WellSky | Community Services Built for Zero Report Suite

Mapping the reports

Customizing the reporting logic

Estimated time commitment to complete this step: 1-5 hours, but can vary widely per community and level of customization.

• There are various aspects of the report suite that can be customized to match local processes, specifically the inactive period. Section A.2 (Report Overview: Inactivity) of the report manual discusses how the inactive status is set up in the report and this document Customizing the Built for Zero v2024 reports in Business Objects includes video tutorials on various customizations, including how to change the inactive period from 3 months to immediate. 
• An ART Ad Hoc license is required to customize the report queries.

Reporting Group

Estimated time commitment to complete this step: >1 hour, but can vary widely per community.

• Setting up a reporting group that pulls in system-wide data is a critical step to using this report. Section A.1 (Report Overview: Selecting a reporting group) of the report manual discusses how to set up the correct reporting group and how to set up the report parameters. Training Module 1: Report overview provides additional detail.
• An HMIS System Administrator license is required for setting up a reporting group.

Report Validation

Estimated time commitment to complete this step: 3-8 hours, but can vary widely per community.

• Once the reports have been mapped and customized, if needed, and the reporting group has been set up, you are ready to validate the report output. Training Module 1: Report overview provides tips for how to validate the report to ensure it is pulling in accurate, system-wide data. 
• We recommend re-validating the reports after any customizations to ensure the reporting logic was not unintentionally changed.
• An HMIS System Administrator license is required for viewing system-wide data in the report outputs. This video provides instructions for scheduling the reports so that they can be sent to Business Objects users without System Administrator licenses.

Using the reports for regular data quality checks

Estimated time commitment to complete this step: 2-6 hours, but can vary widely per community and current HMIS data quality.

• We recommend setting up a data quality plan to support your monthly process. This webinar introduces a data quality monitoring tool (Excel, Google sheets) that will help you stay organized. 
• The Newly Housed and Inactive Clients Exiting (NHICE) report is designed for data quality monitoring by identifying individuals that have exited to a housed or inactive destination, but are still showing up as active due to remaining open project enrollments. Among other things, the report also identifies individuals that have been left open in a project enrollment when their Head of Household has been exited. For more details on how this report can be used to monitor data quality review Section B.4 (Report Details: Newly Housed Clients and Inactive Exiting (NHICE) Report) of the manual and Training Module 5: Newly Housed and Inactive Clients Exiting Report.
• The Case Conferencing, Inflow, and Outflow reports can be used to identify individuals that are missing a HoH or DOB by filtering on the BFZ Household Type field. Training Module 6: Reporting BFZ Metrics with the reports provides more detail on the BFZ Household Type field.
• The Case Conferencing report can be used to identify potential duplicate records and to review how individuals on the active list are engaging with Coordinated Entry. See Section B.1 (Report Details: Case Conferencing Report) of the manual and review Training Module 2: Case Conferencing Report for more details.
• Use the Hugo data quality tool to monitor and track progress on a variety of data quality issues. Download the tool here and watch this video for more information on how to use the tool locally.

Reporting BFZ metrics

Estimated time commitment to complete this step: 2-3 hours, but can vary widely per community.

• Once any necessary updates and corrections have been made, the reports are ready to be used to report BFZ metrics. Section C (Reporting Built for Zero Metrics) of the manual provides a general overview and Training Module 6: Reporting BFZ Metrics with the reports, goes into more detail. Additional resources are available on the webpage including a guide for creating pivot tables to report BFZ metrics, a guide to using Power Pivot in Excel, and this downloadable Excel tool for generating BFZ metrics, which can be copied and pasted into your Excel report outputs (the functions in this workbook were created in Excel for Microsoft 365 and may not be compatible with other versions).
• In addition to reviewing the materials listed above when reporting BFZ metrics, we also recommend reviewing the following materials:
  • Training Module 2: Case Conferencing Report to learn about who is included on the active list and how they are engaging with Coordinated Entry.
  • Training Module 3: Inflow Report to learn about who is included in each inflow category.
  • Training Module 4: Outflow Report to learn about who is included in each outflow category.
  • The Built for Zero Reporting Reference Guide for details on BFZ population and subpopulation definitions.

Creating a By-Name List

Estimated time commitment to complete this step: 4-8 hours, but can vary widely per community.

• The Case Conferencing report can be used as a BNL for case conferencing by filtering or querying the list to review the appropriate group of people. Section B.1 (Report Details: Case Conferencing Report) of the manual and Training Module 2: Case Conferencing Report provides more details about the different tabs in the report and how they can be used in case conferencing. Appendix B of the report manual includes a list of the column names in all reports to help identify which fields can be used for organizing the list.