0625 - HUD CoC APR - v11 USER MANUAL 7-2012 - nh
Contents
1. 8 Objects and Variable Formula Eiclient Gender Available Objects and Variabla 0623 HUD HPRP APA Age at Last Entry Client Date of Birt jept Date of Birt Bowman Systems Page 26 of 36 0625 HUD CoC APR ART Gallery Report v11 The table below lists the detail variables in this report along with their proper associated dimension To insure that this report is returning the proper results it is very important that these associations be checked verified following installation and prior to running the report Detail Variable Associated Dimension Disab 36c Group Entry Merge Last EE Id Disab 36c Group Exit Merge Last EE Id Disab Condition Entry Merge Last EE Id Disab Condition Exit Merge Last EE Id Disab Date Entry Merge Last EE Id Disab Date Exit Merge Last EE Id DV Merge Last EE Id DV Ext Merge Last EE Id EE Adult Child Merge Last EE Id EE Age at Entry Merge Last EE Id Ee Client HH Type Merge Last EE Id EE Destination Merge Last EE Id EE Last Episode Merge Last EE Id EE Leave Stay Merge Last EE Id EE Program Type Merge Last EE Id Eth Merge Last EE Id Gender Merge Last EE Id Housing Status Entry Merge Last EE Id Housing Status Exit Merge Last EE Id Inc 36 Earned Income Merge Unique Id Inc Amt Entry Merge Last EE Id Inc Amt Exit Mer2. 2d HIV AIDS Disability HIV AIDS HUD 40118 2e Mental Health Disability Mental Health Problem HUD 40118 2f Substance Abuse Alcohol Abuse HUD 40118 or Drug Abuse HUD 40118 or Both alcohol and drug abuse HUD 40118 Diagram 15 Actual of persons in the program for whom the measure is appropriate At entry the If yes Currently receiving services or treatment question must be answered No or left blank Actual of persons who accomplished this measure Counts all clients where the If yes Currently receiving services or treatment question was answered No or was left blank as of entry and there is another record of the same disability category with the If yes Currently receiving services or treatment question answered Yes as of exit Note Users should only edit disability sub assessment records to enter an End Date or make a correction To show a value has changed over time the user should enter an End Date in the previous record and create a new disability record with the new values Dimensions used as the basis for Question 36a b d e f Client Unique Id EE Destination Client Household Type EE Last Episode Block filter EE Leave or Stay Block filter EE Program Type EE AdultChild EE Age Entry IncSource Exit Income Change Dimensions used as the basis for Question 36c Client Unique Id EE Destination Client Household Type EE Last Episode Block filter EE Leave o
3. value based upon if they use the Receiving Income Source sub assessment question in their data entry workflow for HUD Please see Technical Note 14 for more information on how this prompt answer is used in the report 11 Is using the Receiving Benefit field part of your workflow for HUD reporting The user should select the appropriate Yes or No value based upon if they use the Receiving Benefit sub assessment question in their data entry workflow for HUD Please see Technical Note 17 for more information on how this prompt answer is used in the report How to read This report contains fifteen data tabs Each tab is a sub report containing three sections e Report Header The header contains the title of the report and the tab sub report e Report Body The report body is the main section of the report located between the header and the footer where the reports data is displayed in a variety of different chart formats The data contained in each of the tabs in this report is displayed and described below e Report Footer The report footer contains the title of the report the name of the tab sub report the page number the version number and the date time the report was run printed Bowman Systems Page 4 of 36 0625 HUD CoC APR ART Gallery Report v11 7 HMIS or Comparable Database Data Quality Total number of records for All Clients 1 556 Total number of records for Adults Only 1 234 Total
