HPRP QPR - v7 USER MANUAL - MSCCOC
Contents
1. z 4 siil 13434 dadda doug al Diagram 3 Tab B Homeless Assistance Housing Outcomes Diagram 3 This tab contains a breakdown by exit destination of all Homeless Assistance clients leaving the program during the quarter and since the beginning of the grant Destinations are grouped by whether their tenure is Permanent Temporary Institutional or Other Percentages for each destination are calculated against both the grouping subtotals and against the grand totals In cases where a client has had multiple program exits during the specified date range only the destination connected with their last exit is included A client must have a Housing Status upon program entry of literally homeless to be included in this section of the report Clients with a don t know or refused answer to the housing status question at program entry are not included in any section of the report Users are again directed to Appendix A for a more comprehensive explanation of how these numbers are calculated Bowman Systems Page 4 of 29 0610 HPRP QPR ART Gallery Report version 7 Homeless Prevention and Rapid Rehousing Program HPRP Quarterly Progress Report QPR Homelons Appentance touring Outcomes Reporting Quarter Q 7109 39009 amt to Date GTDy TOT 2009 Gu 404919203 Diagram 4 Tab C Homelessness Preve2. QUERY NAME FIELD NAME LOCATION TYPE USE Location Client Client Uid Type System Field Use Results object Location Entry Exit Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Household Id Type System Field 3 Q TOTAL Use Results object Location Entry Exit Entry Exit Entry Date Type System Field Use Results object Query filter Location Services Service Household Id Type System Field Use Results object Location Entry Exit Entry Exit Provider Id Type System Field Use Results object Query filter Bowman Systems ART Gallery Report Page 16 of 29 0610 HPRP QPR version 7 Location Services Outer Service Uid Type System Field Use Results object Location Services Outer Service HPRP Financial Type System Field Assistance Type Use Results object Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type System Field Provided Use Results object Query filter Location Client Client Unique Id Type System Field Use Results object Location Entry Exit Entry Exit Type Type System Field Use Query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Exit Date Type System Field Use Query filter L
3. Bowman Systems ART Gallery Report Page 20 of 29 0610 HPRP QPR version 7 APPENDIX A Homelessness Prevention and Rapid Re Housing Program HMIS Programming Instructions for QPR Section 2 Program Performance I Introduction This document provides Homeless Management Information System HMIS Vendors with specific requirements for generating reports on the Homelessness Prevention and Rapid Re Housing Program HPRP of the American Recovery and Reinvestment Act of 2009 By following these instructions vendors can ensure that reporting is generated based on the correct factors and algorithms HUD does not require HMIS vendors to develop HPRP reports that mirror the QPR table shells included in these instructions However HMIS vendors must be able to generate aggregated HPRP participant data in the example tables Vendors may optionally program the automatically calculated cells as identified in the tables but this is not required as these will be automatically calculated in e snaps once data is entered by the grantee Please send questions or clarification requirements to the HPRP helpdesk at www HUDHRE info HPRP Section II of this document provides general information for all QPR report programming Section III describes how to create detailed filters for two tables that are part of the HPRP Quarterly Performance Report QPR Number of Persons and Households Served and Housing Outcomes of Persons Serve
4. 3 13 Program Exit Date 4 13 Financial Services Provided Required to generate reports based on time Start Date of Financial Assistance periods and data on End Date of Financial Assistance financial ASRS TANCE provided Financial Assistance Type 1 Rental assistance 2 Security deposits 3 Utility deposits 4 Utility payments 5 Moving cost assistance 6 Motel amp hotel Housing Relocation amp Stabilization Required to generate 4 14 Services Provided reports on time periods Bowman Systems ART Gallery Report Page 22 of 29 0610 HPRP QPR version 7 Start Date of Service End Date of Service Type s of Service 1 Case management 2 Outreach engagement 3 Housing search and placement 4 Legal services 5 Credit Repair and data on housing relocation amp stabilization services provided lll Detailed Programming Instructions for Reporting on Program Performance The instructions below provide a detailed set of filters for the two IPR QPR program performance questions and should be used by HMIS vendors to populate the cells in each question Section 2 Program Performance Number of Persons and Households Served 1 Tota X scholds Served rovided Homelessness Prevention Homelessness Prevention Households Persons Households Households gt fem e fowl e fem tf SS Homeless Assistance TOTAL Persons Households Ss
5. Entry Exit Entry Date Type System Field Use Results object Query filter Location Services Service Household Id Type a ie Use Results object FOLIA Location Entry Exit Entry Exit Provider Id Type System Field Use Results object Query filter Location Services Outer Service Uid Type System Field Use Results object Location Services Outer Service HPRP Financial Type System Field Assistance Type Use Results object Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type System Field Provided Use Results object Query filter Location Client Client Unique Id Type System Field Use Results object Bowman Systems ART Gallery Report Page 15 of 29 0610 HPRP QPR version 7 Location Entry Exit Entry Exit Type Type System Field Use Query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Exit Date Type System Field Use Query filter Location Entry Exit Entry Objects Use Query filter Location Services Outer Service Provide Start Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter
