How to Pull Your APR (Annual Performance Report) to Upload into Sage

Transcription

1 Advocates to Prevent and End Homelessness How to Pull Your APR (Annual Performance Report) to Upload into Sage West Virginia Coalition to End Homelessness, Inc. 929 West Main Street Bridgeport,WV facebook.com/wvceh

2 HUD CoC APR HUD Continuum of Care Annual Performance Report The CoC APR is submitted to HUD annually It is required for reporting and project monitoring

3 HUD CoC APR Clients are included in the report if they have: A project Entry by one or more of the selected Providers with an entry date that is on or before the last day of the reporting period; A corresponding project Exit date that is either null (because the Client has not yet exited) or falls on or after the first day of the reporting period. Clients who have been enrolled for 365+ days must have updated income records at the time of annual assessment to pull correctly into lines 19a1, 19a2, 19a3 of the report. Income should be updated using Interim Reviews via Annual Assessment. An annual assessment must be recorded for all stayers of 365 days of enrollment or longer.

4 HUD CoC APR The APR is intended for reporting on a single project annually. Including several providers or altering the length of the date range selected may impact data. The APR utilizes the last episode logic throughout most of the report, so if a client has more than one Entry/Exit across multiple providers then the last episode may vary. In the questions where the APR doesn't utilize the last episode, it pulls in information from all of the Entry/Exits valid during the reporting period and this may impact length of stay.

5 Instructions on how to Pull your APR Log in to ServicePoint. On the lefthand side of your screen, select Reports. Select the CoC-APR Report on the Report Dashboard under Provider Reports.

6 Downloading the Report in ServicePoint A Report Options screen will appear: Provider Type: Select Provider Provider: Search for and select your CoC-funded project Select This provider ONLY Program Date Range: Choose a Start Date and End Date for the Reporting Period Since this report is not located in ART, select the EXACT dates. You DO NOT select the end date plus one day. The report will also reflect corrections made to the client record immediately, and you will no longer need to wait until the next day to pull the report. Entry/Exit Types: Select HUD Select Build Report

7 Data Quality Questions in the Report To check the data quality of the data pulling to the report, there are specific data quality questions in the report which verify: 6a- DQ: PII 6b- DQ: UDEs 6c- DQ: Income and Housing Data Quality 6d- DQ: Chronic Homelessness 6e- DQ: Timeliness (do not change/update E/E times, just work toward more timely E/E in the future with new clients entering project within 3 days) 6f- DQ: Inactive Records: Street Outreach and Emergency Shelter Unknown Household Type (throughout the entire report to identify when the household type has not been recorded) You can select the blue number in each field and get a list of the clients that are pulling to a particular question in the report.

8 Additional Reports that will be Useful when Cleaning Up Data The following ART reports will also assist your agency with cleaning up data in HMIS prior to submitting your APR: Data Completeness/Accuracy Report Annual Assessments Completion Report HUD Verifications Sub-assessment Errors Report Step-by-step instruction on how to run, read, and clean up data utilizing each of these reports can be found on the WVCEH website at

9 Downloading Report to Upload your APR into Sage Select on the Reports Option screen. A CSV file will be downloaded to your computer. Do not edit this file prior to uploading it into Sage, or you will receive an error message. All data corrections should be made within the client project entry in ClientPoint prior to downloading the final CSV file and uploading the file to Sage. Upload this entire CSV file into Sage once data clean up in HMIS is complete.

10 Additional Resources CoC APR Guidebook: documents/sage-coc-apr-guidebook-for-coc-grant-fundedprograms.pdf

11 Questions? HMIS Help Desk WV Coalition to End Homelessness, Inc. 929 West Main Street Bridgeport, WV (office) (fax) wvceh.org