Appendix A: Data Warehouse User Guide

The NYC HMIS can be accessed here: h tt p s: // ny c h m i s . f oo t ho l d t e c hno l o g y .c o m /

A. Completing data uploads from within AWARDS to the NYC HMIS and from nonAWARDS databases to the NYC HMIS

FOR AWA R DS U S E RS Before an upload file can be generated, programs required to report to the NYC HMIS must be designated as such in AWARDS so they will be included in the data file. This data entry, which need only be completed once, must be done for each program that will be included in the NYC HMIS file.

To designate programs as reporting to NYC HMIS, complete the following steps: 1. From the AWARDS Opening Menu page, click System Setup. The System Setup Menu page is displayed. 2. Click Agency Program Information. The Agency Programs Update Menu page is displayed. 3. Click Add/Edit Entire Program. TheAdd/Edit Programs page is displayed.

4. Click the Program drop-down arrow and select the program that will report to the NYC HMIS. 5. Click the Report/Data Entry drop-down arrow and select “Data Entry.” 6. Click CONTINUE. The Agency Program Information page is displayed. The “Optional Settings” are located in the center of this page. 7. Check off the ‘Submits to NYC HMIS’ checkbox. Be sure to check this box even if your program does not submit an APR to HUD.

8. Click CONTINUE. An “Are You Sure?” confirmation page is displayed. 9. Click APPLY UPDATE to confirm that the changes made should be saved. An “Information has been updated!” dialog box is displayed. 10. Click OK.

The process of designating a program to submit to the NYC HMIS is now complete. Repeat this process for as many programs as necessary.

Authorized users see a button on the System Set up module’s menu page labeled “HMIS Data Export.” (Once an agency designates an authorized user, the Foothold Senior Project Manager (SPM) can add that user to the list of authorized uploaders in AWARDS.) To upload data to the NYC CCoC Report Server, complete the following steps: 1. From the AWARDS Opening Menu page, click System Setup. The System Setup Menu page is displayed.

2. Click the NYC Continuum of Care Data Upload button. The Export to NYC HMIS page is displayed. 3. The Export to NYC HMIS page displays a table showing the programs set to submit to the NYC HMIS, along with the number of program participation records to be exported for each program. If the information displayed is correct, click Export to NYC HMIS. The Export Running page is displayed.

4. The Export Running page notes that an export report will be sent via the AWARDS Messages module once the export is complete. N O T E : t hi s me ssa g e doe s no t me an t h a t t h e up l o ad h as bee n s u c ce ss f u l l y comp l e t ed ! Once the export is complete, a message labeled “Export Complete” will appear in the Inbox. This message will contain information regarding the status of the completed upload.

The process of uploading data to the NYC CCoC Report Server is now complete. FOR N O N - AW A RDS U S E RS The first step in the upload process is to gain access to the NYC CCOC AWARDS Report Server Database. DHS will provide you with a unique Login ID and Password for a designated staff member at your agency. Once this information has been received, the following steps can be followed: 1. Open any Internet Browser window and type https://nychmis.footholdtechnology.com into the address bar. This will open the AWARDS Login Screen.

2. Type your Login ID (provided by NYC CCOC) into the Login ID field. 3. Type your Password (provided by NYC CCOC) into the Password field. 4. Click the LOGIN to AWARDS button. The database will then open to the HMIS Menu Screen.

This menu has buttons for Messages, Add New Program, and Upload Data.

NOTE: ALL SCREENS IN THIS SECTION WILL BE CHANGED TO CONFORM TO THE 204 HMIS DATA STANDARDS AND THIS SECTION WILL BE UPDATED. Before an upload file can be generated, your agency programs required to report to the NYC CCoC HMIS must be added to the NYC CCOC AWARDS Report Server Database. This data entry, which need only be completed once, must be done for each program included in the initial and all subsequent CSV upload files. To designate programs as reporting to NYC HMIS, complete the following steps: 1. From the HMIS Menu page, click Add New Program. The Program Information page is displayed . N O T E: T H E S E S C RE E N S W ILL B E UP D A T E D A S P E R T H E 2 0 14 D A TA S T A N DA R D S.

2. In the Program Name field, type the name of the program being added. 3. In the Program Group field, select the type of the program being added 4. In the Program Division field, select your agency. 5. # of Beds – In this field type the number of beds the program is contracted to provide. 6. # of Units – In this field type the number of units in the program. 7. Click CONTINUE. The Agency Program Information page is displayed. Select the “Optional Settings” tab at the top of the page. 8. Check off the ‘Submits to NYC HMIS’ checkbox. 9. If the ‘Submits HUD APR’ checkbox is not already checked, check this off now.

10. Click CONTINUE. 11. Select the “HMIS” tab at the top of the page. 12. Program Site Configuration Type 13. Site Type 14. Housing Type 15. HUD Program Type 16. Target Population A &B – Click the drop-down arrow and select the appropriate option.

Ta r g e t P opu l at i o n A : Click this drop-down arrow and select the category that best represents the population served by this program:

SM = Single Males (18 years and older) SMF = Single Males and Females (18 years and older) SM+HC = Single Males and Households with Children HC = Households with Children YF = Unaccompanied Young Females (under 18)

SMF+HC = Single Male/Female and Households w/Children

Ta r g e t P opu l at i o n B : Click this drop-down arrow and select the category that best represents any sub- populations served by the program. Possible selections include: "DV: Domestic Violence Victims," "VET: Veterans," "HIV: Persons with HIV/AIDS," and "NA: Not Applicable."

