APR Requirements and Data Entry Workflow Review

Transcription

1 APR Requirements and Data Entry Workflow Review Maine HMIS and ServicePoint 8/8/2011 This document is solely for the use of persons holding a current Bowman Systems ServicePoint user license.. It contains information that may be considered the property of Bowman Systems L.L.C. and should be considered business sensitive. 1 You have Questions? What does APR stand for? What is the NEW APR? How is it different from the old APR? What is esnaps? What is the role of HMIS vs. your APR? What do I have to do? How do I do it? 2 Acronym key HMIS = Homeless Management Information System HUD = US Department of Housing and Urban Development COC = Continuum of Care PIT = Point in Time Count HIC = Housing Inventory Count APR = Annual Performance AHAR = Annual Homeless Assessment Annual Progress New APR Requirements Transitional APR (TAPR) HUD HMIS Data COC All APRs are now submitted electronically, via e-snaps PIT HIC AHAR APR APR APR = HUD Funding for Homeless Programs Client, outcome, and performance measurement data must come out of HMIS, (or their comparable database for victim services providers) Data collection is now entirely based on the NEW March 2010 HMIS Standards 5 Transitional APR (the tapir?) is a strange animal, and will be extinct after 9/1/2011 1

2 APR Due Dates APR ing Process APR ing from HMIS CoC grantees have 90 days from the end of their operating years to submit the APR: Supportive Housing Program (SHP) Shelter Plus Care (S+C), Section 8 Moderate Rehabilitation Single Room Occupancy (SRO) All CoC grants have distinct APR due dates, which are based on the end of their operating year Meet with Client at Entry (Annually and At Exit) Record Data in HMIS Run CoC APR + s Regularly! Verify Data Quality and Completeness! Fix any errors Enter APR Data into e-snaps Generate Final CoC APR New ServicePoint, Screens, and Workflow Replicates Data Entry Flow in E-snaps In order to ensure the report runs properly, follow the new and improved workflow There will be limited need for back-dating in the new workflow 7 9 APR DATA ENTRY WORKFLOW Choose the program you will be doing data entry for. Choose the program you will be doing data entry for. We are working on refining the recommended work flow to make getting the right data in the right place as easy as possible! Find / Add Client 1) Add / Update Household 2) Add Entry / Exit +Client Assessment The next section will present the New and Improved APR data entry workflow! 10 Did I say? The first thing you MUST do after you log into ServicePoint is to Click on the words. And choose the program you are going to do data entry for. 11 Choose the program you are going to do data entry for from the dialog by clicking on the green + next to that program. 12 2

3 Enter Back Date mode? The Client Search Screen The Client Search Screen No more Backdate needed! (Almost) Do I hear the applause? Search for existing clients, or add clients Search for your client, if found, click on the pencil icon to choose your client. 13 Note: Simpler Search and add screen with only Name and SS# The Client Search Screen The work flow starts from the Client Summary screen. 1,2,3 Summary workflow Search for your client, if not found, fill in the full Name, SSN, and SSN Data Quality then press the Add New Client button. Find / Add Client 1) Add / Update Household 2) Add Entry / Exit +Client Assessment 1 - Add / Update Household information 2 - Add / Update Entry / Exit

4 Create or update any Household Relationships between records before entering clients into programs or providing services! Click Start New Household to begin. Add Household Members 1) Household Add Household Enter the Household Type Designate as Yes, Head of Household Relationship to Head of Household = Self NOTE: Only one member of the household grouping should be listed as the Head of Household Date Entered* = Date of Intake or Arrival into the program. Date Removed is NOT the client s exit from the program! Use only in special circumstances, such as foster care removal, custody changes, divorce or separation. Search for existing client record for each new member Add clients to the database Add each member of the household in the Edit Household window. Be sure that all members and their relationships appear in the Household Overview before closing the window. Add new members to the household Creating relationships between client records is important! Take your time and follow the windows as they appear! Household Data Sharing From both the Add Household and the Add Entry Exit process you can choose the Add Household data to add a set of items likely to be shared by the entire household to all household members All data entry can be done from the Entry Exit dialog! 2 - Add / Update Entry / Exit Add Entry Exit 1. Enter a client into a program. Often referred to as intake, enrollment, Participation, etc Remember - Follow the page from top to bottom! Answer all required fields*** Add Entry Exit Data Type = Funding or program type Select the right Entry Type