6. 8561 HPRP Test Provider 4 8563 HPRP Test Provider 5 8570 Providers Reporting Information Unique Client Count Client Count HPRP Test Provider 1 8560 9 HPRP Test Provider 2 8561 HPRP Test Provider 3 8562 HPRP Test Provider 4 8563 HPRP Test Provider 5 8570 NAN NN AN wo 2009 Bowman Systems L L C All Right Reserved ServicePoint and the ServicePoint logo are trademarks of Bowman Systems L L C All other brand or product names are trademarks or registered trademarks of their respective holders Bowman Systems 333 Texas Street 300 Shreveport LA 71101 Toll Free 888 580 3831 Direct 318 213 8780 Fax 318 213 8784 Email ART_Reports BowmanSystems com httpviwaww bowmansystems com Diagram 4 Tab C Additional Information Diagram 4 This tab is provided as a reference to the user running the report and lists the parameters specified in the user prompts as well as the total numbers of clients by provider Two client counts are given for each provider the de duplicated count based on the Client Unique Id and standard count based on the Client Uid TECHNICAL NOTES 1 De duplication This report de duplicates various parts of the report according to HUD specifications using ServicePoint s Client Unique Id field 2 Inclusion In order for a client or household to be properly included in this report the following work flow requirements must be met a Requirements when specifying a single
7. and subsequent exit as determined by multiple program entry and exit dates within each category Homelessness Prevention and Homeless Assistance use only their last set of exit data relevant to the report i e destination data associated with the last program exit occurring nearest to but not after the end of the report date range However there may be duplication between reporting categories Homelessness Prevention and Homeless Assistance if a person has at least one relevant program enrollment and subsequent exit under both Homelessness Prevention and Homeless Assistance based on Housing Status at program entry within a report date range The instructions below should be followed distinctly for each part of Section 2 Housing Outcomes of Persons Served In no instance should data reported in any cell for this question whether Homelessness Prevention or Homeless Assistance include persons for whom the Housing Status at program entry is entered as don t know or refused or for whom no value has been entered OR persons for whom no HPRP Financial Assistance or HPRP Housing Relocation amp Stabilization Services has been provided during the report date ranges Q or GTD per the criteria for Number of Persons and Households Served above The two columns should be automatically calculated and show the percentages of persons with the specific exit destination out of the total of persons in the overall group Permanent Tempo
8. date of the report range i e Max program entry date in report range Max Program Entry Date Where Program Entry Date lt Report end date Max program exit date in report range gt Max program entry date in report range 2 Destination criteria In addition to the above date criteria select persons based on their exit data in Destination Program Specific Data Element 4 10 The table at the top of this section has numbers to the left of each Bowman Systems Page 28 of 29 0610 HPRP QPR ART Gallery Report version 7 destination corresponding to the appropriate Destination in the data standards Most are self explanatory other than Don t know and Refused are combined together into one category in this report E g Total leaving for Rental by Client no housing subsidy count distinct persons with Destination 10 Bowman Systems Page 29 of 29 0610 HPRP QPR ART Gallery Report version 7
9. one program enrollment with the same provider as determined by multiple program entry dates within the report date range they may have more than one value for Housing Status at entry and thus may be counted in more than one column Homelessness Prevention and Homeless Assistance However persons households should be counted only once within the Total columns even if they had multiple distinct statuses e If a person household had two instances of the same type service e g rental assistance case management as part of the same program enrollment or as part of a different program enrollment within the same report date range they would only be counted once 2 Service criteria Apply the following criteria in addition to the relevant date and housing status criteria 1 and 2 The underlying rule of counting unique persons households applies so a person household is only counted once regardless of how many times they received the same service e g rental assistance case management with other criteria being the same For example if a single person who is identified as literally homeless received three distinct hotel vouchers in the report date range all as part of the same or different program enrollments they are counted only once in the Motel and hotel vouchers cell a For the Financial Assistance rows the first five in the above chart in the Q quarter columns Bowman Systems Page 24 of 29 0610 HPRP QPR ART Gallery Report
10. provider i The client must have a combination of HPRP type program entry exits which indicate they were enrolled in the program of the specified provider during the date range Grant to Date and or Quarter Bowman Systems Page 6 of 29 0610 HPRP QPR ART Gallery Report version 7 vi vii The client must have one or more service transactions which indicate they received one or more services from the specified entry exit provider during the date range Grant to Date and or Quarter At least one of the client s service transactions must also have a start date that falls between their program entry and their program exits The entry exit and service transactions must use the same household if the client has more than one household shown in ServicePoint If the client returns to the program for either type Homeless Assistance or Homelessness Prevention then the same household must be used as was used for the prior entry exit and service transactions If this is not done then the household will be duplicated on the report The client must have a one of six recorded answers to the Housing Status question at the time of program entry These are e Stably housed HUD e Housed and at risk of losing housing HUD e Unstably housed and at risk of losing their housing HUD e Housed and at imminent risk of losing housing HUD e Imminently losing their housing HUD Note these two values are retired values and a
