HMIS 320 APR Training Revised March 2017
GOALS Know the important dates in the APR application process Understand how to generate APR Summary Report Determine possible data issues on APR Summary Report Understand how to generate an APR Details Report Identify which clients have data issues Understand how to fix the data issues in HMIS Understand the APR submission process Understand the NOFA scoring tool procedures
How are the APRs used? Better data = a better overall picture of homelessness = better ideas, programs, and resources with which to end homelessness Better data= better data-driven decision making Used for NOFA funding and evaluations decisions!!!
The APR v5 is the newest version in the Colorado HMIS database and will be implemented starting April 1 st, 2017. There will be a Data Quality report that will also be released with percentages of missing/refused/doesn t know to accompany the summary and details reports.
HMIS 320 Module 1 Generating APR Summary Report
Generating APR Summary Report To generate an APR select the report role. Bottom left of the screen.
Generating APR Summary Report Generating APR: Select Report Category- ALL Search Click APR v 5
Generating APR Summary Report To Export the APR report, select desired format, (for APR the best format is PDF) by clicking on icon in tool bar Click Save after it opens in a new window for PDF
APR Management Report Enter report parameters Agency Name Grantee Extended Contract= False if A year or less, true if more than a year Contract Number Program Type Code= % Start Date End Date Click on Set Parameters to run report You should run the reports every month, quarter, and towards the end of the grant cycle!
Generating APR Summary Report SELECTING REPORT PARAMETERS Grantee = who is funding the project Indicated by an acronym Ex: DOH is Division of Housing Ex: VA is Veterans Administration
HMIS 320 Module 2 APR-CAPER v5 Summary Report
APR Summary Report Review each APR data element To fix any missing data elements, run the APR Details report and review client level data
APR Summary Report Question 5a List total number of clients in program as well as Adults, Unaccompanied children, and Leavers If total number of persons is low, there may be a timeliness issue If this program only serves adults, # of children should be 0 Check to see if # of stayers is too many or too few based on program length requirement If program serves only Chronically Homeless, this should = Tot. # of persons serviced If singles program, # of Adults should = Adult HoH. This is most likely 0, if does not serve homeless/pregnant youth
APR Summary Report Question 6a: Personally Identifiable Information Identifies data quality issues in PII data elements (Snapshot Management) Data Issues can be Doesn t Know/Refused/Missing and SSN< 9 digits % of Error Rate = # of Data Issues/ Total # of persons served Overall Score = Total % of Error Rate for all PII elements in 6a
APR Summary Report Question 6b: Universal Data Elements Identifies data quality issues in Universal Data Elements (Snapshot Management and Enroll Clients Page for Project Entry Date) Veteran Status issues = DK/R/Missing Veteran younger than 18 Project Entry Date issues = If client is entered in same project at the same time during date range specified in parameter Relationship to HoH issues = missing or is not of the defined relationship selections Client Location issues = missing or the CoC is not a valid number Disabling condition issues = DK/R/Missing/ Disabled is missing but the client indicates that have a condition that substantially impairs ability to live independently % of Error Rate = # of Data Issues/ Total # of persons served (or total number of adults depending on data element)
APR Summary Report Question 6c: Income and Housing Data Quality Identifies data quality issues in Universal Data Elements (snapshot management) Destination issues = DK/R/No Exit Interview, missing Income and Sources at Entry: For adults/hoh Income and sources at entry is DK/R/Missing Income and Sources at Annual Assessment: For adults/hoh Income and sources within 60 day window of the anniversary date of annual assessment are DK/R/Missing Income and Sources at Exit: For adults/hoh Income and sources at exit are DK/R/Missing
APR Summary Report Question 6c: Income and Housing Data Quality Identifies data quality issues in Universal Data Elements Desitation issues = DK/R/No Exit Interview, missing Income and Sources at Entry: For adults/hoh Income and sources at entry is DK/R/Missing Income and Sources at Annual Assessment: For adults/hoh Income and sources within 60 day window of the anniversary date of annual assessment are DK/R/Missing Income and Sources at Exit: For adults/hoh Income and sources at exit are DK/R/Missing
APR Summary Report Q6d Data Quality Chronic Homelessness Identifies data quality issues in Chronic Homelessness (HMIS Tab) Missing time in institution (90 days or fewer question) and housing (7 days or fewer question) only reports for Transitional Housing and Permanent Housing programs. ES, SH, and Street Outreach programs do not ask about days in institution and housing. Approximate Date Started, Number of Times homeless, Number of months homeless = DK/R/Missing
APR Summary Report 6e Timeliness This measures the time in between Project Entry/Project Exit and Date Created (date when client-level data was first created in HMIS)
APR Summary Report 6f Inactive Records: Street Outreach and Emergency Shelter Contacts only matter for Street outreach programs # of inactive Records: Counts the number of clients with no contact recorded within 90 days of the project entry date or the previous contact, whichever date is greater Count the number of clients where the latest bed night was more than 90 days prior to the report end date for Night-by-Night Emergency Shelters (NOT entry/exit)
APR Summary Report Q7a includes number of persons served Unknown Household Type indicates missing Family type With Only Children, may indicate that family members are not properly connected in a family program For questions 7a-27f, check for any answers with Client Doesn t Know/ Client Refused and Data Not Collected and then look at the details report to identify which clients are contributing to that number. Look for Client Doesn t Know/Refused and Data Not Collected
APR Summary Report Q7b includes a PIT (Point in time) count Unknown Household Type indicates missing Family type With Only Children, may indicate that members are not properly connected in a family program For housing programs, the PIT should be fairly consistent
APR Summary Report Q9a and Q9b should show up with 0s unless your program is a Street Outreach program.