16. Continuum of Care – Select “NYC CCoC” 17. County, Zip Code – Select the county and zip code in which the program operates. For Scattered Site or other programs that may not have one fixed address, select the county and zip code of the agency’s administrative offices. 18. Geocode – In this field, type the Geocode for the program. (Note: one Geocode covers all of the NYCCOC – 364436.) 19. Direct Service Code – Select “yes” 20. HUD Contract # - In this field type the HUD Contract # for the program 21. Direct Service Code – Select “yes” 22. Click UPDATE. A read-only report version of the information is displayed. 23. Select the “Address/Contact” tab at the top of the page. Add the address/contact information for the program and click “CONTINUE”.

The process of adding a new program in AWARDS is now complete.

Once the program has been added, to upload data to the NYC CCOC Report Server, complete the following steps:

1. From the HMIS Menu page, click Upload Data. The HUD HMIS CSV format page is displayed. For each of the eight files making up the CSV upload, users will see a “Browse” button that will allow them to locate and select the corresponding file on the user’s local machine.

Doing so opens the following page:

On this page there is a Browse button that will allow the user to browse on their local machine for a pre- assembled .zip file with, at a minimum, the following CSV files: Agency_Program.csv Client_Historical.csv Client.csv Export.csv Income_Benefits.csv Program_Participation.csv Service_Event.csv Site_Information.csv (The file names can be altered from the listed names so long as the Export.csv file lists all of the correctly named files as contained in the .zip file. The .zip file can be named anything but must have the “.zip” extension.)

Many users must use the dropdown on the browse dialog to select All Files instead of Custom files in order to select the necessary files for upload.

File Value Guidance: Ag e n c y Pr o gr a m .c s v OrganizationID = Agency (Division) name as listed in the HMIS. [Logic is in place to allow entries of greater than 8 characters but OrganizationID must be an exact match to Agency (Division) listing in HMIS.] OrganizationName = Agency (Division) name as listed in the HMIS. Program Name = Program Name as listed in the HMIS. Must follow guidance in the NYC HMIS Policies & Procedures. D O N OT N A M E P R OG R A M S G E N E R I C A L L Y e . g . H U D S H P. Tracking Method = will always be “0”. SourceID = Agency and Database Name – there’s flexibility here but looking for something like “ABC Agency PDQ Database”.

On the initial deployment of CSV Import/Export functionality, only the above listed files will be validated and imported. If a complete set of CSV files is included in the .zip file, they will be disregarded without negatively impacting the validation process.

Once the user browses their local machine and identifies the .zip file for import, clicking VALIDATE FOR IMPORT uploads the file and evaluates the individual CSV files for format and content. If there are errors found in the file, the user is notified of the errors; for example:

Each file containing an error is highlighted with an expandable list of error details. If the errors are critical, the import is suspended and the user is directed to correct the errors and import the uploaded file set. Where there are missing files, incorrectly formatted files, or unknown programs, the upload is aborted and the errors identified for correction. If there are errors within the files relating to individual clients, the upload continues but excludes the problematic records. The import error report will identify those excluded records. If there are no errors found, users will see a message indicating that they may proceed with the import. Clicking IMPORT completes the importing process. User s wi ll rece ive a me ssa ge with in A WAR D S when th e import i s comp l e t e. Note that each time an upload is completed, the full data file will be overwritten in the NYC HMIS to account for any data corrections, additions or deletions made to the source data.

2. Accessing the Help Desk AWARDS users should access the HelpDesk within their own AWARDS database and NOT the NYCHMIS AWARDS. Non-AWARDS users having a problem with the NYCHMIS, can access the HelpDesk within NYCHMIS. 1. Click Help Menu from the bottom of any AWARDS page. The AWARDS Help Menu Options page is displayed. 2. Click Help Desk. The How Can We Help You? page is opened in the AWARDS Messages module.

This page can also be opened from within the Messages module directly by using the "Helpdesk" link on the left-hand side of the page.

3. Before you contact the Help Desk, it is strongly recommended that you complete a thorough review of FTS’s online resources. In many cases you will be able to find the information you are looking for very quickly, and as a result will not need to contact the Help Desk, which can be a lengthier process.

The "Search Online Help" portion of the page is designed to help you in this effort. To complete a search, enter a keyword or phrase in the available field.

4. If an Online Help search provided you with the information you needed, the steps that follow are not necessary. If an Online Help search did NOT resolve your question/issue, close the secondary window containing the search results and continue on the How Can We Help You? page by completing the "Contact the Help Desk" form. 5. Periodically check your AWARDS Messages module inbox for a response to your problem report or question. When a response is received, review it carefully. In the event that the Help Desk was unable to investigate with the amount of information provided, you will be asked to supply additional details. Otherwise, you will be provided with information about the area of the application you were working with, or with a resolution to any problem you may have been experiencing. If you are UNABLE to reach the AWARDS login page - Please contact FTS at one of the following email addresses: - h e l pd es k @ f oo t h ol d t e c hn ol o g y .c o m (during business hours) - e m e r g e n c y @ f o o t ho l d t e c hn o l o g y .c o m (outside of normal office hours) FTS’s office hours are 9-5 ET M-F, inclusive of all holidays.

The DHS HMIS Coordinator is also available to assist providers with issues related to uploading and data quality.