HUD-ESG CAPER User Guide

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1 HUD-ESG CAPER User Guide Purpose: To provide supplemental reporting instructions. Contents Report Basics Important Terminology... 3 Locating the Report... 4 Report Prompts... 4 Using the CAPER to Check your Data... 5 Submit Report to Funder... 5 Analyzing the Report... 6 Table 4a Project Identifiers in HMIS... 6 Table 5a HMIS or Comparable Database Data Quality... 6 Table 6a Report Validation Table... 8 Table 6b Number of Persons Served... 9 Table 7a Number of Households Served... 9 Table 7b Point-in-Time Count of Households on the Last Wednesday... 9 Table 9a Number of Persons Contacted Table 9b Number of Persons Engaged Table 10a Gender of Adults Table 10b Gender of Children Table 10c Gender or Persons Missing Age Information Table 10d Gender by Age Ranges Table 11 Age Table 12a Race Table 12b Ethnicity Table 13a1 Physical and Mental Health Conditions at Entry Table 13b1 Physical and Mental Health Conditions of Leavers HUD-ESG CAPER User Guide 1 of 20

2 Table 13c1 Physical and Mental Health Conditions of Stayers Table 14a Domestic Violence History Table 14b Persons Fleeing Domestic Violence Table 15 Residence Prior to Project Entry Table 20a Type of Non-Cash Benefit Source Table 21 Health Insurance Table 22a2 Length of Participation Table 22c RRH Length of Time Between Project Entry Date and Residential Move-In Date Table 22d Length of Participation by Household Type Table 23 Exit Destination More than 90 days [Rapid Re-Housing Projects Only] Table 23a Exit Destination All persons Table 23b Homelessness Prevention Housing Assessment at Exit Table 24 Exit Destination 90 Days or Less [Rapid Re-Housing Projects Only] Table 25a Number of Veterans Table 26b Number of Chronically Homeless Persons by Household Determining if Client is Chronically Homeless HUD-ESG CAPER User Guide 2 of 20

3 Important Terminology for the ESG CAPER Active Client: Clients that have an Entry/Exit recorded that overlaps with the report period date range. Client may have been in the program on the first day of the report period, entered or exited during the report period. If you notice a client that appears on the report that exited the program before the first day of the report period, confirm the client does not have an open (no exit date) Entry/Exit in the Entry/Exit tab or Service Transaction in the Service Transactions tab. In the event where a client is active more than once during the report period, all data for the report should come from the client s latest project stay according the project entry date. Leavers: Active clients that left (Project Exit Date) during the report period Stayers: Active clients that stayed (no Project Exit Date) as of last day of the report period Age: Age of client for the purposes of this report is determined by date of birth at latest project entry or report period start date (whichever comes later). Birthdates are required for all clients as the system needs to differentiate between adults and children. If the client does not provide a date of birth, enter 01/01/approximate year of birth. Select Approximate or Partial DOB Reported for DOB Data Quality. Child(ren): Under age 18 (up through age 17) Adult: 18 years of age or older Youth: Between the ages of 12 (>12) and 24 (<24) (includes age 12 and 24) Head of Household: Primary client (can be single client (including unaccompanied youth) or assigned Head of Household) Household Type: Household type is determined by the ages of clients connected at latest project entry in the Entry/Exit tab or Service Transaction tab. Without Children: Household composition at latest entry is single client or adult only (>18) With Children and Adults: Household composition at latest entry has at least 1 child and 1 adult With Only Children: Household composition at latest entry is single client or children (<18) only Unknown Household Type: Client missing date of birth data in the Client Profile tab. To fix, click on the blue number (if applicable) to identify clients that appear in an Unknown Household Type row or column in a report table. EDA to correct provider and backdate to client s earliest entry date. Answer Date of Birth in the Universal Profile Assessment in the Client Profile tab. Data Not Collected: Response code is Data Not Collected, or the data element field is null/missing. Client Doesn t Know or Client Refused: Data element has a Client Doesn t Know or Client Refused response code. Project Entry: The start date of service for the client, project participation (including project entry) for HUD- ESG projects is recorded in the Entry/Exit tab. Night-by-Night Shelters also document shelter stays in the Service Transaction tab or the ShelterPoint module. Project Exit: The end date of service for the client, project participation (including project exit) for HUD- ESG projects is recorded in the Entry/Exit tab. Night-by-Night Shelters also document shelter stays in the Service Transaction tab or the ShelterPoint module. Bed Nights: Refers to a unit of service where a client is residing overnight in an emergency shelter or hotel/motel voucher project. The method for counting bed nights varies based on the Method for Tracking Emergency Shelter Utilization. Bed nights can be recorded using an Entry/Exit Date Method or Night-by- Night Method. HUD-ESG CAPER User Guide 3 of 20