APR Summary Report Make sure the gender ratio matches the type of clients that your program serves (i.e. a women s program should have mainly Female clients).
APR Summary Report Make sure the ages of the clients reflect the population your program intends to serve.
APR Summary Report If there are clients with Conditions Unknown, this means that the client answered Client Doesn t Know/ Client Refused or indicated they have a Disabling Condition but did not enter a condition in the Questions Tab.
APR Summary Report If the prior living situation for your clients should be Category 1, Owned and Rental answers may have to be checked for accuracy in the details report.
APR Summary Report Check the details report to see which clients were required an annual assessment snapshot/service but did not receive one if you see any values above 0 in the Number of adult stayers without required annual assessment.
APR Summary Report If numbers for income retained, increased, or gained are low for stayers, this may be a sign that the annual assessments are were not accurately recorded. You may need to go into the details to see which clients are in the Had Income at Entry and Did not Have at Annual Assessment and Did not have at entry or annual assessment categories to see if the clients in these categories were recorded accurately.
APR Summary Report If numbers for income retained, increased, or gained are low for stayers, this may be a sign that the exit snapshot was not accurately recorded. You may need to go into the details to see which clients are in the Had Income at Entry and Did not Have at Exit and Did not have at entry Exit categories to see if the clients in these categories were recorded accurately.
APR Summary Report Ensure your length of participation is accurately reflecting the length of time your clients are in the program. If you are a Transitional Housing Program you should usually not have a client with more than 730 days (two years). If the length of time is incorrect, this may be an indication that there are clients that need to be exited.
APR Summary Report Exit Destination is really important for outcomes. If you know that your program is on track for % of people exiting to permanent housing, but the numbers in the Permanent Housing seems low, you may need to go into the details report and see if there are errors in the Destination field on the Exit Program Tab of the Exit page for the Head of Household.
HMIS 320 Module 3 APR-CAPER v5 Details Report
APR-CAPER v5 Details Report Enter report parameters Agency Name Grantee Extended Contract= False if A year or less, true if more than a year Contract Number Program Type Code= % Start Date End Date Click on Set Parameters to run report Make sure the Start Date and End Date are the SAME dates used in the APR Summary report!
APR-CAPER v5 Details Report Exporting the Details Report to Excel Click on the Excel Icon in the toolbar
APR-CAPER v5 Details Report Export the Detail report to excel A warning window always pops up saying the process takes time, just click OK After Clicking the Excel Icon, this window will pop up. Click Open or Save to download the file onto your computer.
Working with Excel When the file is open, you will see an Enable Editing button. Click this button. Click on the data elements row (the row in red) and highlight the row In the Home Ribbon, Click on the Sort and Filter button from the Editing tool Select Filter from the dropdown option
Working with Excel In the Home Ribbon, Click on the Sort and Filter button from the Editing tool Select Filter from the dropdown option The data elements row should have little arrows in the boxes to click and filter
Working with Excel In the Home Ribbon, Click on the Sort and Filter button from the Editing tool Select Filter from the dropdown option Your table should look like the example
Working with Excel Filter client data for missing values or inaccurate data from the APR Summary Report. 1. On the first sheet, each data element in 6a-f that has a column for errors (e.g. Veteran Error). Identify the clients with errors by viewing the error reported in the error columns (Missing/DK/R, etc.). Scroll over to the name of the client with the issue and go into the database to fix the issue. 2. On sheets 2 and 3, identify specific question (e.g. Q10) and data element that pertains to the question. Click the downward arrow on the data element for the filter options. Scroll over to the name of the client with the issue and go into the database to fix the issue. 2 1
HMIS 320 Fixing data quality Issues
Fixing data Quality Issues If you have a data quality issue that has to do with Demographics Tab (i.e. gender, race, ethnicity, veteran, family type, relationship, etc.) then you MUST change the information in the Snapshot Management tab in the Enroll Clients in Program v5.5 page on ALL snapshots and records to reflect the change.
