Canned Reporting in WellSky Community Services

What is a canned report?

The canned reports in WellSky Community Services are accessible to all HMIS active end users, not just those users with a BusinessObjects license. They are programmed by our software vendor, WellSky.

Benefits of canned reports:

Reflect real-time information
Used to quickly obtain basic information about a project
Used to quickly identify missing data
Provides an overview of referrals and services entered by a project
Any active HMIS user can access these reports

Where can I find a canned report?

All canned reports are available within the Reports tab of the main WellSky menu located on the left-hand side of the screen.

Once the Reports tab is clicked, a list of all available canned reports will appear as individual icons.

Types of canned reports

There are two types of canned reports, Provider Reports and Canned Reports, each of which are discussed below.

Provider Reports

The Provider Reports section includes the following report options:

Report Type	Report Name	Description	Who should use report
Data Quality	Data Quality Framework	HUD defined report to monitor data quality for Universal Data Elements, income, chronic homelessness, and data timeliness.	Ongoing data quality for all projects using an entry/exit workflow.
Program Performance Funder-Specific	CoC APR	HUD required report providing a overall snapshot of clients served during the report period, demographics, disabilities, income/benefit/insurance information, destinations. Also includes data entry timeliness.	Any project using an Entry/Exit workflow. Required for CoC-funded projects.
Program Performance Funder-Specific	ESG CAPER	HUD required report providing a overall snapshot of clients served during the report period, demographics, disabilities, income/benefit/insurance information, destinations, and details for clients identified as chronic, veterans and youth. Also includes data entry timeliness.	Any project using an Entry/Exit workflow. Required for ESG-funded projects.
Funder-Specific	CE APR	Coordinated Entry performance report. Any project that collects the CE Event and CE Assessment data elements within a CoC are included.	CoC-funded CE projects.
Funder-Specific	PATH	Provides overview and demographics of clients served during report period, services and referrals provided, outcomes, and exit destinations.	PATH projects
General Report	Call Record Report	Provides details on calls recorded during report period.	Projects using Calls Module
General Report	Client Served Report	Breaks down the demographics of clients who received a service transaction in a project and the types of services (by funding source) provided during the report period.	Projects recording services
General Report	Daily Unit Report	Provides details on beds in use in Shelters Module on any given day, including new check-ins and check-outs.	Shelters using Shelters Module
General Report	Needs Report	Provides demographic details on clients with a need recorded, including summary of different needs recorded by the project.	Projects recorded needs
General Report	Referrals	Provides details on referrals made to/from a provider during report period.	Projects recording or receiving referrals
General Report	Service Transactions	Provides details on services provided by a provider during the report period (does not include details on funding source).	Projects recording services

Report Run History

WellSky has updated several of the provider reports to have a Report Run History. Instead of just setting the prompts and having the report appear immediately, with this feature, you enter the prompts for the report you wish to run, then the report runs in the background for a moment, and then it appears in your Report Run History. This allows you to review previous times you have run the report.

Reports with Report Run History: CoC APR, CE APR, DQF, ESG CAPER

In the image below, you'll see you still set the prompts as usual in the Report Options box (teal). These reports allow you to give a name to each report run - ICA recommends naming the report with the provider(s) and dates you included in the prompts (purple). Previous 'runs' of this report appear in your Report Run History box (red). This box will tell you the status of each run, whether the report is currently Running, Completed, or Failed (yellow). You can open any completed report to view the contents of the report. Click on the magnifying glass next to the report ID you'd like to open (blue).

Custom Reports

The Custom Reports section includes the following report options:

Report Name	Description	Best Used By	Notes
BusinessObjects	Takes you to the custom reporting tool, BusinessObjects.	Anyone interested in running custom reports.	This icon will only be present if you have a BusinessObjects Report Viewer license.
ReportWriter	A basic tool reporting tool that allows you to pull basic data, but can be tricky to use. This tool is not good for pulling any information from subassessments.	Any advanced user who is interested in pulling basic data from WellSky Community Services	ICA recommends you use the custom-created reports in BusinessObjects or the canned Provider reports instead of using ReportWriter.
Rhymis Export	FYSB required export for upload into Rhymis.	RHY grantees	ICA recommends you use the custom RHY reports in BusinessObjects to monitor RHY data
SSVF Data Quality	A data quality report for data elements in the SSVF Export.	SSVF grantees	Use this report in conjunction with the custom SSVF reports in BusinessObjects to best monitor SSVF data quality.
SSVF Export	VA required export for upload into the SSVF database.	SSVF grantees	n/a

Need Assistance?

If you have any other questions about how to use canned reports or need assistance, please use the "Contact the Helpdesk" button in the lower right-hand corner of the screen to request assistance.