11. version 7 select persons households with a Financial Assistance Provided record Program Specific Data Element 4 13 with a Start Date of Financial Assistance less than or equal to the ending date of the quarterly report date range and an End Date of Financial Assistance of blank null or greater than or equal to the starting date of the quarterly report date range Count persons households in each cell for each Financial Assistance Type they received Start Date of Financial Assistance lt Report end date and End Date of Financial Assistance is null or End Date of Financial Assistance gt Quarter start date b For the Financial Assistance rows the first five in the above chart in the GTD grant todate columns select persons households with a Financial Assistance Provided record Program Specific Data Element 4 13 with a Start Date of Financial Assistance less than or equal to the ending date of the quarterly report date range and an End Date of Financial Assistance of blank null or greater than or equal to the starting date grant Count persons households in each cell for each Financial Assistance Type they received Start Date of Financial Assistance lt Report end date and End Date of Financial Assistance is null or End Date of Financial Assistance gt Grant start date c For the Housing Relocation and Stabilization Services rows the lower half in the above chart in the Q quarter c
12. ART Gallery Report 0610 Homelessness Prevention and Rapid Re housing Program HPRP Quarterly Progress Report QPR Funding Report EXECUTIVE SUMMARY This report has been created to facilitate the extraction of data from HMIS for Homelessness Prevention and Rapid Re housing Program HPRP reporting The layout of the report is patterned after the data portion of the Quarterly Progress Report Section 2 QPR so that the extracted data can be easily transferred into the QPR Tab A of the report contains the aggregate client and household service data necessary for the completion of the Program Performance Section and Tab B amp C contains the aggregate exit destination data necessary for the completion of the Homeless Assistance and Homelessness Prevention Housing Outcome Section Prompts allow the user to specify the target program s and date ranges on which to base the results AUDIENCE HPRP Grantees and Sub grantees FREQUENCY The report must be run quarterly to extract HMIS data for completion of the required HPRP QPR The report should also be run at regular intervals between reporting periods to monitor progress and data quality PURPOSE The purpose of the report is to facilitate compliance oversight and required reporting related to HPRP grants INSTRUCTIONS Instructions are outlined below concerning how to retrieve copy run and read this report Requests for additional information concerning the report function design sh
13. Field Use Results object Location Entry Exit Use Query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Exit Date Type System Field Use Query filter Location Entry Exit Entry Objects Use Query filter Location Services Outer Service Provide Start Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter Bowman Systems ART Gallery Report Page 18 of 29 0610 HPRP QPR version 7 QUERY NAME FIELD NAME LOCATION TYPE USE Location Client Client Uid Type System Field Use Results object Location Entry Exit Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Household Id Type System Field Use Results object Location Entry Exit Entry Exit Entry Date Type System Field Use Results object Query filter Location Services Service Household Id Type System Field Use Results object Location Entry Exit Entry Exit Provider Id Type System Field Use Results object Query filter Location Services Outer Service Uid Type System Field Use Results object 3 Q HA 9 Location Services Outer Service HPRP Financial Type System Fie
14. Households Pm Households GTD Case management Outreach and engagement Housing search and placement Legal services Credit repair Total Housing Relocation amp Stabilization Services In this section the three total rows Total Served in the top table section and Total Financial assistance and Bowman Systems ART Gallery Report Page 23 of 29 0610 HPRP QPR version 7 Total House Relocation amp Stabilization Services in the bottom table section should count unique persons and households in the preceding rows In other words the totals in these rows will not necessarily equal the direct sum of the preceding rows Similarly the TOTAL columns at the right should count unique persons and households across each column and thus will not necessarily add up to the direct sum across each cell in the Homelessness Prevention and Homeless Assistance columns In no instance should data reported in any cell for this question include persons and households for whom the Housing Status at program entry is entered as don t know or refused or for whom no value has been entered OR persons and households for whom no HPRP Financial Assistance or HPRP Housing Relocation amp Stabilization Services has been provided during the report date ranges Q or GTD per the criteria below A program enrollment therefore is determined by the pre
15. ME LOCATION TYPE USE Location Client Client Uid Type System Field Use Sub query filter section Results object Location Entry Exit Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Exit Date Type System Field Use Query Sub query filter Results Object Location Entry Exit Entry Exit Destination Type System Field Use Query filter Results object Location Entry Exit Type System Field Entry Exit Provider Id Use Query filter Sub query filter Results object Location Entry Exit Entry Objects Housing Status Type System Field Use Query filter Results Object Location Client Client Unique Id Type System Field Use Results object Bowman Systems Page 10 of 29 0610 HPRP QPR ART Gallery Report version 7 Location Entry Exit Entry Exit Type Type System Field Use Query filter Sub query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Sub query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Entry Date Type System Field Use Query filter Sub query filter 4 Q Location Services Outer Service Provide Start Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter Location Servi
16. System Field Provided Use Results object Query filter Location Client Client Unique Id Type System Field Use Results object Location Entry Exit Use Query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Exit Date Type System Field Use Query filter Location Entry Exit Entry Objects Use Query filter Location Services Outer Service Provide Start Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter Bowman Systems ART Gallery Report Page 13 of 29 0610 HPRP QPR version 7 QUERY NAME FIELD NAME LOCATION TYPE USE Location Client Client Uid Type System Field Use Results object Location Entry Exit Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Household Id Type System Field Use Results object Location Entry Exit Entry Exit Entry Date Type System Field Use Results object Query filter Location Services Service Household Id Type System Field Use Results object Location Entry Exit Entry Exit Provider Id Type System Field Use Results object Query filter Location Services Outer Service Uid Typ
