[HUDX-111] HUD CSV / XML Program Data Export (SSVF CSV Instructions)

Report Purpose and Summary

SSVF repository uploads are required at regular intervals set by the the Department of Veterans Affairs. This guide will show you the steps to follow in HMIS to retrieve the file to upload to your repository.

Instructions

Make sure you are operating in Clarity under the agency you are running the report for. You can check and change this under your name in the top right corner.

Step 1: Click on the Launchpad, then click on the Reports icon.

Step 2: In the Report Library, click the down arrow next to the HUD Reports folder to expand the section.

Step 3: Click the Run button next to [HUDX-111] HUD CSV / XML Program Data Export.

Reporting Parameters

Step 4: Enter the following parameters. The following parameters apply to both RHY and SSVF requests.

Switch Access Agency(-ies)	Select your agency
CoC Filter Category	Select ‘Agency CoC’
CoC(s)	Select CoC(s) the program is in (hold either control/command/shift button to select multiple)
Program Type(s)	Choose the Program Type(s) being reviewed (hold either control/command/shift button to select multiple)
Program Status	Select ‘Active Programs’
Program(s)	Choose Either the RRH or PREVENTION program
Apply Client Location Filter	Select ‘No’
PIT Date	Optional – leave blank
Date From	Start date of reporting period
Date To	The date you are running the report
Version	Auto-populated field – leave as is
Source Type	Select ‘Continuum-operated HMIS’
Encrypt Identifying Data	Select ‘No’
Include Deleted Data	Select ‘No’
Include Service Item ID	Select ‘No’
Include Assessment Screen ID	Select ‘No’
Include Custom Services	Select ‘No’
Report Output Format	Select CSV Format (this is to DOWNLOAD the file)

Step 5: Click submit

The file will be sent to the Report Queue. Once the report is processed, you will receive a notification that the report is ready.

To open the report, either select Open on the popup or click the Queue icon and then click Open.

Step 6: The .csv file will be saved in your Downloads folder

Go to your Downloads folder, RENAME the file to (Month/Year/ HP or RRH) export
Rename file (month/year/HP or RRH) export
Go to Repository website - https://www.hmisrepository.va.gov
Log in
Upload Date
Scroll down
Program – HP or RRH
Choose file from download you just renamed
Submit
Repeat these steps to upload the other program type

Important Note: Do not open or alter any of the information in the .csv file.

Reporting Details

The export is simply a series of CSV formatted tables that are zipped together and uploaded to the RHY or SSVF repositories. Within the zip file there will be the following tables:

Export File

Export.csv

Project Descriptor Files

Organization.csv
User.csv
Project.csv
Funder.csv
ProjectCoC.csv
Inventory.csv
Affiliation.csv

Client File

Client.csv

Enrollment Files

Enrollment.csv
EnrollmentCoC.csv
Exit.csv
IncomeBenefits.csv
HealthAndDV.csv
EmploymentEducation.csv
Disabilities.csv
Services.csv
CurrentLivingSituation.csv
Assessment.csv
AssessmentQuestions.csv
AssessmentResults.csv
Event.csv
YouthEducationStatus.csv

It is critical that the contents of the zip file ARE NOT CHANGED. If the contents are changed, likely there will be a problem with uploading the file to the repository. The name of the zip file can be changed, but nothing else.

Identifying Errors in the VA Repository

You can use the Personal ID column of the error report sent by the VA Repository to identify missing or incorrect data in your export. Personal IDs are different from Unique Identifiers. Personal IDs can be found in the URL of the webpage you see when you visit a client's profile, while Unique Identifiers are found under the client's profile picture.

Replace the Personal ID generated by the VA Repository report in the spot outlined in red in the URL below. Make sure to keep the slashes (/) intact in the URL, otherwise the URL will not work.