Wilder Research

HUD Annual Progress Report (APR) Expanded Access Training Reports 163

Materials  Helpful documents include: – HMIS Data Entry and Reporting Instructions

– HUD CoC APR Instructions – ART Refresh Schedule and Instructions

– eSnaps resources All resources are available on www.hmismn.org

HUD Annual Progress Report (APR)  The HUD APR is an annual report that must be submitted to HUD for each project funded by HUD-CoC funds.  The APR is used to report outcomes for a project. – Can be used for CoC evaluation and planning

 The annual NOFA application may also require that the APR be submitted for each HUD applicant.

HUD APR (Annual Progress Report)  Use the “HUD CoC APR” report to get HMIS data needed for the APR report in E-snaps

 HUD CoC APR report provides counts of clients in different categories and tells you if there are errors  HUD CoC APR Detail report shows who is included in the report and where the errors are

 Run both reports using the same prompts to help you view and correct data

What does the APR tell us?  How many clients were served, in which type of families  Demographic make up of clients served

 Clients in special populations such as Disabled, DV, and Veterans  How long clients were in the program and to which type of housing they exited – Also separated by household type and length of stay

 If households maintained or increased income during the year (or project participation if less than one year) – Sources and amount of income – Sources of non-cash benefits

Where is the APR located? The APR is location in the Advanced Reporting Tool (ART)

Note each report has a user manual available to help you understand how the report works

HUD APR Prompts a.Select Provider Group(s): Skip. Leave set at -None Selected- (CoC/LSA users may use this) b.Select Providers: Select your provider(s) and use the arrow to move them into the “1. Select Provider Group(s)” box. If there are already providers selected, also use the Arrows to send them back to the provider list. c. Enter Start Date: Start date of your reporting period (ex. 07/01/2014) d.Enter End date PLUS 1 Day: One day after the end of your report period (e.g. If report period ends 6/30/2015, use 07/01/2015) e.Select Provider Group(s): Skip. Leave set at -None Selectedf. Select Entry Type: HUD g.Enter Adult Age: 18 h.EDA Provider: Skip. Leave set at -Default Provider- unless you have a Case Manager 2 ServicePoint license. Then select the provider for which you want to run the APR. i. Enter Effective Date: One day after the end of your report period (same as End date).

j. Is Disability Determination/Income/Non-cash benefits field part of your workflow for HUD reporting?: Yes k. Is Interim Reviews part of your workflow for HUD reporting?: Yes

APR Report –Reviewing data  Review data to ensure it is accurate and there is no missing information.  APR Categories – Stayers: clients who are in the program on the last day of the report period. – Leavers: clients who exited during the report period and did not return prior to the end of the report period.

HUD Household Categories  Without Children: singles, couples with no children, pregnant females alone, and other adult only households

 With Children and Adults: one-or-two-parent households with parents over 18 and at least one child under 18.  With Only Children: clients under 18 served on their own. Can be parents, siblings, single youth, etc. Note: make sure that these numbers are correct, especially if you don’t serve many clients in this category. Higher counts than expected could indicate children with an entry/exit not connected to other household members.

Clients Served  Tab A, Q7 – Numbers of clients served – Numbers of each HUD household type – Missing and don’t know/refused data • Anonymous clients will show First and Last names missing. • All other missing data should be corrected • Don’t Know/Refused answers are not necessarily wrong. But should reflect the clients who selected “don’t know or refused” as an answer.

 Tab B, Q8-9 – More detail about households served and utilization

Demographic Data  Tab D - E, Q15-17 – Gender

– Age – Ethnicity

– Race

Special Populations  Tab F, Q18-19 – Clients with disabilities by household type

 Tab F, Q19 – Domestic Violence Experience

 Tab H, Q21 – Veteran Status by household type

 Tab H, Q22 – Clients with disabilities at Exit

Residence Prior to Program Entry  Tab G, Q20 – Shows residence prior to entry in 3 categories • Homeless Situation • Institutional Setting • Other

– By household type

Length of Stay and Destination  Tab L, Q27 – Length of participation in Project

 Tab M, Q29 – Destination at exit • Temporary • Institutional • Permanent

– Sorted by length of stay • Less than 90 days in program • More than 90 days in program

– By Household type

Income and Benefit Summary  Tab I, Q23-24 – Summary of income by • Amount • Source • Change in income

 Tab J, Q25-26 – Income and Non-cash Benefits for leavers • How many and which sources

Outcomes  Tab N, Q 36 – Outcome section for each program Type

– Housing Outcomes, Income Outcomes, and Earned Income Outcomes are shown here

 Review the counts in each category to make sure the information is correct.  Be sure you know which outcomes each project is responsible for reporting on. Ask the grant administrator or project manager if you are not sure.

APR Detail Report  Run the APR Detail Report to check data and determine which clients have missing or inaccurate data recorded.  Use the same prompt information you used to run the APR.

 Reminder: Any changes to data will not be available in the ART report until ART has refreshed and uploaded new data –ART uploads data from ServicePoint M-F at 10:15 (new data available by 2pm) and each night around 2am. –No upload on Saturday night/Sunday Morning

HUD APR Detail Report – General Review  Save the detail report as an excel file for easier viewing.

 Tab A reviews counts of clients and households. These numbers should match those on your APR.  Tab B shows missing and don’t know or refused data. – Note which clients have missing data. Fix these errors (see instructions on fixing data here at the end of the powerpoint and at hmismn.org)

HUD APR Detail Report – Tab I: Income  Tab I shows the income detail for all clients. – Each income record has its own line.

 Look for conflicting or inaccurate information.  Information in green text is related to the Annual Assessment requirements

HUD APR Detail Report – Tab I: Interim Review  If a client’s information is highlighted in green, that indicates that this client is due for an annual assessment.  If the client’s information is green with a strike through, this indicates that the client is due for an interim review but one has not been completed. – If an annual assessment has been completed for a client and it has a strike through, check the following: • Was the HUD entry the one updated? • Was it done at the appropriate time and have the correct date recorded? • Did all household members have an interim recorded

– Remember that even if no changes occurred, an interim review is still required within 30 days of the client’s anniversary date.

The Colored Bar: Checking Data  How do I know if a client’s assessment was correctly backdated? – Go to the assessment you would like to check • Either in the Assessment Tab or in the Entry/Exit Tab

– Click the colored bar button next to any question – A pop-up will open showing what day the response was recorded, what the answer was, and who entered it. – The date should typically match one of three dates • Program Entry/Service Start Date • Exit/Service End Date • Update Date (often last day of the report period)

Correcting and Checking Data Correcting Entry or Exit Data – For Entry/Exit Based Programs 1.

EDA to the provider

2.

No need to backdate! (if correcting info in the entry/exit tab)

3.

Go to the Entry/Exit Tab and click the edit pencil for the entry or exit date. “Click save and continue” to get to the assessment pop-up. •

4.

You must be in the Entry/Exit Tab to make corrections to entry/exit information

Answer the question with the correct response •

The process is the same for data entered incorrectly or not entered at all

5.

Click the colored bar to review the history of a question

6.

Delete any incorrect answers

7.

•

Two different answers on the same date

•

Right answer on the wrong date

•

Wrong answer on the right date

SAVE!

THANK YOU FOR WATCHING! For Help  Consult online help (www.hmismn.org)

 Call or email the Helpdesk (Available: 8:30-4:30 M-F) – (651) 280-2780 – 1(855) 280-2780 and ask for HMIS Helpdesk

– Email: [email protected] • Please use client ID number and initials instead of name in email correspondence

 Please complete the required quiz. Link available at: www.hmismn.org/expandedaccess/index.php