17. art Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter Location Services Outer Service HPRP Financial Type System Field Assistance Type Use Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type System Field Provided Use Query filter QUERY NAME FIELD NAME LOCATION TYPE USE Location Client Client Uid Type System Field Use Results object Location Entry Exit 3 GTD TOTAL Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Household Id Type System Field Use Results object Bowman Systems ART Gallery Report Page 12 of 29 0610 HPRP QPR version 7 Location Entry Exit Entry Exit Entry Date Type System Field Use Results object Query filter Location Services Service Household Id Type System Field Use Results object Location Entry Exit Entry Exit Provider Id Type System Field Use Results object Query filter Location Services Outer Service Uid Type System Field Use Results object Location Services Outer Service HPRP Financial Type System Field Assistance Type Use Results object Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type
18. ces Outer Service HPRP Financial Type System Field Assistance Type Use Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type System Field Provided Use Query filter QUERY NAME FIELD NAME LOCATION TYPE USE Location Client Client Uid Type System Field Use Sub query filter section Results object Location Entry Exit Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Exit Date Type System Field Use Query Sub query filter Results Object Location Entry Exit Entry Exit Destination Type System Field Use Query filter Results object Location Entry Exit Type System Field Entry Exit Provider Id Use Query filter Sub query filter Results object Bowman Systems ART Gallery Report Page 11 of 29 0610 HPRP QPR version 7 Location Entry Exit Entry Objects Use Query filter Results Object Location Client Client Unique Id Type System Field Use Results object Location Entry Exit Entry Exit Type Type System Field Use Query filter Sub query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Sub query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Entry Date Type System Field Use Query filter Sub query filter 4 GTD Location Services Outer Service Provide St
19. d ll General Requirements for Grantee Reporting on Program Performance Report Date Range In order to generate data for QPR Section 2 Program Performance the HMIS application must be able to generate data for a variety of date ranges Each report must be able to generate aggregated unduplicated client data for two date ranges the quarterly period Q and the grant to date GTD period To provide the best guidance these instructions make the following three assumptions 1 the beginning and ending dates of the reporting ranges are supplied by the user executing the report 2 the end dates of both the quarterly and GTD periods will always be the same for a given report generated and 3 the beginning date of the grant is a constant for all GTD periods for a given HPRP program Grant to date in these report sections indicates a date range from the beginning date of the grant through the end date provided by the user the end of a quarter for which a report is being generated The beginning date of the grant will naturally vary from program to program Unduplication Requirements The QPR must provide an unduplicated count of persons and households If multiple programs are providing HPRP assistance under a single grantee i e multiple HPRP subgrantees and subgrantees with multiple HPRP programs and using the same HMIS the HMIS application should be able to run a single report and unduplicate persons and households across all p
20. e System Field Use Results object 3 GTD HP Location Services Outer Service HPRP Financial Type System Field Assistance Type Use Results object Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type System Field Provided Use Results object Query filter Location Client Client Unique Id Type System Field Use Results object Location Entry Exit Entry Exit Type Type System Field Use Query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Exit Date Type System Field Use Query filter Bowman Systems ART Gallery Report Page 14 of 29 0610 HPRP QPR version 7 Location Entry Exit Entry Objects Use Query filter Location Services Outer Service Provide Start Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter QUERY NAME FIELD NAME LOCATION TYPE USE Location Client Client Uid Type System Field Use Results object Location Entry Exit Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Household Id Type System Field Use Results object Location Entry Exit
21. e service transactions which indicate they received one or more services from one or more of the specified providers during the date range Grant to Date and or Quarter This service transaction must have a start date that falls during their period of enrollment and must have been provided by the same provider as the enrollment The entry exit and service transactions must use the same household if the client has more than one household shown in ServicePoint If the client returns to the program for either type Homeless Assistance or Homelessness Prevention then the same household must be used as was used for the prior entry exit and service transactions If this is not done then the household will be duplicated on the report The client must have a one of six recorded answers to the Housing Status question at the time of program entry These are e Stably housed HUD e Housed and at risk of losing housing HUD e Unstably housed and at risk of losing their housing HUD e Housed and at imminent risk of losing housing HUD e Imminently losing their housing HUD Note these two values are retired values and are no longer in active use but are included to retain historical data Clients with a don t know or refused answer to the housing status question at program entry are not included in the report The client s service transaction must be accompanied by a recorded HPRP Financial Assistance Activit
