Navigate to the HECAT app in HomeKeeper:

1. Click the app waffle in the upper left corner, type “HECAT” in the search bar, and select the app

   

Using the Cleanup tab:

This is the first thing you see when you arrive in the HECAT app — the Cleanup tab. There are several tabs and functions in this section that will be useful for cleaning up your data to prepare for submitting the HECAT report: Advising, Group Session Attendees (households), and Group Sessions.

Advising

This tab views all clients from the current calendar year quarter and the previous calendar quarter who have missing fields on the Service File and/or C/E record.

1. In this tab, you will see first an “Advising Cleanup” graph, which can be used to navigate to the advising cleanup report, using the “View Report” link at the bottom left corner:

1. On this report, at the bottom of the screen, you will see a Details section with rows showing the advising clients from this quarter and last quarter according to the calendar year (so, at the time of this guide insert quarter/calendar year with columns identifying the missing HECAT required fields on both the C/E record level and the Service File level:

1. Another way to check your data is to navigate to the list view at the bottom of the Advising tab of Cleanup on the HECAT home screen:

1. From here, you will see a list of all C/E records that have missing fields. The 4th column will tell you what needs to be corrected, and some fields. like Counselor, Intake Date, Funders (for MPLS FinWell clients), and Counseling Type can be batch edited directly in this view by clicking the pencil icon for that column in the row of the record you need to change:

1. Cells you make changes to will highlight in light yellow, indicating that you’ve made an edit to the record. Once you are done making changes, click the blue “Save” button at the bottom of your screen.

You’ll notice that you cannot change the Purpose Detail in this view; you will need to change that for each individual record. You can either click on the Counseling Number in the second column to get this, OR, you can switch the report to “Split View” by clicking on the list icon in the upper right:

Which then shows you the list of C/E records that have missing fields on the left of the screen, allowing you to click on the record and edit it directly on the right side of your screen:

NOTE: Service File corrections can only be made in the Service File, not from any list views. You will need to navigate to the Service File from the Advising Cleanup report in #2 above in order to correct those errors.

Group Session Attendees

This section looks only at Group Education records for clients who have a status of “Registered” or “Registered-Intake Complete” from the current calendar year quarter and the previous calendar quarter.

1. In this tab, you will see first an “Group Session Attendee Cleanup” graph, which can be used to navigate to the group session attendee cleanup report, using the “View Report” link at the bottom left corner:

1. On this report, at the bottom of the screen, you will see a Details section with rows showing the education clients from this quarter and last quarter according to the calendar year with columns identifying the missing HECAT required fields on the Service File level:

   From here, you can click on the Service File Name to Name to navigate the record with missing fields to correct them. Ideally, the Missing Fields columns will be blank; if there is something there, it needs to be corrected.

2. Another way to check your data is to navigate to the list view at the bottom of the Group Session Attendees tab of Clean on the HECAT home screen.

From here, you will see a list of all C/E records that have a status of Registered or Registered-Intake Complete, which means they are currently not being counted on your HECAT report. TO clean up this data, the status of the C/E record must be changed to reflect whether the client Attended, No-Show, or Cancelled for the course.

The status can be batch edited directly in this view by clicking the pencil icon for that column in the row of the record you need to change. You can also change the Group Session for a client from this list view (Ex: if the field is blank or otherwise incorrect)

1. Cells you make changes to will highlight in light yellow, indicating that you have made an edit to the record. Once you are done making changes, click the blue “Save” at the bottom of your screen.

Group Sessions

This tab only views the workshops from the current Calendar Year, Quarter, and the Previous Calendar Quarter

1. In this tab, you will see first an “Group Session” graph, which can be used to navigate to the group session cleanup report, using the “View Report” link at the bottom left corner:

As you can see, if you have workshops in languages other than English, they will appear in a separate column.

1. On this report, at the bottom of the screen, you will see a Details section with rows showing the Group Sessions (workshops) from this quarter and last quarter according to the calendar year (so, at the time of this guide, Q3 CY2023 and Q4 CY2023, with columns identifying the missing HECAT required fields on the workshop record level.
2. Another way to check your data is to navigate to the list view at the bottom of the Group Sessions tab of Cleanup on the HECAT home screen:

From here, you will see a list of all Group Session records that have missing fields. The 2nd column will tell you what needs to be corrected. The following fields can be batch edited from this list view: Title, Counselor, Location, Session Duration, Presentation Language, Training Mode, Fee, and Registration Capacity; just click the pencil icon for that column in the row of the record you need to change:

Cells you make changes to will highlight in light yellow, indicating that you’ve made an edit to the record. Once you are done making changes, click the blue “Save” button at the bottom of your screen.