4. 3 It should be noted however ServicePoint currently collects income and disability type data by means of a sub assessment rather than as a series of individual questions See Technical Note 12 Technical Note 14 and Technical Note 17 for an explanation of how sub assessment data is interpreted relative to the Tab A data Dimensions used as the basis for Question 7a Client Unique Id Adult Child Unaccompanied Youth Leaver or Stayer Last Episode Dimensions used as the basis for Question 7b Client Unique Id Client Last Name Client First Name Client Soc Sec No Dashed Client SSN Data Quality Client Date of Birth Type Client Date of Birth RaceP RaceS Eth Gender Client Gender Adult Child Veteran Disabling Condition PriorResidence Zip Code Zip Quality Unaccompanied Youth Housing Status Entry IncYN Entry Last 30 Day Income EE Leave or Stay IncNCYN Entry IncSourceNC Entry Disability determination Disability Type Disab Condition HUD Disab Entry DV EE Destination Last Episode Block filter Bowman Systems Page 5 of 36 0625 HUD CoC APR ART Gallery Report v11 8 Persons Served During the Operating Year by Type Number of Persons in Households Served During the Operating Year ise Without With Children With Only Unknown Children and Adults Children HH Type Adults 1 234 1 085 148 o 1 Children 321 o 306 15 o Don t Know Refused 1 oO o 0 1 Missing Information 0 o o o o TOTAL SSN 1 025 454 1
5. 454 15 2 19a Victims of Domestic Violence Past Domestic Violence Experience Number of Adults and Unaccompanied Children in Households Tod Without With Children With Only Unknown Children and Adults Children HH Type Yes 130 74 55 1 o No 1 067 998 668 2 o Don t Know Refused 8 1 7 o o Information Missing 37 1 20 5 1 TOTAL 4 242 1 085 148 8 1 19b When Past Domestic Violence Experience Occurred Number of Adults and Unaccompanied Children in Households Total Without With Children With Only Unknown Children and Adults Children HH Type Less than 3 Months 2 1 1 o 0 3 to 6 Months Ago 0 o o o o 6 to 12 Months Ago 0 o o o o More tha a year Ago 0 o o o o Don t Know Refused 0 o o o o Information Missing 128 73 54 1 0 TOTAL 130 74 55 1 0 Diagram 7 Tab F Questions 18 19 Diagram 7 This tab provides the information needed to complete questions 18 and 19 of the CoC APR Question 18 reports on disabling conditions at time of entry and displays client counts by household category Question 19 reports on domestic violence conditions and also displays client counts by household type Questions 18 and 19 both utilize the Client Household Type of household classification See Technical Note 4 Dimensions used as the basis for Question 18a Client Unique Id Disability Type Disability determination EE Client Household Type Recordset Id from the Disability subassessment EE Last Episode Block filter Dimensions used as the basis for Qu
6. 50 2b Eamed Income Measure 50 55 93 22 36b Transitional Housing Programs Exhibit 2 Exhibit 2 Actual of Difference Target of Target of person in the Actual of Actual of between M persons who persons who program for persons who persons who Exhibit2 Puh were expected were expected whom the accomplished accomplished Target and to accomplish to accomplish measure is this measure this measure Actual this measure tis measure appropriate Performance 1 Housing Stability Measure 353 240 67 99 2a Total Income Measure 179 143 79 89 2b Earned Income Measure 76 68 89 47 36c Street Outreach Programs Exhibit 2 Exhibit 2 Actual of Difference Target of Target of person in the Actual of Actual of between Perfi persons who persons who program for persons who persons who Exhibit 2 co aa were expected were expected whom the accomplished accomplished Target and to accomplish to accomplish measure is this measure this measure Actual this measure tis measure appropriate Performance 1 Housing Stability Measure 26 42 31 2a Physical Disability 3 0 0 00 2b Developmental Disability 1 1 100 00 2c Chronic Health 0 0 0 00 2d HIV AIDS 1 1 100 00 2e Mental Health 10 1 10 00 2f Substance Abuse 1 20 00 36d Supportive Services Only SSO Programs Exhibit 2 Exhibit 2 Actual of Difference Target of Target of person in the Actual of Actual of between
