HUD CSV / XML Program Data Export (SSVF Instructions)

[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 the appropriate Program(s) (hold either control/command/shift button to select multiple)
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	SSVF – 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

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: Save the .csv file on your computer and upload the file to the appropriate repository.

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.