4 Locating the Report Note: The ESG CAPER (2016) was released fall of The name may change before these instructions are updated. If there are two ESG CAPER reports available, do not use the ones that is labeled CAPER as this is an old version and will not meet reporting requirements. The ESG CAPER (2016) is located in the ServicePoint Reports module (it is not an Advanced Reporting Tool (ART) report). This allows you to run the report immediately after doing data correction or data entry (you do not need to wait for the ART Refresh like you do when running a report in ART). We do not currently have a Data Check report in the Advanced Reporting Tool (ART) to correct your ESG CAPER data. The ESG CAPER has built-in data check capabilities. 1. Login to ServicePoint and click on the Reports module along the left-hand side. 2. Click on ESG CAPER (2016). (Do not click on the ESG CAPER option, as that report is retired.) Report Prompts 1. Provider Type (Required) Select Provider to run the report for 1 provider. (You can select a Reporting Group to run the report for multiple providers if you have a Reporting Group setup. Most grantees do not have a Reporting Group because ESG grantees want the report by project for IDIS upload.) 2. Provider (Required) Select your HUD-ESG provider from the dropdown or click Search to find your HUD-ESG provider. 3. Program Date Range (Required) Indicate the exact date range for the report. (Often the date range your HUD-ESG grantee is requesting.) You do not need to add one day like you do when running a report in ART. 4. Entry/Exit Types (Required) When you create an Entry/Exit record on the Entry/Exit tab in ClientPoint, you are given the option to select Entry Type. The correct workflow for HUD-ESG projects is to select HUD (this will allow the display of the correct funder-required assessment at entry). However, if you have been selecting something other than HUD, you ll need to click on that type as well. If you are selecting a type other than HUD, you will want to change that Entry Type to HUD on the Entry Record When all prompts have been completed, click Build Report to view your report. If you have already reviewed your report and are ready to download the report to send to your Grantee, click Download. Further instructions on what to do with your download are located on the next page, Submit Report to Funder. HUD-ESG CAPER User Guide 4 of 20

5 Using the CAPER to Check your Data The ESG CAPER has built-in data checking capabilities. You can click on any number in blue throughout the report to see the clients that make up the number in the cell. You can download the results and save them to your computer! Submitting the Report to Funder HUD-ESG funding is distributed to agencies via 6 grantees (DHS OEO, Duluth, Hennepin, Minneapolis, St. Louis and St. Paul). HUD-ESG projects (like you!) submit their reports to their grantee (not directly to HUD- ESG). Your funder grantee should contact you with upcoming due dates and contact information for submitting your report. Report due dates are also posted here: When your report is ready, it is time to export your data to submit to your funder. You will export your data as a compressed.csv file by following these steps. 1. Once you are ready to export your data, complete report prompts and click on Build Report. 2. Click on Download. 3. Follow the browser s prompts for saving the file to your computer as a.zip file. (What is a zip file? A computer file whose contents of one or more files are compressed for storage or transmission. In this case, the.zip file contains your all your required.csv file spreadsheets.) 4. Send the entire compressed.zip file via to your grantee contact. HUD-ESG CAPER User Guide 5 of 20

6 Analyzing the Report Table 4a Project Identifiers in HMIS The data pulled into Section 4A comes from the backend of ServicePoint. The fields are set to populate when run for a single provider. Project Idea (6) = Services Only Project Idea (6) = Services Only, plus affiliated with a residential project = Yes Table 5a HMIS or Comparable Database Data Quality This section is to assist you with checking your data. When you are running the ESG CAPER for data checking purposes, start with Table 5a. By fixing this data, a lot of other errors will be fixed on this report. HUD-ESG CAPER User Guide 6 of 20