7. Information Missing 0 0 o 0 o Subtotal 1 0 0 LJ 1 Diagram 5 Tab D Question 15 Diagram 5 This tab provides the information needed to complete question 15 of the CoC APR which reports on client gender Question 15 is divided into 3 parts with 15a focusing on adults 15b on children and 15c on those of unknown age In this section of the report household types are determined by the Client Household Type method See Technical Notes 3 and 4 below Dimensions used as the basis for Question 15 a b and c Client Unique Id Gender Client Household Type Adult Child Block filter Bowman Systems ART Gallery Report Page 8 of 36 0625 HUD CoC APR v11 16 Age Age Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type Under 5 144 139 5 o 5 12 139 a ee 129 10 0 13 17 38 lt Te 38 o o 18 24 188 153 a ates 1 25 34 280 204 76 lt n all o 35 44 278 253 25 E e o 45 54 330 327 12 a al o 55 61 109 109 o CE E o Je2 40 30 1 aay o Don t Know Refused 1 o o o 1 Information Missing i o o o Age Error Negative Age or 100 o o 0 oO 0 Total 1 556 1 085 454 15 2 17a Ethnicity Ethnicity Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type INon Hispanic Non Latino 1 481 1 027 419 15 o Hispanic Latino 85 57 28 o 0 Don t Know Refused 9 o 7 o 2
8. Last Episode from HUD COC APR folder e Age at Last Entry from HUD COC APR folder e Adult Child from HUD COC APR folder e Client Household Type from HUD COC APR folder e Client Household Count from HUD COC APR folder e Unaccompanied Youth from HUD COC APR folder e Master Household Id from HUD COC APR folder e Master Household Type from HUD COC APR folder e Length of Stay from HUD COC APR folder e Length of Stay Total Per Client from HUD COC APR folder e Leaver or Stayer from HUD COC APR folder e Client Id from HUD COC APR folder e COC Household Type from HUD COC APR folder e Master Household Size from HUD COC APR folder e Length of Operating Stay from HUD COC APR folder e PIT January from HUD COC APR folder e PIT April from HUD COC APR folder e PIT July from HUD COC APR folder e PIT October from HUD COC APR folder e Outreach First Location A from HUD COC APR folder e Outreach Contact Count A from HUD COC APR folder e Outreach First Location B from HUD COC APR folder e Outreach Contact Count B from HUD COC APR folder Filters Objects e none Prompts hard coded in universe design Bowman Systems Page 29 of 36 0625 HUD CoC APR ART Gallery Report v11 Query Name EE Data Universe ee_ cutoff_u Result Objects Virtual field names for ASSESSMENT objects appear in parenthesis below their corresponding field names e Entry Exit Uid e Entry Exit Destination e Entry Exit Entry Date e Entry Exit Exit Date e En
9. by Provider v11 05 31 Released 2012 01 07 09 04 PATH 0117 ae vo 0114 System Growth by Clients v11 05 31 Released 2011 12 31 11 30 oa 0115 Sy 2011 22 31 11 34 i a 5 3 v11 05 31 Released owth by Program Entries v11 05 31 Released 2012 01 01 04 32 Service Transaction 0119 System Growth by Program Exits v11 05 31 Released 2012 01 01 04 32 ReportWeiter 0120 Period Epd Exgollent v11 05 31 Relgase 2012 01 01 04 32 l gt Admin Logout Requests for additional information concerning the report function design should be directed to Bowman Systems Customer Support Specialist CSS staff IMPORTANT KNOWN INSTALLATION ISSUE This report utilizes several detail type variables that are each associated with a particular dimension In testing the installation process with this report a mapping malfunction was sporadically encountered which resulted the associated dimension being stripped from the variable during the installation process When this occurs the report will return multivalve errors messages and or erroneous count values Bowman Systems is working with Business Objects to determine and correct the root cause of this malfunction and will publish an updated version if needed Meanwhile customers using this version of the report are strongly encouraged to verify that each of the detail variables in this report is properly displaying an Associated Dimen
