Monthly Data
Overview
This section of HASS-net is dedicated to explaining everything about the the monthly data collection process and provide details on how working groups, pilots organizations and HASS Admin staff can gain access to the HASS Data Warehouse. Additional information will be added to this set of pages as the monthly process matures and more dashboards and reports are built, but if you see any issues please email: angela.gates@americanpetsalive.org.
At a very high level, the process to collect and aggregate data monthly from the pilot shelters can be broken into four milestones: Collect, Load, Validate and Analyze.
Collect
Each of the pilot shelters is expected to collect and then submit data files each month. All files should be in either Comma Separated Values (csv) or Excel (xlxs/xls) format. Once collected, please email the files to angela.gates@americanpetsalive.org. If the files are too big for email, we can work to setup a shared drive folder for you to upload your data files.
We are also working with some of the shelter software providers to allow for automation sending the data monthly!
In the four expandable sections below you will find instructions on how to extract each file from common shelter management systems, which fields should be included in the files, and how to name each file.
Intakes File (click for details)
The monthly Intakes file should include one record (row) for all animals that were intaked during the month. If Foster return events are included in this file, that is fine, we will make sure to filter those out in the appropriate reports.
Please name the file using this convention: intakes_YYYYMMDD_YYYYMMDD where the first "YYYYMMDD" represents the beginning date of the monthly reporting period and the second "YYYYMMDD" represents the ending date of the reporting period. So as an example, if you are pulling intakes for the month of September 2020, the file name would be "intakes_20200901_20200930".
To make this process as easy as possible, we have identified standardized reports from the major shelter management platforms and documented step-by-step instructions on how to pull the appropriate report for each platform below.
Outcomes File (click for details)
The monthly Outcomes file should include one record (row) for all animals with an outcome during the month. If Foster placement events are included in this file, that is fine, we will make sure to filter those out in the appropriate reports.
Please name the file using this convention: outcomes_YYYYMMDD_YYYYMMDD where the first "YYYYMMDD" represents the beginning date of the monthly reporting period and the second "YYYYMMDD" represents the ending date of the reporting period. So as an example, if you are pulling outcomes for the month of September 2020, the the file name would be "outcomes_20200901_20200930".
To make this process as easy as possible, we have identified standardized reports from the major shelter management platforms and documented step by step instructions on how to pull the appropriate report for each platform below.
Monthly Animal Roster file (click for details)
The end of month roster file should include one record (row) for all animals with that were in custody as of the 1st day of the month following the reporting period. So, if you are pulling data for September of 2020, you would run the report as of October 1st, 2020.
Please name the file using this convention: roster_YYYYMMDD where the "YYYYMMDD" represents the date of the roster file represents.
To make this process as easy as possible, we have identified standardized reports from the major shelter management platforms and documented step by step instructions on how to pull the appropriate report for each platform below.
ShelterBuddy - Coming Soon
Monthly Aggregated Metrics Worksheet (click for details)
Coming Soon
Load
As data files are submitted, our team of Data Wranglers will load your data into the HASS Data Warehouse. Once your monthly data has been loaded, we will send the Data Ambassador for your organization an email to allow them to validate control totals for the months data to ensure their were no errors during the load process.
Validate
To ensure nothing went wrong while loading your data, we ask that someone from your organization (possibly your organizations HASS Data Ambassador) validates a summary of the data loaded. The HASS Data Coordinator will provide you a validation report periodically to ensure we have loaded things correctly. Please email angela.gates@americanpetsalive.org once you have validated your data or if you see any issues in prior months data.
Analyze
Finally, you get to leverage all the hard work of getting your data into the HASS Data Warehouse!