22. e transaction ever extend beyond the client s exit date since such a record would be clearly in non compliance with the data standards that require all services to include both a start date and an end date REPORT MODIFICATION Because this report is based on HUD standards and HPRP reporting instructions modification is generally not recommended OTHER HPRP ART GALLERY REPORTS Bowman Systems Page 9 of 29 0610 HPRP QPR ART Gallery Report version 7 A variety of other HPRP ART Gallery reports are available or are currently being developed to assist customers in the administration of their HPRP programs These include e 230 HPRP QPR Data Quality Part 1 e 234 HPRP QPR Data Quality Part 2 e 613 HPRP Financial Assistance Report e 615 HPRP QPR with Client Detail DATA MAPPING GUIDE TIP For most implementations the mapping wizard will map most of the fields automatically The exception to this is the housing status question which in most cases will need to be mapped manually Be sure to select this field from the Entry Objects and to map it correctly in all eight queries UNIVERSE template_ee_u This report is mapped to the entry exit universe template_ee_u and should be copied to your Public or Favorite folder then mapped to the equivalent entry exit universe for your site ex yoursite_ee_ u Mapping can be done from the first query 3 GTD TOTAL QUERY NAME FIELD NA
23. g subsidy Owned by client no housing subsidy Owned by client with housing subsidy Staying or living with family permanent tenure Staying or living with friend permanent tenure Detailed below are the criteria for counting persons for this question Apply all the criteria together to count persons in the relevant category Note that the criteria for Housing Status at program entry per criteria for Number of Persons and Households Served above must first be applied to distinguish persons between Homelessness Prevention and Homeless Assistance 1 Date criteria a Persons selected for this question must not be currently active in an HPRP program on the last date of the report range In other words they cannot have an open program enrollment as determined by an HPRP program with a program entry date on or prior to the ending date of the report range AND a blank or null program exit date or program exit date occurring after the end of the report range b For the Q quarter column select persons who have a Housing Status at program entry recorded and a Financial Assistance Provided or Housing Relocation amp Stabilization Service Provided recorded per criteria for Number of Persons and Households Served and who meet the following criteria i Have a program entry date Universal Data Element 3 12 on or prior to the ending date of the report range for the quarter period i e the end of a quarter as identified by the user Th
24. hat a selection has been made The user should then single click the Run Query button to generate the report Select or type the prompt values for each prompt below Select Provider s HPRP Test Provider 1 8560 HPRP Test Provider 2 8561 HPRP Test Pro Enter End Date of Quarter PLUS ONE DAY 10 1 2009 12 00 00 AM 7 Enter Start Date of Grant 7 1 2009 Gg Enter Start Date of Quarter 7 1 2009 Type a value Select Provider s gt HPRP Test Provider 1 8560 Refresh List F HPRP Test Provider 2 8561 Entry Exit Provider Id bd ae a an PE keane aged A HPRP ia Broiler HPRP City 8565 g HPRP Street 8566 EE HPRP Test Provider 2 8561 HPRP Test Provider 3 8562 HPRP Test Provider 4 8563 a Search All values a F Refresh Data Cancel Diagram 1 The four user prompts contained in this report are 1 Select Provider s If unknown providers appear in the list to the right remove them before adding your provider or providers Click the refresh list icon and wait for the left window to Bowman Systems Page 2 of 29 0610 HPRP QPR ART Gallery Report version 7 refresh Now select the provider or providers to include by highlighting them in the left window and moving them into the right window using the right selection arrow 2 Enter Start Date for the Quarter The user should type in or select from the calendar the first day of the quarter for which the report is bei
25. ions and count each person household distinctly These total rows will not necessarily add up to the sums of the cells above them Bowman Systems Page 25 of 29 0610 HPRP QPR ART Gallery Report version 7 Section 2 Housing Outcomes of Persons Served Note Section 2 is divided into two questions one for persons who are served with Homelessness Prevention and one for persons who are served with Homeless Assistance a ET TS a a Permanent Destinations Permanent supportive housing for formerly homeless peon such as e SC of SRO Mod Rehab _____ ____ e __ rr Rental by client no housing subsidy eee La eae fa e aaaea heen ee TOTO A Rental by client other non VASH housing subsidy eee a a ae e aaaea Owned by client no housing su bsid y eee fe ea aaa aMMm Owned by client with housing subsidy eee Le Le a aaa aaae A am Staving or living with family permanenttenure LDL Ld Ps SS ae a a ee a EE i A a Eee abuse treatmen TET ordetor s center 7 Cl a oo eo Hospital ioone s chiatric yd a e aeaa DDED rison or juven T detention C es ee A ees eee This question is divided into two parts one for Homelessness Prevention and one for Homeless Assistance based on the Housing Status at entry of persons assisted and who subsequently exit the program prior to the end of the report date range Since this question looks at data gathered when a person exits a program and a person could have more than one relevant program enrollment
26. is should be the last program entry date prior to the end of the quarterly report period Program entry date lt Report end date AND ii Have a corresponding program exit date Universal Data Element 3 13 greater than or equal to the starting date of the report range for the quarter period i e the beginning of a quarter as identified by the user AND not greater than the end date of the report range for the quarter If there is no corresponding program exit date occurring on or before the end of the quarterly report period then the person should be excluded Program exit date gt Quarter start date and Program exit date lt Report end date AND Bowman Systems Page 27 of 29 0610 HPRP QPR ART Gallery Report version 7 iii The maximum program exit date Universal Data Element 3 13 that is less than or equal to the end date of the report range i e Max program exit date in report range Max Program entry date Where Program exit date lt Report end date is greater than or equal to the maximum program entry date Universal Data Element 3 12 that is less than end date of the report range 1 e Max program entry date in report range Max Program Entry Date Where Program entry date lt Report end date Max program exit date in report range gt Max program entry date in report range c For the GTD grant to date column select persons who have a Housing Status at program ent
