Background

Agencies receiving HEAP funding should follow the process below to complete required HEAP reporting. This reporting is completed using an Excel tool rather than Looker due to HEAP’s requirement of household type configurations that are not possible in Looker. The Excel tool has been set up to match the HEAP report template, enabling you to copy and paste your data as values into the larger HEAP report template.

 

NOTE: If you do not use Office 365, make sure to check the end of this article for an additional step you will need to take in order to report on unduplicated counts of clients served on the HEAP Report.

 

Instructions

Step One: Navigate to the HEAP Details Report on the Data Analysis Tab:

 

 

Step Two: Edit the report’s filters to reflect the reporting period and projects you need data for.

• Reporting Period - Remember that when running reports on the Data Analysis tab you need to add one day to the end of your reporting period. If your reporting period is 1/1/20 to 8/31/20, the end date in the reporting period filter should be 9/1/20.
• Project - Enter the names of all of the HEAP funded projects you are reporting on. You can run the HEAP Details Report for multiple project types at once.

 

 

 

Step Three: Download your data.

Because this is a larger than usual report, the report is stored as a Dashboard in Looker. When you are ready to download your data, click the gear icon and select “Download as CSVs.”

 

Step Four: Download the HEAP Report Tool.

Click here to download the HEAP Report Tool Excel file. Save the file to your desktop. Open the Section3 tab and enter your reporting period’s end date in cell K2.

 

NOTE: Do not edit any cells in the HEAP Report Tool Excel file other than the reporting period end date cell.

 

Step Five: Copy your data into the HEAP Report Tool.

After you unzip the .zip file that was downloaded, you’ll see a single .csv file which contains your data. You can save this file as an Excel (.xlsx) for future use, or copy it into the tool straight from the .csv.

 

Click on row 2 of your data, scroll to the last row of your data, and while holding down the Shift key, click on the last row to select all of your data. You can also click on cell A2, hold down Ctrl + Shift on Windows or Cmd + Shift on macOS, and hit the left arrow key on your keyboard to select all of your data. 

 

Hit Ctrl + C on Windows or Cmd + C on macOS to copy your data.

 

Open the HEAP Report Excel Tool and paste your data into the Export tab using Ctrl + V on Windows or Cmd + V on macOS. Select cells Al2 through AW2 and copy them down to apply the necessary formulas to your data. See the video below for an overview of the process:

 

 

NOTE: If you do not have Office 365, the formulas in column H of the Section3 tab will not work in your instance of Excel. You will need to use the HEAP Total Served Unduplicated Dashboard to get your unduplicated counts. You will need to run this dashboard for all of your projects of the same project type at the same time. For example, if you have two Emergency Shelter projects and one Rapid Re-Housing project funded by HEAP, you will run the HEAP Total Served Unduplicated Dashboard twice: once for both Emergency Shelter projects and once for the single Rapid Re-Housing project.