10. detention facility 39 38 1 0 0 Foster Care 6 6 0 0 0 TOTAL 7 96 1 0 0 20a3 Residence Prior to Program Entry Other Locations Residence Prior to Program Entry Other Locations Number of Adults and Unaccompanied Youth in Households Total Without With Children With Only Unknown Children and Adults Children HH Type PSH for Homeless persons 1 1 o o 0 Owned by Client no Subsidy 16 14 2 o o Owned by Client with Subsidy 0 o o o o Rental by Client no subsidy 75 64 9 2 0 Rental by Client with VASH Subsidy o o o o o Rental by Client with other ongoing Subsidy 2 1 1 o 0 Hotel Motel Paid by Client 83 7 6 o o Staying or Living with Family 184 171 12 1 0 Staying or Living with Friend s 259 255 3 0 1 Other 15 12 3 o 0 Don t Know Refused 3 2 1 0 o Information Missing 59 30 26 3 0 TOTAL 697 627 63 6 1 Diagram 8 Tab G Questions 20 Diagram 8 This tab provides the information needed to complete question 20 of the CoC APR Question 20 reports on the client s residence prior to program entry Question 20 again displays client counts by household type using the Client Household Type methodology See Technical Note 4 The prior living arrangement of the client is further broken down into 3 categories Homeless Situations Institutional Settings and Other Locations sections 20a1 20a2 and 20a3 respectively Dimensions used as the basis for Question 20a1 20a2 20a3 Client Unique Id Prior Residence Client HH Type Adult Child Bl
11. oO Alcohol Abuse 106 106 oO oO Drug Abuse 64 64 o oO Chronic Health Condition 0 0 o i HIV AIDS and Related Diseases 0 0 oO oO Developmental Disability 16 12 4 o Physical Disability 105 101 4 oO 22b2 Known Physical and Mental Health Condition at Exit Stayers Number of Known Conditions Stayers Total Number by Type All Persons Adults Children Unknown None 205 74 131 oO 1 Condition 66 59 7 oO 2 Conditions 7 74 3 o 3 Conditions 84 84 0 oO Condition Unknown 10 10 o 0 Don t Know Refused 8 2 5 1 information Missing 3 2 1 oO TOTAL 453 305 147 1 Diagram 9a Tab H Questions 21 22 Diagram 9 and 9a This tab provides the information needed to complete questions 21 and 22 of the CoC APR Question 21 reports on veteran status and displays client counts by household type Question 22 reports on disabling conditions Questions 22a1 and 22a2 focus on the reported condition at time of exit considering only program leavers Questions 22b1 and 22b2 focus on the reported condition at time of entry considering only program stayers Dimensions used as the basis for Question 21 Client Unique Id Veteran Client HH Type Adult Child Block filter Dimensions used as the basis for Question 22a1 21a2 Client Unique Id Disability Type Disability determination EE AdultChild EE Last Episode Block filter Dimensions used as the basis for Question 22b1 21b2 Client Unique Id Disability Type Disability determination
12. persons who persons who program for persons who persons who Exhibit 2 were expected were expected whom the accomplished accomplished Target and to accomplish to accomplish measure is this measure this measure Actual this measure tis measure appropriate Performance 1 Housing Stability Measure 9 5 55 56 2a Total Income Measure 4 4 100 00 2b Eamed Income Measure 3 3 100 00 36e Safe Haven Programs Exhibit 2 Exhibit 2 Actual of Difference Target of Target of person in the Actual of Actual of between persons who persons who program for persons who persons who Exhibit 2 Per were expected were expected whom the accomplished accomplished Target and to accomplish to accomplish measure is this measure this measure Actual this measure tis measure appropriate Performance 1 Housing Stability Measure 51 17 33 33 ja Total Income Measure 51 42 82 35 Diagram 14 Tab N Question 36 Diagram 14 This tab provides the information needed to complete question 36 of the CoC APR Question 36 reports on performance measures by program type Housing Stability Measure Questions 36a amp 36e count stayers or leavers with a specific exit destination Questions 36b 36c amp 36d counts on leavers only Total Income Measure Questions 36 a amp e count adults that either maintained or increased their income Questions 36 b amp d count adults that increased their income Earned Income Measure Questions 36 a am