Fixing data Quality Issues 1.) Change demographic information on Head of Household s record 2.) Go to the Entry Tab, click on Shrink List to Current Household, click on next household member and change the same demographic information in their record.
Fixing data Quality Issues 3.) Change demographic information on other member of household 4.) Repeat steps 2 and 3 for subsequent family members.
Fixing data Quality Issues If you have a data quality issue on the Income Tab (Income, Non-Cash Benefit, or Health Insurance) Issue: Go to the SnapshotManagement tab Make sure that you are on the CORRECT snapshot. If you are changing the Intake/Entry Snapshot, you will go to the FIRST snapshot. If you are changing an annual assessment, make sure it is correct snapshot in the sequence. If you are correcting an exit snapshot, make sure it is the LAST snapshot. (You can scroll through snapshot by pressing the Next button on the top right of your screen. You can also see previous snapshots by pressing the Previous button.) Check your SnapshotManagement information to see if everything is correct and matches the client s intake, annual assessment, or exit information (depending on what you are correcting). Correct the information on the Income tab, save it, and click Update CI. Do this for any member that needs correction. This information will propagate to ALL the household members records. You do NOT have to go to each record and change the info on their Income tab (only the Head of Household).
Fixing data Quality Issues If you have a data quality issue on the Income Tab (Income, Non-Cash Benefit, or Health Insurance) Issue:
Fixing data Quality Issues If you have an issue with chronic homeless status, prior living situation, entry date, you must look at the HMIS Tab on the Head of Household. If it is a chronic homeless issue, check if the Approximate date started is accurate as well as the Total number of months homeless on streets, in ES, or SH in the past three years.
Fixing data Quality Issues If you have an issue with Entry Disability or Domestic Violence questions, go to the Questions Tab on the Enroll Clients in Program v5.5 page in that individual s record and correct/complete the answer.
Fixing data Quality Issues If you have an issue with the Destination, go to the Exit tab in the Exit Clients from Program v5.5 page and correct/complete the Destination dropdown.
Fixing data Quality Issues If you have an issue with Exit Disability or Domestic Violence questions, go to the Exit Client from Program v5.5. page and answer the Exit Questions Tab in that individual s record and correct/complete the answer.
HMIS 320 Module 4 APR Process
Process CoC Evalution (i.e. MDHI/BOS receive an attached PDF copy) HUD Evaluation (Funder uploads a CSV file generated from HMIS into SAGE website)
Contact Help Desk Monday Thursday (8 am to 4:30 pm) Friday (8 am to 12 pm) E-Mail = colorado.hmis@coloradocoalition.org Phone = 303-312-9666 Allow 48 hours for response to e-mail and 24 hours for response to voice mail
NOFA Scoring Component 1 Housing Results The % of persons who remained in permanent housing program as of the end of the operating year or exited to permanent housing. (HUD system performance measures 3 and 7)
How to calculate: From Q22.a1 (of a fictional agency) Leavers Stayers 30 days or Less 14 14 31 to 60 Days 1 28 61 to 180 Days 21 75 181 to 365 Days 25 204 366 to 730 Days (1-2 Yrs) 55 239 731 to 1,095 Days (2-3 Yrs) 17 304 1,096 to 1,460 Days (3-4 Yrs) 16 160 1,461 to 1,825 Days (4-5 Yrs) 7 182 More than 1,825 Days (> 5 Yrs) 47 692 Information Missing 0 0 Total 203 1898
How to calculate: -Calculate total number of program participants =Stayers + Leavers 1898 + 203 = 2,101 -Subtract participants who have exited to an institutional destination or are deceased. = Total participants (Leavers to institutional settings + deceased) 2,101 65* = 2,036 this is your total program participants. -Add stayers + leavers who left for a permanent housing destination =1,898 (from Q22.a1) + 56* = 1,954 Housing Results = 1,954/2,036 = 95.97% *= determined from the APR breakout tables
NOFA Scoring Component 2 Income Results The % of persons age 18 and older who maintained or increased their total income (from all sources) as of the end of the operating year or program exit (HUD system performance measure 4).
NOFA Scoring Component 3 Income Results The % of persons age 18 through 61 who maintained or increased their earned income as of the end of the operating year or program exit (HUD system performance measure 4).
How to calculate NOFA Measures 2 & 3 Reference question Q19.a3. The percentage is listed in the last column (Percent of persons who accomplished this measure) for the first row (Earned Income) and the last row (Any Income).
NOFA Scoring Component 4 Mainstream Benefits Percentage of households receiving benefits at the time of the latest annual assessment for Stayers (PSH) or Leavers (RRH and TH)(HUD system performance measure 4).
How to calculate NOFA Measure 4 Reference question Q20.b For PSH: Divide the number of adults with 1+ sources at assessment by the total number of stayers. For RRH: Divide the number of adults leaving with 1+ sources by the total number of leavers.