Right click on the file 2. Choose Save As Updated 6/27/2011 Page 3
3. Click Desktop and then Save WARNING: DO NOT RENAME THE DOCUMENT. Keep the name as OC_QPR_TableShells.xls. Please do not rename the file. 4. Check to make sure it s on your desktop. 5. Now create a folder on your desktop a. Right click on your desktop b. Choose New c. Click Folder Updated 6/27/2011 Page 4
6. Rename the folder to QPR 7. Now click on the QPR table shell document and drag and drop it in to the new folder that you just created. NOTE: Copy both the Master table shell and the OC shell (copy) in to the QPR folder. Once you have the table shell on your desktop in the QPR folder, you are ready to export the data. Updated 6/27/2011 Page 5
Exporting HPRP Data to Excel From the Export to Excel page, you will be completing the fields which will tell the system where to pull the data to place on your report. (NOTE: First you will need to have what s called a table shell on your desktop. See Table Shell section above. ) 1. In HMIS, select the role HPRP Export to Excel in the dropdown. 2. Highlight Export to Excel in the left pane. Updated 6/27/2011 Page 6
3. Select OC_QPR_Tableshells.xls from the Excel Template grid 4. Select all the rules from the Rules Per Cell grid HINT: To select all rules quickly, select the first rule (click row). While holding down the shift key, select the last rule (click last row). This will highlight all of the rules in the grid. Updated 6/27/2011 Page 7
5. In the Parameters to Run Excel Rules grid, click on the Grantee row. Updated 6/27/2011 Page 8
6. Enter your Grantee ID# in the Parameter Value field NOTE: Make sure that this is the correct Grantee ID#. If it s not your number, first highlight the row in the grid on the right and then change the number on the left side in the Parameter Value field. Make sure there are no dashes or hyphens in your numbers. 7. Click Save when finished entering the Grantee ID#. Updated 6/27/2011 Page 9
8. In the Parameters to Run Excel Rules grid, click on ContractNumber. 9. Enter your Grantee ID# in the Parameter Value field NOTE: Make sure there are no dashes or hyphens in your numbers. HINT: If you are generating a QPR for all of your sub-grantees and not just one sub-grantee, instead of putting in the contract number you will put in the word ALL. Put the word All here if running contracts for all your subgrantees. 10. Click on the Save button when finished entering this row. 11. Click on Year from the Parameters to Run Excel Rules grid. Verify the year is correct. This is the contract year in which you are running the report. HINT: The contract year will be 2010 until you are at the end of your contract year. Updated 6/27/2011 Page 10
12. Click on the Save button when finished. 13. Click on the Quarter row in the Parameters to Run Excel Rules grid on the right. Verify the Quarter is correct. HINT: The Parameter Values are quarters, based on the contract start dates, not what we think of as calendar year quarters. For example, if your contract starts on October 1, then Quarter 1 would be Oct-Dec 2010. Quarter 2 would be Jan-Mar 2011. Quarter 3 would be Apr-Jun 2011. Quarter 4 would be Jul-Sep 2011. 14. Click Save when finished. Make sure that you have completed all of 4 parameters before moving on to step #15. Updated 6/27/2011 Page 11
15. Click on the Browse button. 16. This will bring up the Browse For Folder window Select the QPR folder and click OK 17. Click on Run Selected Cell Rules Updated 6/27/2011 Page 12
18. You will get this message Export Report Successfully. when the export is finished. Click on OK to close the box. Updated 6/27/2011 Page 13
Accessing the QPR Report 1. Go to your desktop and open the QPR folder. Note: If you ve already run the report you have to close it in order to run another instance. 2. Open the Excel spreadsheet. 3. Now you should see the report. If you need further assistance or run into problems running the report, please contact us via email at helpdesk@ocpartnership.net or call 714-288-4007. Updated 6/27/2011 Page 14
What Data Does the QPR Show? The clients counted in the QPR either receive homelessness prevention or homeless assistance. Clients receiving homelessness prevention services are clients that have a housing status of imminently losing their housing or unstably housed and at-risk of losing housing. Clients receiving homeless assistance services are clients that have a housing status of literally homeless. NOTE: Clients that have don t know or refused as their housing status are not included on the QPR report QPR Section 2-A Section 2-A of the QPR outlines the services that are included under financial assistance and housing relocation and stabilization services. QPR Section 3 Section 3 of the QPR outlines how much money was spent on services for homelessness prevention and homeless assistance clients. Updated 6/27/2011 Page 15
Running the QPR Details Report How to Run a QPR Details Report 1. From the white dropdown, select OC_HPRP No Milestones 2. Click on Report, and select Management Reports Updated 6/27/2011 Page 16
3. Click on either the QPR_GTD_Details or the QPR_Quarter_Details reports NOTE: The QPR_GTD_Details report is run from the start of the grant The QPR_Quarter_Details report is run for the quarter that is entered 4. Enter the Grantee, Contract Number, Year and Quarter 5. Click on View Report Updated 6/27/2011 Page 17
6. In the Select a Format dropdown, select the format you want the report to be exported as 7. Click on Export 8. Select to Open or Save the file TIP: You will use this QPR Details report to validate against the QPR report Updated 6/27/2011 Page 18
How to Run a QPR Validation Report (for County HPRP Programs) Validating the QPR To validate section 2-A of the QPR, you will run a report called QPR Validation. This is an Adhoc report that has been created by OC Partnership and you can access it through HMIS in the Adhoc report section. 1. From the white dropdown, select OC_HPRP No Milestones 2. Click on Report, and select Ad-hoc Reports 3. An Ad-hoc Reports windown will pop up Updated 6/27/2011 Page 19
4. Choose HPRP from the dropdown in the Category field 5. In the Report Query field, choose the report called QPR Validation Report for your agency Updated 6/27/2011 Page 20
5. Click on the Load button 6. After clicking the Load button, you should see the Query statement Updated 6/27/2011 Page 21
7. To run the report from the start of the grant, click on Export as Excel Do NOT choose a date Updated 6/27/2011 Page 22
8. To run the validation report for a quarter: a. Select Service Date from the Date Field dropdown b. Enter the Start Date and End Date of the quarter c. Click on Export as Excel To learn quick tips on how to filter reports in excel, please watch the Quick Tips in Excel webinar found on our website, http://www.ocpartnership.net Updated 6/27/2011 Page 23
Troubleshooting Issue #1 QPR Export Failed: When exporting the QPR, if you click on Run Selected Cell Rules And receive the following error: Solution #1: Double-check the following: 1. There is a QPR folder on your desktop 2. There is a QPR table shell in the QPR folder 3. The QPR table shell is blank (no data has been merged into it) Correct any issues then try again If you need further assistance or run into problems running reports, please contact us via email at helpdesk@ocpartnership.net or call 714-288-4007. Updated 6/27/2011 Page 24