13. the Client Household Type of household counting See Technical Note 4 Dimensions used as the basis for Question 16 Client Unique Id Age at Last Entry Client Household Type EE Adult Child Block filter Dimensions used as the basis for Question 17a Client Unique Id Ethnicity Client Household Type EE Adult Child Block filter Dimensions used as the basis for Question 17b Client Unique Id Primary Race Secondary Race Client Household Type EE Adult Child Block filter Bowman Systems Page 9 of 36 0625 HUD CoC APR ART Gallery Report v11 18a Physical and Mental Health Types of Conditions at Entry Known Physical and Mental Health Conditions Number of Persons in Households aor Without With Children With Only Unknown Children and Adults Children HH Type Mental lliness 525 514 1 o o Alcohol Abuse 404 400 4 o o Drug Abuse 325 322 0 o Chronic Health Condition o o o o o HIV AIDS and Related Diseases 5 4 1 0 o Developmental Disability 32 25 6 1 0 Physical Disability 404 387 17 o 0 18b Physical and Mental Health Known Conditions at Entry Number of Known Conditions Number of Persons Ti Without With Children With Only Unknown Children and Adults Children HH Type None 587 193 384 10 0 1 Condition 297 270 26 1 2 Conditions 231 279 12 o 0 3 Conditions 309 308 3 0 0 Condition Unknown 39 32 7 o o Don t Know Refused 18 1 16 o 1 Information Missing 15 4 6 4 1 TOTAL 1 556 1 085
14. 02 75 751 1 000 40 46 0 33 LA 0 165 68 1 001 1 250 27 28 3 23 1 0 58 06 1 251 1 500 32 4 2 26 4 0 4477 1 501 1 750 13 15 0 10 2 1 97 66 1 751 2 000 10 1 1 1 133 71 2 001 10 18 o 10 o 0 0 00 Don t Know Refused 9 Ee o IMissing No Follow up 27 21 aaa a eee 27 Total 305 305 8 230 36 31 78 95 Diagram 10 Tab l Questions 23 24 Diagram 9 This tab provides the information needed to complete questions 23 and 24 of the CoC APR Question 23 considers only clients who have exited the program leavers and reports on changes in income between date of entry and date of exit Question 24 like Question 23 reports on income change but considers only clients who have not yet exited the program stayers and the comparison is between income at entry and income at time of most recent follow up Grayed out cells indicate non applicable incalculable combinations See Technical Note 14 for an explanation of how a clients monthly income is determined Dimensions used as the basis for Question 23 24 Client Unique Id Last 30 Day Income Inc YN Entry No Income to Zero Unknown Exit Income Leave or Stay Block filter Adult Child Block filter Last Episode Block filter Bowman Systems Page 13 of 36 0625 HUD CoC APR ART Gallery Report v11 25a1 Cash Income Types by Exit Status Leavers Cash Income Sources Type of Cash income Sources by Number of Persons Leavers Total Adults Chi
15. 5 2 Average Number of persons Served Each Night a Without With Children With Only Unknown Children and Adults Children HH Type Average Number of Persons 436 89 241 38 186 94 7 88 07 Point in Time Count of Persons on the Last Wednesday in Total Without With Children With Only Unknown Children and Adults Children HH Type January 404 246 151 7 0 April 383 218 161 4 o July 453 257 187 9 0 October 500 269 223 6 2 9 Households Served During the Operating Year Number of Households Served During the Operating Year Total Without With Children With Only Unknown Children and Adults Children HH Type Households 1 227 1 076 136 14 1 Point in Time Count of Households Served on the Last Wednesday in Total Without With Children With Only Unknown Children and Adults Children HH Type January 295 242 47 6 o April 267 216 47 4 July 316 253 56 7 o October 338 265 65 7 1 Diagram 3 Tab B see Diagram 3 This tab provides the information needed to complete questions 8 and 9 of the CoC APR Question 8 focuses on number and type of individuals served while Question 9 focuses on number and type of households served Question 8 includes three tables The first table shows counts of individuals served by household type The second table focuses on daily averages and the third on quarterly PIT counts Question 9 includes two tables The first table shows counts of households served by household type The
