Custom Data Requests
Need custom data? Have a report feature enhancement you would like to request? For all custom data and report requests, please fill out our custom request form.
Below are our report request policies. They can also be downloaded here.
What kinds of requests can be made?
Custom Data Pull or Report Request
If we don't already have a report that meets your needs, let us know how we can help!
Custom Report: You have access to HMIS and would like a new report created in BusinessObjects that you will be able to run on your own.
Custom Data: You would like us to provide a one-time report of data that cannot be obtained by existing report.
Bug or Feature Enhancement in Existing Report
The ICA Reporting Team welcomes your report improvement suggestions! If you have an idea for a new feature enhancement or have noticed a bug in an existing BusinessObjects report, please complete the questions below.
Feature Enhancement to an existing report: You have a great idea to add to a current report.
Bug in existing report: You have noted an issue in a current report.
What happens when you submit a request?
All data and report requests should go through the custom request form. Reporting Team staff will initially acknowledge requests within 72 hours. We will then review the feasibility of the request and our current resource allocation. Once those are determined, we will get back to you with any needed clarifications and an expected timeframe.
What kind of notice is needed?
We kindly request a minimum of two weeks' notice before you need your request - longer notice is much preferred. Note that September - March is our busy season - response times for requests may be longer than usual during this time.
How do we prioritize requests?
Our prioritization process involves assessing the type of request, the regions the request benefits, the primary purpose of the request (i.e., does the report/data primarily serve to house individuals, assess data quality, assist with funding, etc.), the type of requestor, and the time required to complete the request.
Please note that we cannot meet all report requests. Due to limited reporting capacity, we will prioritize requests that benefit multiple stakeholders, such as statewide or CoC-wide datasets.
Does my Request need Approval?
As ICA serves as HMIS lead to the Continua of Care, some requests may require approval from the appropriate CoC entity before we can fulfill the request.
Data Requests Not Requiring CoC Approval
An agency requests data on clients served by their own project, regardless of level of aggregation. Agencies cannot provide identifying client level data pulled directly from the HMIS to any outside entity.
An agency requests CoC level data
A funder requests a project level data on agencies they fund
A funder requests CoC level data on all projects in their CoC
A CoC committee requests project or CoC level data
Data Requests Requiring CoC Approval
Any request involving personally identifiable client information, other than an agency requesting their own data
An agency requests data that includes clients served by any project outside of their agency, when requested at project or agency level
A funder requests client level data whether identifying information is or is not included
A funder requests project level data on a project they do not fund whether identifying information is or is not included
A CoC committee requests client level data
Any request from an agency or entity outside of the CoC
For requests requiring approval, ICA will facilitate the process of taking the request to the appropriate committee and communicate with the requestor. Work on these requests can begin only after obtaining all necessary CoC approval.
What is the timeframe for requests to be completed?
Report delivery times will vary depending on priority requests, mandated reporting cycles, and other outstanding projects. Based on the current report queue, we will make an estimate of when we can begin work on the request. Based on the nature and complexity of the request, the time it will take to fulfill requests can range between 2 weeks (e.g., a simple bug notification) and 10 weeks (e.g., a large-scale project) to fulfill. After prioritization, we will send you an expected delivery date.
For all requests, the more notice you can give, the better. Note that September - March is our busy season.
For more complex requests, is there anything else involved?
For requests for new reports or custom data pulls that will require a significant time investment, we will create a Statement of Work (SOW) that outlines the purpose of the request, estimated hours, estimated timeline, details of the deliverables, and report details. Your approval is required for the build to proceed. Any changes to the request will require an updated SOW.
Some requests for new reports or custom data are larger than we can accommodate in our normal reporting process. These are considered separate projects and will be handled on a case-by-case basis.
How do we determine costs?
Most requests are considered part of our normal reporting process and do not require payment. However, some requests that are complex and/or outside the scope of normal reporting may require payment. These are considered projects and will be handled on a case-by-case basis and cost will be determined based on the amount of additional resources required.