Homelessness Data Exchange (HDX), Version 2.0 USER GUIDE BETA TEST VERSION June, 2018 U.S. Department of Housing and Urban Development 1
Table of Contents Introduction... 3 Log into the site... 3 Reset your password... 4 Forgot Your Password... 4 While Logged In... 4 Create a new account... 4 CoC Primaries: Assign a user to your CoC... 5 Upload a test file... 6 Review the data... 7 Assess the Warnings... 8 Review your Results... 8 Respond to Warnings... 8 Print/Download the Data File... 9
Introduction Every year, the U.S. Department of Housing and Urban Development (HUD) submits an Annual Homeless Assessment Report (AHAR) to the United States Congress. The AHAR is a national-level report that provides information about homeless service providers, people and households experiencing homelessness, and various characteristics of that population. HUD bases the AHAR on data provided by these CoCs in the form of three separate aggregate data submissions: The Housing Inventory Count (HIC), the Point-in-Time Count (PIT), and the new Longitudinal Systems Analysis (LSA) report. For those served during the fiscal year, the LSA includes: Demographic characteristics like age, race, gender, and veteran status; Length of time homeless and patterns of system use; Information specific to populations whose needs and/or eligibility for services may differ from the broader homeless population, such as veterans, people and households experiencing chronic homelessness, and others; and Housing outcomes for those who exit the homeless services system. HUD has developed a new platform, the Homelessness Data Exchange, version 2.0, for the submission of the LSA. This user guide provides a few basic steps for testing the LSA submission functionality in the HDX 2.0. We encourage you to test the functionality and provide feedback via the HUD Exchange Ask A Question (AAQ) portal. Log into the site 1. Go to the HDX 2.0 site: https://hudhdx2.info. You will be taken to the main page. 2. If you already have an HDX or HDX 2.0 account: a. Click on the Login button in the upper left part of the screen. b. If you currently have an account on the HDX site you will already have an account set up on the HDX 2.0. Follow the instructions for Resetting Your Password in this guide to finish setting up your HDX 2.0 account. 3. If you do not already have an account on HDX, click on the Create an Account icon in the upper right part of the screen and proceed to the Create an Account in this guide.
Reset your password Forgot Your Password 1. On the Login screen, select the Forgot Your Password? link. 2. Enter your email address in the field and select the Send Password Reset Link button. 3. You should receive an email that will allow you to reset your password. While Logged In 1. Once logged into the site, click on your name at the top right of the screen and choose My Account. 2. Click Change password and enter the required information on the screen for you to change the password. Create a new account 1. After clicking the Create an Account icon on the home page, complete the registration form. a. Be sure to use an email address your CoC Primary knows well. b. Select the user Type that most closely matches the role you anticipate playing in your CoC(s). c. Select any CoCs you anticipate needing to be affiliated with. 2. You will not have any access to CoC information until a CoC Primary assigns you to their CoC.
CoC Primaries: Assign a user to your CoC 1. Only the CoC Primary user has the ability to add users to their CoC. In the upper right portion of the screen, click on the Hello, User Name drop down and select Administration. 2. Click on Manage My users on the left menu panel. 3. Click on the +Add User button in the top right of the table. 4. Select one of the users in the list and then click the Add Selected User(s) to CoC button. 5. Check to make sure the user you selected on the previous screen is now listed on the Manage My Users page. 6. If you want to allow the user you just added to Read, Write or Submit data in the HDX 2.0. Please select the appropriate boxes on the Manage My Users page and click Save.
Upload a test file 1. Navigate to the LSA module via either the View LSA button or the upper right-hand LSA navigation. 2. You will be directed to the LSA landing page. From there, click on the My Uploaded Files link on the left menu. 3. On the My Uploaded Files page, click on the +New File button in the top right of the table.
4. Browse to find the sample LSA upload ZIP file (you will need to download it from the HUD Exchange and save it to your computer). Fill in required fields and click on Upload. 5. You will be taken to the Upload Status screen that indicates whether your upload file was Accepted or Rejected. If your file was Rejected you will be able to print an Error Report that outlines the issues with the upload file. 6. Click on the Return to My Uploaded Files button and make sure the file you uploaded is in the list. Review the data 1. Navigate to the My Datasets page within the LSA module. 2. If the dataset you just uploaded was accepted, it will appear in the list of available datasets to view. Click on the hyperlinked name of the dataset to navigate to view your dataset. a. By default, you will be taken to the Master Warning List view of the data. b. You may also click on the Summary Data View tab for another view of the same dataset.
Assess the Warnings 1. On the Master Warning List View, all of the warnings for the dataset are listed in the table on this screen. During the official data collection period you must select a warning status and a note for every warning before you will be able to submit your data for review by Abt. 2. From this view, you can assess the total warnings for the full dataset. During the official data collection period, if an upload has too many warnings, you may wish to review your data quality and provide a new upload. Review your Results 1. Navigate to the Summary Data View to review the data. This page shows the results from the upload file. You may navigate to look at basic demographics for Adult Only (AO), Adult and Child (AC), and Child Only (CO) households. You may also navigate to the System Use tab to view system performance results for all populations and different household groups. 2. Each dark blue bar summarizes warnings for that household group and demographic characteristic. Clicking on the bar drops down the detailed results and the warnings for that item. Respond to Warnings 1. From either the Summary Data View or the Master Warning List View, you may select a warning to enter a status and comment in the Notes popup box.
2. Be sure to save the note. 3. During the data collection phase you must enter a note and Warning Status for every warning before you will be able to submit your data for review. 4. During official data collection, the data reviewers will use this notes interface to respond to notes and statuses. Print/Download the Data File 1. There are various places in the LSA module that will allow you to download/export data. Please try to export/download a few of the following: a. Master Warning Report b. Summary Data Report c. Full Data Export Report (may not be available in beta immediately, please keep checking back)