HMIS Reporting Tool Transition FAQs
Tools change. Technology changes. Some parts of HMIS may change soon. ICA will be there to guide the way.
So, what is wrong, exactly?
ART is old and unsupported. Its functionality depends on the compatibility of legacy versions of several internet applications. WellSky will sunset this reporting tool soon, but we don’t know when. ICA is preparing for the possibility of a gap between ART’s end-of-support and Qlik’s availability.
Why are you sharing this now?
In Fall 2019, WellSky announced they would stop development in ART and began encouraging their customers to begin building reports in Qlik, which is not yet fully ready for our use. ICA began proactively planning for the unlikely, but possible, scenario where an outage or gap in reporting tool availability occurs in order to surface alternative methods of reporting. This planning compliments strategic planning work that the HMIS Governing Board will soon pursue.
What’s different for users right now?
Nothing. We’re laying groundwork. In the event an ART outage occurs, this work will make the road less bumpy. ICA will be better positioned to triage and translate what reporting resources users need based on what they were using previously.
What is ICA doing about it right now?
ICA continues to apply pressure on WellSky and is monitoring Qlik development.
We are mitigating risk in case ART goes down unexpectedly by thoroughly documenting some key existing reports and exploring stopgap tools that would allow us to provide users and stakeholders with as much data as possible.
We’re prioritizing priority lists and other reports that impact people’s ability to receive housing or shelter.
Isn’t HMIS all one thing?
No. Even regular HMIS users may think of HMIS as a software system or database, rather than a combination of distinct parts. Minnesota’s implementation of HMIS consists of a user interface and a few reporting components. Many features of HMIS will be unaffected by an ART outage or reporting tool transition. Data entry will not change. ServicePoint, the user interface, will be unaffected. Even when ICA stops development in ART, this will not affect users’ ability to run reports. (If you have more questions about how it all fits together, see this HMIS flyer.)
What kind of reports will not be affected?
Users can pull “canned” and Report Writer reports from HMIS without using ART.
HUD-funded projects, PATH, RHY and SSVF projects will be able to submit their funder reports to Sage as normal.
Where would the greatest impacts be felt?
It depends when this transition occurs and how. If ART reports were unavailable tomorrow, these use cases would be hit the hardest:
Priority lists – There is no “canned” equivalent for priority lists.
State Homeless Program reports – State programs have entirely custom data elements and suites of reports.
User-friendly data quality reports – A mainstay of Minnesota custom reports is user-friendly data keys and client detail reports that flag data elements for incongruency, missingness, and other types of data quality.
If ART sunsets, how will I know how to get data out of HMIS?
ICA is committed to keeping our community informed of a reporting tool transition as it unfolds. In the event of an outage, we will communicate in a few ways.
HMIS Governing Board will be the primary venue for high level strategy.
For real-time notification:
System News Alerts in ServicePoint
Minnesota’s HMIS newsletter and news alerts
For which reports available, where, and how to use them:
Through the REPORTcollection, we’ll identify which reports work, how rebuilds are prioritized, and how to access alternative report methods (e.g., if your state summary report isn’t functional, you may review the HUD CoC-APR to obtain counts and basic errors).
As we develop alternative methods for use, we’ll deliver training materials through Minnesota’s HMIS Knowledge Base, including videos and step-by-step instructions.
Why are there new mandates in HMIS like the Quarterly Data Quality (QDQ) initiative when parts of the system are unstable?
We still need data to be high-quality in order to accurately reflect what’s happening in communities. ICA is committed to the QDQ process.
The Quarterly Data Quality initiative is about people and practices and transparency. It’s about support and being able to see change across and within our programs.
Why the emphasis on new reports when ART is dying?
ART is the tool we use right now. It’s already here and familiar, so we’ve been continuing to develop reports. That time is drawing to a close as we prepare for what technology might be next. You might think of a smartphone approaching an upgrade. Unlike some upgrades, however, reports do not automatically migrate from one tool to another. Each one must be rebuilt.
If the transition occurs before we’re ready, it could be bumpy for a time, but we’ll provide lots of instruction for any interim period to ensure you can extract the data you need.
When will you stop building ART reports?
Soon. We can’t predict when ART will sunset; but the longer we develop ART reports, the more we will need to develop twice. ICA and the HMIS Governing Board are in active conversation about the outstanding requests in our project portfolio. At some point in 2020, ICA will do a “last call” for ART report builds and enhancements.
When ICA stops ART development, users can still run existing ART reports. They will remain until WellSky sunsets the product.
I have an outstanding report request, will ICA build it?
Maybe, but we will not meet all requests. However, while some requests will not be built in ART, this transition also opens new possibilities and formats less bounded by ART’s functionality.
If you’re curious about a pending request, contact the Helpdesk. We will communicate with our users and partners about any requests that may not be met as expected.
What should we say if someone questions the utility of HMIS or HMIS reports?
Transitions can be daunting. We won’t shy away from the fact that at some point, there will be a disruption to business as usual. However, a lot will NOT change.
Data collection isn’t changing, regardless of what happens to ART.
ICA’s commitment to providing you an HMIS that allows you to use information from it to try to end homelessness isn’t changing. Here are some other things that won’t change:
ICA’s knowledge of HMIS, of Minnesota’s agencies and programs.
ICA’s relationship with our users.
ICA’s knowledge of state and HUD mandates, and technical requirements.
As always, the ICA Minnesota Helpdesk is here to answer your questions. Contact us at mnhmis@icalliances.org.