ESG CAPER Helper Guide

Transcription

1 ESG CAPER Helper Guide The Emergency Solutions Grant (ESG) Consolidated Annual Performance and Evaluation Report (CAPER) is based on your HMIS data. Each Program must provide to HUD one aggregated, consolidated report on all activities funded with ESG Program funds. Reporting for ESG to HUD is required annually by all states and is submitted electronically through HUD s Integrated Disbursement and Information System (IDIS). This Helper Guide shows you how to build an ESG CAPER report, section CR-65 ESG Persons Assisted, based on HUD s requirements. Table of Contents Ensuring Data Quality in the CAPER Report... 2 Key Points about ESG CAPER Reporting... 2 Steps to Running the ESG CAPER Report... 2 Using a Reporting Group... 5 CR-65 ESG Persons Assisted CAPER Report Details A HOMELESS PREVENTION ACTIVITIES B RAPID RE-HOUSING ACTIVITIES C SHELTER ACTIVITIES D STREET OUTREACH E TOTAL PERSONS SERVED ESG GENDER ESG AGE ESG SPECIAL POPULATIONS... 9 Additional Documentation Page 1 of 10 ESG CAPER Report Helper Guide 11/2014

2 Ensuring Data Quality in the CAPER Report To make sure there are no errors or missing information, review the CAPER Report. If changes are needed, make those changes to your HMIS data, and then run the report again. Although you only need to submit the report to HUD annually, it is a good practice to run the report monthly to confirm that complete and accurate HMIS data is being properly recorded in ServicePoint. Remember, data quality is important -- your report is only as accurate as the data you enter into HMIS! Key Points about ESG CAPER Reporting Before running the ESG CAPER, ensure the following: ESG funds are administered in annual grant cycles and differ by Program. CAPERS are due to HUD within 90 days after the grant year end. Each ESG report must generate aggregated, unduplicated client data for the reporting period that supplies: o the provider(s) selected for the reporting period o the start and end dates for the reporting period There is no way, based on data elements defined in the March 2010 HMIS Data Standards, to identify which projects are required to generate an ESG Report. Steps to Running the ESG CAPER Report To access and run a report: 1. Log into ServicePoint. 2. Click on Reports from the navigation toolbar on the left side of the screen. 3. Under the heading Provider Reports, click the ESG CAPER icon. Figure 1: ESG CAPER icon Page 2 of 10 ESG CAPER Report Helper Guide 11/2014

3 4. The Report Options screen displays. 5. Provider Make sure your Provider is correct. Use of Reporting Groups is recommended; see section Using a Reporting Group later in this document. Figure 2: Report Options screen 6. Program Date Range enter the range of dates for the report. 7. Type of Data to Use in Report - check the Entry/Exits box. 8. For Emergency Shelters, use - check the Entry/Exits box. 9. Entry/Exit Types - check off the boxes to display these types of data in your report. Most programs only use the HPRP and HUD types. 10. Click the Build Report button. Figures 3A and 3B show a sample of a CR-65 ESG Persons Assisted Report. The details of the CAPER Report are described in section CR-65 ESG Persons Assisted CAPER Report Details later in this document. Page 3 of 10 ESG CAPER Report Helper Guide 11/2014

4 Figure 3A: CAPER Report, page 1 Page 4 of 10 ESG CAPER Report Helper Guide 11/2014

5 Figure 3B: CAPER Report, page 2 Using a Reporting Group Using a Reporting Group can help you run your report on several groups (providers) at the same time. This must be set up by HMIS in advance. To use a Reporting Group: 1. For Provider Type, click the radio button next to Reporting Group. 2. Click the Search button. Page 5 of 10 ESG CAPER Report Helper Guide 11/2014

6 Figure 4: Reporting Group radio button 3. In our example we searched for a group titled Diane s ESG Group that has previously been set up by HMIS. Click the Search button. The programs that are included in this group display. Figure 5: Reporting Group search results 4. Go back to Step 6 in section Running the ESG CAPER Report to finishing building the report. Page 6 of 10 ESG CAPER Report Helper Guide 11/2014

7 CR-65 ESG Persons Assisted CAPER Report Details This section describes the CAPER Report in more detail. 4A HOMELESS PREVENTION ACTIVITIES Program type code = Prevention Figure 4A A. This section is unlike HPRP reporting and does not query for a service financial or otherwise provided during the period to determine the number of persons served. B. HPRP is not recognized as an eligible program type code per HUD s instructions. 4B RAPID RE-HOUSING ACTIVITIES Program type = Rapid Re-Housing Figure 4B A. This section is unlike HPRP reporting and does not query for a service financial or otherwise provided during the period to determine the number of persons served. B. HPRP is not recognized as an eligible program type code per HUD s instructions. 4C SHELTER ACTIVITIES Program type = Emergency Shelter, Transitional Housing and Services Only Figure 4C A. HUD does not expect individual beds to be identified as HUD funded or ESG funded beds. Therefore, all persons in all beds in a shelter project supported by ESG should be reported. B. HUD understands that there are instances of multiple jurisdictions funding the same shelter project these clients will be reported on both of the ESG CAPER Sub-recipient Reports. C. HUD recognizes that there are a variety of shelter types which will have a program type of Emergency Shelter: i. Hotel/motels projects classify as Emergency Shelter and count in the Shelter Activities table. Page 7 of 10 ESG CAPER Report Helper Guide 11/2014

