VT HMIS CoC APR - Canned

This report is required for all CoC-funded programs like RRH, TH, PSH, Safe Haven, Shelter Plus Care, and SSO funded programs. The related training reviews how to generate an accurate report as well as spot and resolve common errors.

Instructions

Accessing the Exports

Step 1: Click on the Launchpad icon select the Reports icon.

Step 2: Once on the Reports main page, click the down arrow next to the HUD Reports to expand the section.

Step 3: Click the Run button next to [HUDX-227] Annual Performance Report [FY2022]

Reporting Parameters

Step 4: Enter the following parameters:

Step 5: Click Submit

The file will be sent to the Report Queue. Once the report is processed, you will receive a notification that the report is ready.

To open the report, either select Open on the popup or click the Queue icon and then click Download.

Step 6: You may save this report in one of the following formats:

Webpage (this will allow you to click into the report and see clients names and unique identifiers)
PDF
Excel
CSV

Common errors to look for in this report:

6a. SSN Information Missing:
- Client is missing a response to the SSN Data Quality question.
- Clients are permitted to refused or may not know their SSN or that of their children, if this is true, indicate that response in the SSN Data Quality question.
6b. Relationship to Head of Household:
- Click on the Entry Date and once in the Entry, toggle between each household member to ensure the correct response to the Relationship to Head of Household question.
- If unable to find the error, click the colored history bar next to the response to review the history of responses to this question for each person. There may be two different responses listed for the same date in the history. If there are two different responses on the same date, delete the error if you are able, if not contact your HMIS System Admin.
6b. Disabling Condition:
- Check for the following on the Entry Date:
  - "Does client have a disability condition" response matches sub-assessment information (click hud verification to check)
  - Duplicate entries for the same value within the Income sub-assessment on the entry (click magnifying glass to check)
    - Exit dates of the previous duplicate value should be the date before the start of the new value. You should be able to follow a single value yes's and no's in chronological order.
6c. Income and Sources at Start:
- Check for the following on the Entry Date:
  - "Income from Any Source" response matches sub-assessment information (click hud verification to check)
  - Duplicate entries for the same value within the Income sub-assessment (click magnifying glass to check)
    - Exit dates of the previous duplicate value should be the date before the start of the new value. You should be able to follow a single value yes's and no's in chronological order.
  - A dollar amount is listed in the "monthly income", but receiving income source was changed to No
    - This error should be brought to the attention of your HMIS System Admin
6c. Income and Sources at Annual Assessment:
- Verify there is an annual assessment listed in the Interim Reviews for every year anniversary the client is in the project.
- Check for the following on the Interim Reviews in chronological order:
  - "Income from Any Source" response matches sub-assessment information (click hud verification to check)
  - Duplicate entries for the same value within the Income sub-assessment on the entry (click magnifying glass to check)
  - A dollar amount is listed in the "monthly income", but receiving income source was changed to No
    - This error should be brought to the attention of your HMIS System Admin
6c. Income and Sources at Exit:
- Exit Income errors most often resolve once Entry and Annual issues are resolved, if an error is still present, use the same checks listed for Entry, but review for them on the Exit Date.
6d. Data Quality: Chronic Homelessness
- Check to ensure all of the Chronic Homeless related questions are answered. Typically "Approximate date homeless" is missing.
- If unable to find the error, click the colored history bar next to the response to review the history of responses to this question for each question. There may be two different responses listed for the same date in the history or a blank response. If there are two different responses on the same date, contact your HMIS System Admin to delete.
22c. Length of Time between Project Start Date and Housing Move-in Date
- Verify Housing Move in Date has been added for household on an interim review update
- Any household that exited before being housed will correctly be listed under "Data not Collected"

Submitting the report to SAGE

Once the report has been cleared of all errors that can be cleared, you are ready to submit the report in SAGE.

To submit the report to SAGE:

Click download and save report to a folder you will be able to retrieve it from.
The report downloads to a CSV file that is required for upload to SAGE.

Resources

HMIS Training(s):

APR - A recorded training for Clarity will be coming soon!

Password: Reach out to your System Administrator

If you have questions or concerns, please reach out to your VT HMIS System Administrators; vthmis@icalliances.org