This article is intended for use by SSVF & GPD grantees. Rapid Rehousing and Homelessness Prevention program funded with SSVF &GPD funding are required to complete monthly VA Repository uploads. This article will guide grantees on the VA Repository Export to export their project data for upload into the VA Repository.
SSVF & GPD users will want to run the Dashboard Report: Hashed HMIS CSV to confirm accurate Data Quality before using the VA Repository Export.
VA Repository Export
The VA Repository Export report is a dashboard (or "canned") report in HMIS. This means that any agency user with Enter Data As rights to the SSVF &GPD HMIS project can pull this report. The VA Repository Export is the report that will be used by the SSVF & GPD Grantee to upload to the VA Repository.
VA Repository Export: Before getting started
Determine which project(s) should be included in your report. Be aware: each project type will need to be run independently - mean the Rapid Rehousing project will need to be run separately from the Homelessness Prevention project!
- If running for 1 project, select Enter Data As mode before going to the Reports menu.
- If running for multiple projects, do no use Enter Data As mode. Write to Helpdesk if you need a Reporting Group created for multiple projects
VA Repository Export: running the report
- Set Enter Data As
- Select Reports on the left hand menu to open the report dashboard
- Under Custom Reports, click on VA Repository Export
- Click Start New Export
- Create the Name of the report.
- It is recommended to include the agency name, project name, and date for which the report is being run.
- Select the Entry Data Type
- All SSVF & GPD projects should select "VA"; some project might also include "HUD". Check with the Data Center Helpdesk if unsure.
- Select the Provider Type
- If Enter Data As was set, select Provider
- If Enter Data As was not set due to running the report as a Reporting Group, select Reporting Group
- Select the Provider or Reporting Group
- Enter the Start Date
- This is generally the beginning of the fiscal year (10/1/20XX)
- Enter the End Date
- This is generally the last day of the previous month
- Click Run Export
VA Repository Export: downloading the report
Once the "Run Export" has been clicked, the report will begin to run automatically. The screen will convert back to the VA Repository Export landing page where there is a table of all VA Repository Exports run by the user within the past 30 days. The current report will appear at the top of the table with a status of Pending. The Refresh button in the bottom left of the table can be clicked to update the status at any time.
Once the Status shows "Completed", click the magnifying glass to the far left of the row with the report. From the pop-up box, click the Download Results button. The .zip file is now downloaded and available on the user's computer for upload to the VA Repository.
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