27. ld Assistance Type Use Results object Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type System Field Provided Use Results object Query filter Location Client Client Unique Id Type System Field Use Results object Location Entry Exit Entry Exit Type Type System Field Use Query filter Location Entry Exit Entry Exit Inactive Type System Field Use Query filter Location Client Client Inactive Type System Field Use Query filter Location Entry Exit Entry Exit Exit Date Type System Field Use Query filter Bowman Systems ART Gallery Report Page 19 of 29 0610 HPRP QPR version 7 Location Entry Exit Entry Objects Use Query filter Location Services Outer Service Provide Start Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter 0610 Revision History Version Description of Changes V09 10 10 Original version BETA V09 12 15 Revision to correct product defect V10 01 12 Revision to correct product defect V10 05 05 Revision to correct minor product defect V10 06 02 Revision to accommodate HUD housing status picklist change V11 04 13 Revision for compatibility with SP5x ART3x V7 Revision query redesign to increase speed
28. ng prepared This date should not be before the start date of the grant If the grant began during the quarter the grant start date and the quarter start date should be the same 3 Enter End Date for the Quarter PLUS ONE DAY The user should type in or select from the calendar the day immediately following the last day of the quarter for which the report is being prepared For example if the reporting quarter is October 1 2009 December 31 2009 then January 1 2010 should be entered selected 4 Enter Start Date for the Grant The user should type in or select from the calendar the first day of their HPRP grant contract How to read The report contains four Tabs Each Tab is a sub report containing three sections e Report Header The header contains the title of the report and specifies date parameters When running the report in modify view the report header is only visible in print page layout mode e Report Footer The report footer contains the title of the report the name of the Tab the page number the version number and the date time the report was run printed Like the header the footer is only visible in print page layout mode when the report is run in modify view e Report Body The Report Body is the main section of the report located between the header and the footer where the report s data is displayed in a variety of different chart and graph formats The data contained in each of the Tabs in this report is di
29. ntion Housing Outcomes Diagram 4 This tab is the same as Tab B except that it contains a breakdown by exit destination of all Homelessness Prevention clients leaving the program during the quarter and since the beginning of the grant rather than the Homeless Assistance clients As in Tab B destinations are grouped by tenure and percentages for each destination are calculated A client must have a one of the following answers to the Housing Status question upon program entry to be included in this section of the report e Stably housed HUD e Housed and at risk of losing housing HUD e Unstably housed and at risk of losing their housing HUD e Housed and at imminent risk of losing housing HUD e Imminently losing their housing HUD Clients with a don t know or refused answer to the housing status question at program entry are not included in any section of the report Users are again directed to Appendix A for a more comprehensive explanation of how these numbers are calculated Bowman Systems Page 5 of 29 0610 HPRP QPR ART Gallery Report version 7 Homelessness Prevention and Rapid Rehousing Program HPRP Quarterly Progress Report QPR Additional Information User Prompt Field Value s Selected Enter Start Date of Quarter 709 Enter Start Date of Grant 4109 Enter End Date of Quarter PLUS ONE DAY 10409 Select Provider s HPRP Test Provider 3 8562 HPRP Test Provider 1 8560 HPRP Test Provider 2
30. ocation Entry Exit Entry Objects Housing Status Type System Field Use Query filter Location Services Outer Service Provide Start Date Type System Field Use Query filter Location Services Outer Service Inactive Type System Field Use Query filter Location Services Outer Service Provide End Date Type System Field Use Query filter QUERY NAME FIELD NAME LOCATION TYPE USE Location Client Client Uid Type System Field Use Results object Location Entry Exit 3 Q HP Entry Exit Uid Type System Field Use Results object Location Entry Exit Entry Exit Household Id Type System Field Use Results object Bowman Systems ART Gallery Report Page 17 of 29 0610 HPRP QPR version 7 Location Entry Exit Entry Exit Entry Date Type System Field Use Results object Query filter Location Services Service Household Id Type System Field Use Results object Location Entry Exit Entry Exit Provider Id Type System Field Use Results object Query filter Location Services Outer Service Uid Type System Field Use Results object Location Services Outer Service HPRP Financial Type System Field Assistance Type Use Results object Query filter Service HPRP Housing Location Services Outer Relocation amp Stabilization Service Type System Field Provided Use Results object Query filter Location Client Client Unique Id Type System
31. old counts Since it has been common practice among ServicePoint users to not create a household for an unaccompanied individual this report adjusts the household count by adding the de duplicate client count of those without entry exit and or service household ids to the household counts This adjustment was endorsed by the HPRP User Forum and is necessary to prevent a significant under count of the HPRP households that were served 5 Exit Destination Tabs B and C of this report contain breakdowns of client exit destinations It should be noted that only the HUD defined pick list values are included in these counts These items are all followed by a HUD designation on the pick list All non HUD exit destinations are excluded from the counts and are not mapped to included in the Other category This category rather contains a count of the Other HUD destination 6 Service End Dates This report is designed according to HUD vendor instructions which identify on going services by the absence of a service end date Users should be aware that in some cases these un ended services may be the result of data entry omission errors rather than actual on going services and may therefore inflate the counts contained in this report For this reason un ended services should be monitored on an on going basis so that errors can be identified and corrected by supplying the proper service end dates In no case should the duration of a servic