5 Entry / Exit assessments are Based on the Type choice Programs which do an APR will always use the HUD type choice! Follow the screen from top to bottom to fill in the client assessment data The press Save! Data entered or updated in the Entry or Exit dialogs will be Date Stamped for the Entry (or exit )Date. Without the need to use Backdating! Entry Exit Assessments Follow the screen from top to bottom for each household member. Click on the Pencil of the Entry Date for EACH Household Member. The page will reload. Complete the Entry Assessment. Repeat for ALL Household members served. Add Entry data for Household Running the APR s Running the APR s Why does the report start on Question 7? Service Point e-snaps In all Prompts for EDA or Select Provider Choose the program for which you want to run the APR report 5

6 What if my data looks wrong? What if my data looks wrong? What if my data looks wrong? What if my data looks wrong? The HUD APR specs have different requirements for disabilities on Q7 and Q18. Q7 basically lumps all missing into one calculation for all disabilities. Q18 breaks out "Condition Unknown" and "Information Missing" among other differences. Q7 looks for the specific disability type and then if the determination is DK/R (example: disability "Physical" and determination "Refused" would get counted). Q18 counts a single value per client so if a client had two disabilities "Physical" and determination "Refused" and "Alcohol" with no determination that client would count in "1 Condition"." As a result the two seemingly similar questions give different answers in the APR." What if my data looks wrong? Well as you see, it may well be right for the APR and look wrong to you. CHECK YOUR DATA FOR DATA ENTRY ERRORS! BUT IF IT STILL LOOKS WRONG PLEASE ASK FOR HELP WITH UNDERSTANDING AND FIXING YOUR DATA RUN REPORTS AND ASK ABOUT YOUR DATA BEFORE THE APR IS DUE! Basic reports such as the Program participation days / nights for period can give easy cross check on basic data to catch errors early! Live in ServicePoint 6

7 e-snaps The e-snaps portal is not part of the Maine HMIS system, but you can access the portal through a link on We are not the e-snaps experts, but we are going to give a short intro to what e-snaps is and how it relates to your APR. HUD supported technical assistance is being provided, such as at the upcoming TAC trainings in Providence, Boston and Manchester. e-snaps: Register for the appropriate Funding Opportunity e-snaps: Select the proper APR form e-snaps: Enter your APR operating year start and end dates e-snaps: Q3 is important!!! e-snaps Q3 Project Information 7

8 e-snaps CoC APR Guidebook e-snaps Q4 Site Information e-snaps Q5 Bed/Unit Inventory e-snaps Q6 HMIS Bed Participation Rate e-snaps: for Q7 Q29 refer to APR generated from HMIS e-snaps Q12 Outreach 8

9 e-snaps Q30 and beyond After you re done, complete the appropriate financials section: e-snaps: The Crystal Ball Here is a little preview of what you can expect from HUD for the APR in 2012 (so please start planning your data collection now): Do You have some Answers? What does APR stand for? What is the NEW APR? How is it different from the old APR? What is esnaps? What is the role of HMIS vs. your APR? What do I have to do? how do I do it? 51 Additional Resources php (The TAC Trainings in Manchester, Providence, and Boston) (from the top button bar choose Find a resource then APR ) (HUD website) Thanks for your time! This document is solely for the use of persons holding a current Bowman Systems ServicePoint user license.. It contains information that may be considered the property of Bowman Systems L.L.C. and should be considered business sensitive. 9