7 The best way to use this section is to click on a blue number and download the results to an Excel file. You can use that list to fix data! Data Not Collected column includes Data Not Collected response code or the data element has not been answered (null/missing). Client Doesn t Know or Client Refused column includes Client Doesn t Know or Client Refused response codes. 2 The report is currently pulling clients who have Data Not Collected or missing for the Name Data Quality answered in the Client Record Assessment in the Client Profile tab. (3/29/2016 We are working with vendor to get clarification based on the published reporting specs that suggest this should be pulling clients with missing First Name and Last Name.) 3 This cell includes clients that do not have Social Security Number and/or SSN Data Quality answered in the Client Record Assessment in the Client Profile tab. 4 All data elements in this box are found in the Client Record Assessment or the Universal Profile Assessment in the Client Profile tab. Backdate to client s earliest Entry Date to fix these errors. 5 All data elements in this box are found on the Entry Assessment provided on a client s Entry Record in the Entry/Exit tab. Disabling Condition = Does client have a disability of long duration? Residence Prior to Project Entry = Residence Prior to Project Entry Relationship to Head of Household = Relationship to Head of Household (at the very top of the Entry Assessment) Client Location for Project Entry = CoC of Service Length of time on = If homeless at least once in the past 3 years, enter the total number of months on the street, in ES or SH in the past 3 years (skip if the answer to the above question was Never ) 6 You should not have any clients appear here. Birthdates are required for all clients as the system needs to differentiate between adults and children. If the client does not provide a date of birth, enter 01/01/approximate year of birth. Select Approximate or Partial DOB Reported. A missing birthdate will also impact table 6a row 4, table 7a Number of Households Served Unknown Household Type and table 10c. 7 Destination is recorded when clients exit in the Entry/Exit tab. In addition to the response code Data Not Collected or null/missing, No Exit Interview Completed is also included here. HUD-ESG CAPER User Guide 7 of 20

8 Table 6a Report Validation Table Clients: Active Heads of Household (including unaccompanied youth) and Adults Clients organized by age (Pulled from date of birth in the Client Profile Tab) All clients need a birthdate in HMIS see Age under Report Basics on page 3 to fix Clients that have a Project Exit date at some point during the report period date range and don t have a current entry A subset of row 5 looking at adults only Clients that were still enrolled (no Project Exit Date) at the report period end date A subset of row 7 looking at adults only Yes response code to Veteran Status in the Client Profile tab (not on the ESG All Inclusive Assessment) See Table 26a and algorithm for Chronically Homeless starting on page 19 Adults (18+) with Self response code to Relationship to Head of Household Children (under 18) with Self response code to Relationship to Head of Household Client between age 12 to 24 with no other household members Client between age 12 to 24 with child (under 18) and relationship to Head of Household is Head of Household s child HUD-ESG CAPER User Guide 8 of 20

9 Table 6b Number of Persons Served Table 7a Number of Households Served Data Elements Used: Date of Birth (Age) and Household Type (See Report Basics on page 3) Table 7a reports an unduplicated count of households (including single clients). Clients: All Active Clients Tip: Does your project serve households, singles, both? Look for clients that fall in a column that doesn t make sense for your project eligibility. For example, if you only serve single adults, no clients should appear under With children and adults or With only children. This is most likely a data entry error. See Report Basics on page 3 to understand category headings for rows and columns. Table 7b Point-in-Time Count of Households on the Last Wednesday Date Elements Used: Date of Birth (Age), Household Type (See Report Basics on page 3), and Project Entry/Exit Table 7b reports households (including single clients) that were served on the last Wednesday in January, April, July, and October. The Total [Number of households] is an unduplicated count of households. Report uses data from client s latest project entry, each client may have only 1 household as determined by the household composition on the last Wednesday in January, April, July, and October. Clients: Active Heads of Household (including unaccompanied youth) and Adults HUD-ESG CAPER User Guide 9 of 20

10 Table 9a Number of Persons Contacted Table 9b Number of Persons Engaged Table 9a reports on required data elements for Night-by-Night Shelters and Street Outreach projects only. For other projects, these tables will not populate. For other projects, these tables will not populate. If you are a Street Outreach project or an Emergency Shelter using the Night-by-Night data entry workflow and this table is not populating, contact the Helpdesk. Data Elements Used: Date of Engagement, Date of Contact, Location of Contact (This data is pulled from these data elements in the ESG All Inclusive Assessment at Entry) Clients: Active Heads of Household (including unaccompanied youth) and Adults From the Exit HUD Assessment completed at Project Exit A C E G I B D F H J =A/B =C/D =E/F =G/H =I/J Rate of Engagement is determined by dividing total numbers in table 9a with total numbers in table 9b. See A J in tables above. HUD-ESG CAPER User Guide 10 of 20