32. olumns select persons households with a Housing Relocation amp Stabilization Services Provided record Program Specific Data Element 4 14 with a Start Date of Service less than or equal to the ending date of the quarterly report date range and an End Date of Service of blank null or greater than or equal to the starting date of the quarterly report date range Count persons households in each cell for each Type of Service they received Start Date of Service lt Report end date and End Date of Service is null or End Date of Service gt Quarter start date d For the Housing Relocation and Stabilization Services rows the lower half in the above chart in the GTD grant to date columns select persons households with a Housing Relocation amp Stabilization Services Provided record Program Specific Data Element 4 14 with a Start Date of Service greater than or equal to the ending date of the quarterly report date range and an End Date of Service of blank null or greater than or equal to the starting date of the grant Count persons households in each cell for each Type of Service they received Start Date of Service lt Report end date and End Date of Service is null or End Date of Service gt Grant start date e For the three total rows Total Served Total Financial Assistance and Total Housing Relocation amp Stabilization Services re select the relevant clients per the above instruct
33. ould be directed to Bowman Systems staff via email ART Reports BowmanSystems com How to retrieve and copy Detailed step by step instructions concerning how to retrieve save a copy and map this ART Report to your site can be found in the Bowman Systems Published Documents folder under ART Documentations in the Public Folders section Bowman Systems Page 1 of 29 0610 HPRP QPR ART Gallery Report version 7 How to install The original version of the report is a template and must be copied from the ART Gallery Templates folder into another folder on your site and mapped to your data before it can be used Detailed instructions for installing report templates are provided in the Bowman Documentation folder on your ART site Before running the report Prior to running the report the user must determined the provider or providers to be included in the report and the date ranges on which to base the results This report can be used to extract QPR data for a single grantee program or for multiple providers Multiple providers should be selected ONLY when they make up a single grant and their data needs to be included in a single de duplicated report How to run Upon opening the report the user will be prompted see Diagram 1 to specify parameters which control the data returned by the report Once the user has provided these parameters by responding to the user prompts a green check mark will appear next to each field to indicate t
34. rary Institutional or Other For example if in one quarter 10 people exited to Rental by client no housing subsidy and 100 people exited to one of the eight different permanent destinations in the same quarter the box would show 10 for the Bowman Systems Page 26 of 29 0610 HPRP QPR ART Gallery Report version 7 quarter Or Rental by client no housing subsidy Total persons leaving for permanent destinations 100 Similarly the column under GTD is calculated using the total number of people who exited as of their last program enrollment during the grant to date period The two of total columns should be automatically calculated using the total number of people exited to all destinations in the quarter or grant to date periods as of their last program enrollment as appropriate For example Rental by client no housing subsidy Total persons who left the program 100 Since this question only looks at each person s last relevant exit the total rows Total Persons Leaving for Permanent Destinations Total Persons Leaving for Temporary Destinations and Total Persons Who Left the Program should be automatically calculated based on the sum of the relevant cells above E g Total leaving for permanent destinations Permanent supportive housing for formerly homeless persons Rental by client no subsidy Rental by client VASH housing subsidy Rental by client other non VASH housin
35. re no longer in active use but are included to retain historical data Note these two values are retired values and are no longer in active use but are included to retain historical data The client s service transaction must be accompanied by a recorded HPRP Financial Assistance Activity or by an HPRP Housing Relocation amp Stabilization Service If the client exited from the program during the date range Grant to Date or Quarter their exit must include a recorded exit destination which is a required field in ServicePoint b Requirements when specifying multiple providers Multiple providers may be selected for the report and will be reported as a single entity in that clients will be de duplicated across providers and reported only once in each applicable report category However it is important to note that each provider must record both a program entry exit AND at least one service transaction for the client to be properly counted Work flow models that involve recording an entry exit under one provider and a service transaction under a different provider are not supported by this report Bowman Systems ART Gallery Report Page 7 of 29 0610 HPRP QPR version 7 vi vii The client must have a combination of HPRP type program entry exits which indicate they were enrolled in one or more programs of the specified providers during the date range Grant to Date and or Quarter The client must have one or mor