8 ii. Mass shelter projects - classify as Emergency Shelter and count in the Shelter Activities table. Programming for mass shelter projects which operate an "open enrollment system to enable a person to come and go from a mass shelter without a project entry (or intake) each time a person resides in the shelter should be based on actual bed nights used or services provided. D. All persons served with essential services dollars in shelters, including Day Shelters but excluding outreach, are to be recorded under the Services Only program type and counted in the Shelter Activities table. E. Transitional housing programs should be classified as Transitional Housing and counted in the Shelter Activities table. 4D STREET OUTREACH Program type = Homeless Outreach Figure 4D NOTE: This table does not appear in IDIS, HUD requires the data be collected but not reported. A. HUD s workflow is that Persons counted include those with contacts reported OR a date of engagement during the reporting period. Since this workflow was not presented until August of this year, the ESG CAPER in ServicePoint will pull in based data off of either an Entry/Exit or a Service Transaction or both. There is a list of clients with Contacts and Engagements provided. Clients with only a Contact or Engagement and No Entry/Exit or Service Transaction will not be included in the report. B. Per HUD, the report counts persons counted include those with contacts reported OR a date of engagement during the reporting period. i. Date of contact >= Report Start Date or program Entry Date of the relevant project stay. ii. Date of contact <= Report End Date or program Exit Date (if there is one) of the relevant project stay. iii. Date of engagement >= Report Start Date or program Entry Date of the relevant project stay iv. Date of engagement <= Report End Date or program Exit Date (if there is one) of the relevant project stay. 4E TOTAL PERSONS SERVED Program types = Emergency Shelter, Rapid Re-Housing, Street Outreach, Prevention, Services Only, and Transitional Housing Figure 4E Page 8 of 10 ESG CAPER Report Helper Guide 11/2014

9 A. This portion of the report generates an unduplicated count of all persons served in any project selected by the user as funded by the ESG grant on which they are reporting. 5 ESG GENDER Program types = Emergency Shelter, Rapid Re-Housing, Street Outreach, Prevention, Transitional Housing and Services Only Figure 5 A. The table utilizes the gender recorded at the latest program entry or the most recent project stay. B. Transgendered is to equal the sum of Transgendered Male to Female plus Transgendered Female to Male. C. Unknown is the sum of Other, Don t Know, Refused and Missing Information. D. The total on number 5 is expected to balance with the total on 4e. 6 ESG AGE Program types = Emergency Shelter, Rapid Re-Housing, Street Outreach, Prevention, Transitional Housing and Services Only Figure 6 A. Age is calculated as of latest program Entry date or the start date of the report, whichever is greater. B. The Over 24 category reports clients aged 25 and older. C. The total on number 6 is expected to balance with the total on 4e. 7 ESG SPECIAL POPULATIONS Program types = Emergency Shelter, Rapid Re-Housing, Street Outreach, Prevention, Transitional Housing and Services Only Figure 7 Page 9 of 10 ESG CAPER Report Helper Guide 11/2014

10 A. HUD recognizes that not all ESG programs collected all of the information in the Special Populations table. If the data were not collected, enter -0- into IDIS. B. Veterans - counts those persons identified Yes in element [3.7 Veteran Status] as of latest program Entry. C. Victims of Domestic Violence counts those persons identified as Yes in element [4.9 Domestic Violence] as of the latest program Entry. D. Elderly count those persons whose age is 62 or greater as of latest program Entry. E. HIV/AIDS counts those persons identified as Yes in element [4.6 HIV/AIDS] as of latest program Entry. F. Chronic Homelessness counts those persons as chronically homeless where Is Client Chronically Homeless is marked Yes. Uses the chronic homelessness indicator from the most recent program entry. Includes associated household members. G. Severely Mentally Ill counts those persons identified as Yes in element [4.7 Mental Health] as of the latest program entry. HUD recognizes the difference in language between the 2010 Data Standards and ISIS for this element. H. Chronic Substance Abuse counts those persons identified as Yes in element [4.8 Substance Abuse] as of the latest program Entry. I. Other Disability counts the person one time if any of the following elements are Yes: [4.3 Physical Disability]; [4.4 Developmental Disability]; [4.5 Chronic Health Condition]. Uses data as of each person s latest program Entry. Additional Documentation Programs that receive ESG funding are required to use HMIS to generate the statistical section of the ESG CAPER report (CR-65 ESG Persons Assisted) as outlined in the Desk Guide for Using IDIS to Prepare the Consolidated Plan, Annual Action Plan and CAPER. See this manual at: Action-Plan-Caper-Per.pdf The HUD programming specifications can be found at: ESG Special Needs Assistance Programs (SNAPS)-shots topics and guidance can be found at: Page 10 of 10 ESG CAPER Report Helper Guide 11/2014