11 Table 10a Gender of Adults Table 10b Gender of Children Table 10c Gender or Persons Missing Age Information Table 10d Gender by Age Ranges Data Elements Used: Date of Birth (Age), Gender, and Household Type (See Report Basics on page 3) Clients: All Active Clients Tip: Does your project only serve female single parents? Why are there males showing up? Why are there clients showing up under the column Without Children? HUD-ESG CAPER User Guide 11 of 20

12 Table 11 Age Data Elements Used: Date of Birth (Age) and Household Type (See Report Basics on page 3) Clients: All Active Clients Table 12a Race Table 12b Ethnicity Data Elements Used: Date of Birth (Age), Household Type (See Report Basics on page 3), Race, and Ethnicity Clients: All Active Clients HUD-ESG CAPER User Guide 12 of 20

13 Table 13a1 Physical and Mental Health Conditions at Entry Table 13b1 Physical and Mental Health Conditions of Leavers Table 13c1 Physical and Mental Health Conditions of Stayers Data Elements Used: Date of Birth (Age), Household Type (See Report Basics on page 3), Project Entry/Exit (See Leavers and Stayers under Report Basics on page 3), and Disabling Condition (Disability Sub-assessment with Disability Determination as Yes response code for disabilities in tables) Clients: All Active Clients This table reports an unduplicated count of clients that have a recorded disability. HUD-ESG CAPER User Guide 13 of 20

14 Table 14a Domestic Violence History Table 14b Persons Fleeing Domestic Violence Data Elements Used: Date of Birth (Age), Household Type (See Report Basics on page 3), Domestic Violence Victim/Survivor, and Are you Currently Fleeing? Clients: Active Heads of Household (including unaccompanied youth) and Adults See Report Basics on page 3 to understand category headings for rows and columns. 26b Number of Chronically Homeless Persons by Household Table 15 Residence Prior to Project Entry Data Elements Used: Date of Birth (Age), Household Type (See Report Basics on page 3), and Residence Prior to Project Entry Clients: Active Heads of Household (including unaccompanied youth) and Adults HUD-ESG CAPER User Guide 14 of 20

15 Table 20a Type of Non-Cash Benefit Source Data Elements Used: Date of Birth (Age), Project Entry/Exit (See Leavers and Stayers under Report Basics on page 3), Non-Cash Benefits (Non-Cash Benefit sub-assessment with Receiving Benefit as Yes response code for categories in tables) Clients: Active Heads of Household (including unaccompanied youth) and Adults Client may appear more than once in a column, but never more than once in the same cell. Benefit at Exit for Leavers does not include adult household members that left before the assigned Head of Household. Other Source = Yes response code for Receiving Benefit to: Section 8, public housing, or other ongoing rental assistance Other source Temporary rental assistance Table 21 Health Insurance Data Elements Used: Date of Birth (Age), Project Entry/Exit (See Leavers and Stayers under Report Basics on page 3), Health Insurance (Hearth Insurance sub-assessment with Covered as Yes response code for categories in tables) Clients: All Active Clients HUD-ESG CAPER User Guide 15 of 20

16 Table 22a2 Length of Participation Data Elements Used: Date of Birth (Age), and Bed Nights or Project Entry/Exit (See Leavers and Stayers under Report Basics on page 3) Clients: Unduplicated Count of All Active Clients Table 22a2 accounts for all time relevant to the client s latest project stay even if it is before the start of the report. Table 22c RRH Length of Time Between Project Entry Date and Residential Move-In Date Table 22c reports active clients in Rapid Re-Housing projects by the length of time between the persons Project Entry date and Residential Move-In Date. For non-rrh projects, these tables will not populate. If you are a Rapid Re-Housing project and this table is not populating, contact the Helpdesk. Data Elements Used: Data Elements Used: Date of Birth (Age), Household Type (See Report Basics on page 3), Residential Move-In Date Clients: All Active Clients in the Rapid Re-Housing Project HUD-ESG CAPER User Guide 16 of 20