16. 6 Tab O data is NOT entered into the HUD HDX but rather is provided as a reference to the user running the report and lists the parameters specified in the user prompts as well as client counts by provider e Client Count represents the number of clients in the dataset that is the number served during the grant Note in most cases this will be a greater number than those served during the reporting period e Unique Clients is the Client Count de duplicates the client count using the Client Unique Id algorithm Dimensions used as the basis for Additional Information Tab Client Unique Id Entry Exit Client Id Bowman Systems Page 20 of 36 0625 HUD CoC APR ART Gallery Report v11 TECHNICAL NOTES 1 Special data universe It should be noted that this report utilizes a special single purpose data universe created specifically for this report This universe incorporates the unique logic of the CoC APR and when used in conjunction with the entry exit universe allows the proper counting and classification of households as laid out in the HUD report specifications This special universe is not designed or intended for general customer use and is not supported beyond the scope of this report and other related Gallery reports which may utilize it 2 Special Query Design This report utilizes an ART 3 x feature that allows a query filter to select records based on the results of another query In this report the first query which
17. ART Gallery Report 0625 HUD Continuum of Care Annual Performance Report CoC APR EXECUTIVE SUMMARY This ART Gallery report has been created to facilitate the extraction of data from ServicePoint for the completion of the CoC APR The layout of the report is patterned after the HDX data input screens to facilitate on line reporting A companion ART Gallery Report 0631 provides the related data detail and data quality information needed by the user to insuring that the data to be reported is complete and accurate AUDIENCE HUD Grantees and Sub grantees FREQUENCY The CoC APR is submitted to HUD annually but this ART Gallery report should be run periodically to confirm that complete and accurate data is being properly recorded in ServicePoint PURPOSE Required reporting and program monitoring COMPATIBILITY AND SYSTEM REQUIREMENTS This version of the report requires ServicePoint 5x and ART 3x PREREQUISITES AND WORK FLOW REQUIREMENTS This report assumes adherence to the prescribed HUD workflow found in the APR Workflow PowerPoint file located in CollaboranGo including the proper collection and recording of the HUD universal and program specific data elements Clients are included in the report if they have e A HUD type program Entry by one or more of the selected Providers with an entry date that is on or before the last day of the reporting period e Acorresponding program Exit date that is either null because the Cl
18. Client Unique Id folder Entry Exit Client folder Entry Exit Client folder Entry Exit Client folder Entry Exit Client folder Entry Objects folder Entry Objects folder Entry Objects folder Entry Objects folder Entry Objects folder Entry Objects folder Exit Objects folder Entry Objects folder Entry Objects folder Exit Exit folder Bowman Systems ART Gallery Report Page 30 of 36 0625 HUD CoC APR v11 Filter Objects e Entry Exit Uid Results from another query Last Entry Exit Id Query Name Inc Entry Universe ee_ cutoff_u Result Objects Virtual field names for ASSESSMENT objects appear in parenthesis below their corresponding field names e Entry Exit Uid e Client Unique Id e Entry Exit Client Id e Income received from any source in past 30 days SVP_ANYSOURCE30DAYINCOME e Recordset ID e Source of Income SOURCEOFINCOME e Start Date MONTHLYINCOMESTART e End Date MONTHLYINCOMEEND e Last 30 Day Income AMOUNTMONTHLYINCOME e Total Monthly Income HUD_TOTALMONTHLYINCOME e Receiving Income Source SVP_RECEIVINGINCOMESOURCE Filter Objects e Entry Exit Uid Results from another query Last Entry Exit Id from Entry Exit folder from Entry Exit Client folder from Entry Exit Client folder from Entry Objects folder from Entry Objects Monthly Income sub assessment folder from Entry Objects Monthly Income sub assessment folder from Entry Objects Monthly Income