36. rograms based on a common Grantee Identifier see HMIS Data and Technical Standards July 2009 Program Descriptor Data Element 2 13 The Bowman Systems Page 21 of 29 0610 HPRP QPR ART Gallery Report version 7 HMIS application should also be able to run the report at the level of an individual program to permit providers to evaluate their own performance and analyze data HMIS Data Elements Required for IPR QPR Programming in HMIS Following is a list of HMIS data elements required to complete Section 2 Program Performance in QPR HMIS Data Applicable HMIS Data Applicability to Element HMIS Data Element Element Response PP y IPR QPR Number Categories 2 4 Program Name Required to enable e snaps identification 2 7 Continuum of Care Code p 5 Homelessness Prevention a Propran Type amp Rapid Re Housing 2 13 Grantee Identifier Equals those persons F and households served 3 11 Housing Status 1 Literally Homeless under Hommels Assistance Equals those persons 2 Housed and at imminent and households served risk of losing housing under Homelessness Prevention 3 Housed and at risk of losing housing 4 Stably housed 8 Don t Know Program participants for whom don t know or refused is 9 Refused entered SHOULD NOT be included in QPR reporting Required to generate 3 12 Program Entry Date reports based on time periods
37. ry recorded and a Financial Assistance Provided or Housing Relocation amp Stabilization Service Provided recorded per criteria for Number of Persons and Households Served and who meet the following criteria i Have a program entry date Universal Data Element 3 12 less than or equal to the ending date of the report range for the grant to date period i e the end of a quarter as identified by the user This should be the last program entry date prior to the end of the GTD report period Program entry date lt Report end date and ii Have a corresponding program exit date Universal Data Element 3 13 of greater than or equal to the starting date of the report range for the grant to date period i e the beginning of the grant period as identified by the user AND not greater than the end date of the report range for GTD period If there is no corresponding program exit date occurring on or before the end of the quarterly report period then the person should be excluded Program exit date gt Grant start date and Program exit date lt Report end date AND iii The maximum program exit date Universal Data Element 3 13 that is less than or equal to the end date of the report range i e Max program exit date in report range Max Program entry date Where Program exit date lt Report End Date is greater than or equal to the maximum program entry date Universal Data Element 3 12 that is less than end
38. sence of a program entry date an identified Housing Status at program entry responses 1 2 3 4 only and a Financial Assistance Provided and or a Housing Relocation amp Stabilization Services Provided record Apply these three sets of criteria together to determine the persons households to count for each cell of the table HMIS Vendors may alternatively be able to generate counts of persons and households served using only the housing status and service criteria listed below depending on the query structure established by the Vendor 1 Housing status criteria Apply the following criteria in addition to the relevant date criteria a For the Homelessness Prevention columns select persons households with a Housing Status at entry Universal Data Element 3 11 of 2 Housed and at imminent risk of losing housing 3 Housed and at risk of losing housing or 4 Stably housed Housing status at entry in 2 3 4 b For the Homeless Assistance columns select persons households with a Housing Status at entry Universal Data en 3 11 of 1 Literally homeless Housing status at entry c For the Total columns select AE with a Housing Status at entry Universal Data Element 3 11 of 1 Literally homeless 2 Housed and at imminent risk of losing housing 3 Housed and at risk of losing housing or 4 Stably housed Housing status at entry in 1 2 3 4 d If a person household was served by more than one HPRP provider or had more than
39. splayed and described below Homeless Prevention and Rapid Rehousing Program HPRP Quarterly Progress Report QPR Program Performance Reporting Quarter Q 7 1 09 9 30 09 Grant to Date GTD 7 1 07 9 30 09 Section 2 Program Performance Number of Persons and Households Served 4 Total Persons and Households Served otal Served 2 Total Persons and Household Served by Servicq GTD a GTD a GTD a GTO a STD a GTO Bowman Systems Page 1of1 v09 08 10 610 HPRP QPR Printed 9 10 08 Tab A Program Performance 11 04 50 AM Diagram 2 Bowman Systems Page 3 of 29 0610 HPRP QPR ART Gallery Report version 7 Tab A Program Performance Diagram 2 This tab contains unduplicated counts of the clients and households served both for the quarter Q and grant to date GTD These counts are further broken down into Homelessness Prevention and Homeless Assistance components and into the various Stabilization Services and Financial Assistance categories All calculations are performed in accordance with the HPRP reporting instructions contained in Appendix A Homeless Prevention and Rapid Rehousing Program HPRP Quarterly Progress Report QPR Homelees Appistance touring Outcomes Reporting Quarter a 7 1 09 93009 Geant to Date GTO 771 07 80009 addid 333333
40. y or by an HPRP Housing Relocation amp Stabilization Service If the client exited from the program during the date range Grant to Date or Quarter their exit must include a recorded exit destination which is a required field in ServicePoint Bowman Systems ART Gallery Report Page 8 of 29 0610 HPRP QPR version 7 3 Homeless Status Requirement Clients are included in the report s Homeless Assistance and or Homelessness Prevention categories based upon their answer to the homeless status question at the time of program entry Those indicated as literally homeless are counted as Homeless Assistance clients while stably housed housed and at risk of losing housing housed and at imminent risk of losing housing imminently losing their housing or unstably housed and at risk of losing their housing are courted as Homelessness Prevention Clients without an answer to the question at time of entry or with an answer of don t know or refused are excluded from the report altogether Since clients are classified as Homeless Assistance or as Homeless Prevention based on their housing status at program entry there is no need to record the client s new housing status if it should change while the client is enrolled since this does not impact their status at entry 4 Single Person Households HPRP reporting instructions specify the inclusion of single person households in the QPR househ
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