17 Table 22d Length of Participation by Household Type Data Elements Used: Date of Birth (Age), Household Type, and Bed Nights or Project Entry/Exit (See Household Type, Bed Night, Leavers and Stayers under Report Basics on page 3) Clients: Unduplicated Count of All Active Clients Tip: Table 22d accounts for all time for the client s latest project stay even if it is before the start of the report. Look for lengths of stay that don t make sense for your project. For example, if the project is an emergency shelter and there are clients with 91+ days. Table 23 Exit Destination More than 90 days [Rapid Re-Housing Projects Only] Table 23a Exit Destination All persons Table 23 and 23a report on the destination of all active clients (Table 23a is active clients whose number of days between Project Entry and Project Exit >90 days). Destination response codes are organized into Permanent, Temporary, Institutional, and Other. Data Elements Used: Date of Birth (Age), Household Type (See Household Type under Report Basics on page 3), Destination, Project Exit (Leavers) Clients for Table 23: Leavers in the Rapid Re-Housing project that stayed in project more than 90 days Clients for Table 23a: Leavers for all Projects except Rapid Re-Housing Projects See ESG CAPER in ServicePoint for image of Table 23 and Table 23a. HUD-ESG CAPER User Guide 17 of 20

18 Table 23b Homelessness Prevention Housing Assessment at Exit Table 23b reports on active clients in Homelessness Prevention projects only. Data Elements Used: Date of Birth (Age), Household Type (See Household Type under Report Basics on page 3), Project Entry/Exit (Leavers), Housing Assessment at Exit Clients: Leavers in the Homelessness Prevention Project From the Exit HUD Assessment completed at Project Exit See Report Basics on page 3 to understand category headings for columns Table 24 Exit Destination 90 Days or Less [Rapid Re-Housing Projects Only] Table 24 reports on the destination of all active clients whose number of days between Project Entry and Project Exit <90 days. Destination response codes are organized into Permanent, Temporary, Institutional, and Other. Data Elements Used: Date of Birth (Age), Household Type (See Household Type under Report Basics on page 3), Destination, Project Entry/Exit (Leavers) Clients: Leavers in the Rapid Re-Housing project that stayed in project less than 90 days See ESG CAPER in ServicePoint for image of Table 24. HUD-ESG CAPER User Guide 18 of 20

19 Table 25a Number of Veterans Table 25a reports the number of adults that are veterans, and sub-categorizes the veterans into chronically homeless and non-chronically homes. Data Elements Used: Date of Birth (Age), Household Type (See Household Type under Report Basics on page 3), Veteran Status (Yes response code to Veteran Status in the Client Profile tab, not on the ESG All Inclusive Assessment), and data elements used to determine chronic homelessness status (see Determining if Client is Chronically Homeless on page 6) Clients: Active Adults Table 26b Number of Chronically Homeless Persons by Household Data Elements Used: Date of Birth (Age), Household Type (See Household Type under Report Basics on page 3), and data elements used to determine chronic homelessness status (see Determining if Client is Chronically Homeless on page 6) Clients: All Active Clients For the purposes of this report, household members active in the report date range are also considered chronically homeless if the head of household (who may be a child) or any adult in the household who is also active in the date range is chronically homes. 1 HUD-ESG CAPER User Guide 19 of 20

20 Determining if Client is Chronically Homeless Chronically homeless data appears in 3 tables on the ESG CAPER in HMIS: Table 6a, Table 25a, and Table 26b. The algorithm for determining if client is Chronically Homeless based on these response codes at entry 2 : AND (+) AND (+) AND (+) Does the client have a disability of long duration?: Yes OR Expected to be of long-continued and indefinite duration and substantially impairs ability to live independently?: Yes, for any of the following: physical disability, developmental disability, chronic health condition, HIV/AIDS, mental health problem, substance abuse. Client entering from streets, emergency shelter, or safe haven: Yes OR Project type is an Emergency Shelter, Street Outreach, or Safe Haven Approximate date started: Greater than 365 days from Entry Date OR Regardless of where they stayed last night, number of times the client has been on the streets, in emergency shelter, or safe haven in the past three years including today: 4 or more times Total number of months homeless on the street, in emergency shelter, or safe haven in the past three years: Greater than 12 1 HMIS Programming Specifications, U.S. Department of Housing and Urban Development, 2 HMIS Standard Reporting Terminology Glossary, U.S. Department of Housing and Urban Development, HUD-ESG CAPER User Guide 20 of 20

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