19. EE AdultChild EE Last Episode Block filter Leave or Stay Block filter Bowman Systems Page 12 of 36 0625 HUD CoC APR ART Gallery Report v11 23 Client Monthly Cash Income Amount Adult Leavers Client Monthly Cash Income Amount Number of Adult Leavers Average Ba niga Less Same More Unknown Change Program Entry aay ca Income at incomeat Income at Income Monthly Exit Exit Exit Change Income per Adult No Income 346 20 ss 77 24 292 32 Is1 150 12 7 0 e e o 646 35 Is151 250 12 0 8 4 o 391 23 251 500 32 27 o 2 J 1 156 95 5501 750 110 126 5 ss 13 4 0 82 Is751 1 000 83 103 1 74 e o 63 08 I 1 001 1 250 52 59 2 42 e o 35 12 51 251 1 500 50 71 3 42 2 3 57 52 I 1 501 1 750 39 75 2 3 o 15 95 I 1 751 2 000 16 22 o 16 o o 0 00 52 1001 31 30 6 2 3 0 3404 68 Don t Know Refused 2 2 2 MissingNo Follow up 144 120 a Total 929 929 19 599 133 178 138 05 24 Client Monthly Cash Income Amount by Entry and Latest Status Client Monthly Cash income Amount by Entry and Latest Status Number of Adult Stayers Average lp iceman Follow up Less Same More Unknown Change rogram Entry Entry Total Income at Income at Income at Income Monthly Follow up Follow up Follow up Change Income per Adult No Income 68 62 aes 61 7 0 103 26 1 150 2 o o o o 2 oO S151 250 5 4 o 4 1 te 272 60 251 500 16 16 0 12 4 te 119 52 501 750 55 49 2 43 9 1
20. In order for a client or household to be properly included in this report the work flow requirements listed below must be met Note this filtering is accomplished on the universe level so these criteria are not viewable or editable within the query design view e A HUD type program entry by one or more of the selected providers with an entry date that is on or before the last day of the reporting period e Acorresponding program exit date that is either null because the client has not yet exited or falls on or after the first day of the reporting period 7 Non HUD values Several sections of this report contain breakdowns of clients based on recorded assessment sub assessment answers It should be noted that only the HUD defined pick list values are recognized as valid responses These items are all followed by a HUD designation on the pick list All non HUD values are treated as null values and are generally excluded from the counts with the exception of missing values where applicable Bowman Systems Page 21 of 36 0625 HUD CoC APR ART Gallery Report v11 8 Hidden data columns User should be aware that this report may include hidden columns in some of the tables These hidden columns contain data fields that are essential to the calculation of correct results and must not be removed 9 Client Profile information Throughout this report as in nearly all ServicePoint reports static client profile data including
21. Information Missing 1 1 o 0 0 Total 1 556 1 085 454 15 2 17b Race Race Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type White 967 71 250 4 2 Black or African American 379 262 111 6 0 Asian 17 7 10 o o American Indian or Alaska Native o7 70 24 3 o Native Hawaiian or Other Pacific Islander 1 1 o o 0 Muitiple Races 42 16 24 2 0 Don t Know Refused 9 1 8 o 0 Information Missing a 17 27 0 o Total 1 556 1 085 454 15 2 Diagram 6 Tab E Questions 16 17 Diagram 6 This tab provides the information needed to complete questions 16 and 17 of the CoC APR Question 16 reports on client age and displays client and household counts by age category Grayed out cells indicate non applicable age household type categories It should be noted that clients whose reported date of birth indicates that they are less than zero or greater than 100 year of age are considered to be data entry errors and are reported on in a separate row labeled Age Error Negative Age or 100 This Row is NOT included in the HUD HDX and theses clients are not included in any of the other age categories so it is important that their dates of birth DOBs be corrected to allow them to be properly reported Question 17 focuses on Ethnicity 17a and Race 17b displaying client and household counts by category Non HUD values are placed in the Information Missing category Questions 16 and 17 both utilize
22. Name Gender date of birth DOB Race Ethnicity and Social Secutiry Number SS is determined by the last recorded value in the client s record as opposed to a value recorded for an individual entry exit or service event Because this value would typically represent the most accurate information concerning the client it is applied retroactively to each of the client s entry exit and service records even though it may have in some cases actually been recorded after the event itself or may be different when compared to the value that was recorded in conjunction with the event itself 10 Closed Security Income Sub assessments This report assumes the sharing of client data between sub grantees as this is the common practice in most HUD workflows In situations where visibility of the income sub assessment data is not being shared between the sub grantees there is the potential for overstating client income amounts since two or more providers may be entering the same data without the knowledge that it has already been recorded 11 Screen Shots It should be noted that screen shots provided in this user manual have been selected from multiple instances of the report to display certain features or to fit a single page and do not necessarily correspond to one another Numbers and totals from one screen shot therefore should not be expected to relate to numbers or totals in another screen shot since different parameters may have been used in
23. UE a EDA Provider Default Provider 1 Select Provider s 1 10th Street Shelter 2055 EDA Provider Default Provider F 1 2 Enter Start Date 1 1 2009 3 Enter End Date PLUS1 Day 1 1 2010 vY 4 Select Entry Type HUD EDA Provider Default Provider ar 5 Enter Adult Age 18 v EDA Provider Default Provider ae Enter effective date 1 1 2010 12 00 00 AM I vV Is using the Disability Determination field part of your workflow for HUD reporting Yes EDA Provider Default Provider vV Is using the Receiving Income Source field part of your workflow for HUD reporting Yes EDA Provider Default Provider vY Is using the Receiving Benefit field part of your workflow for HUD reporting Yes EDA Provider Default Provider Select a custom date 1 1 2010 lal Diagram 1 The eleven user prompts contained in this report are 1 Select Provider Group s Click the refresh list icon and wait for the left window to refresh Now select the provider groups to include by highlighting them in the left window and moving them into the right window using the right selection arrow 2 Select Provider s Click the refresh list icon and wait for the left window to refresh Now select the providers to include by highlighting them in the left window and moving them into the right window using the right selection arrow 3 Enter Start Date The user should type in or select from the calendar the first day of the reporting per
24. V10 Revised version BETA Updated logic for counting disabilities conditions on Tab F and H Added Question 36 Updated manual and screen shots V11 Revised version BETA Altered wording in Q25 26 to match information in e SNAPS Tabs A I J N Altered income information to use Receiving Income Source sub assessment question based upon answer to prompt question Tabs A and K Altered non cash information to use Receiving Benefit sub assessment question based upon answer to prompt question Tabs A F H N Altered disability information to use Disability Determination sub assessment question based upon answer to prompt question Tab N Q36B D 1 2a 2b Altered to count leavers only 2a 2b Altered to count only clients that increased their income Updated User Manual with hyperlink between technical note references and the actual technical note Bowman Systems ART Gallery Report Page 36 of 36 0625 HUD CoC APR v11
25. a particular dimension In testing the installation process with this report a mapping malfunction was sporadically encountered which resulted in the associated dimension being stripped from the variable during the installation process When this occurs the report will return multivalve errors messages and or erroneous count values Bowman Systems is working with Business Objects to determine and correct the root cause of this malfunction and will publish an updated version if needed Meanwhile customers using this version of the report are strongly encouraged to verify that each of the detail variables in this report is properly displaying an Associated Dimension as shown E Variable Editor Variable Definition Name FE Destination Qualification Detail Associated dimension Nn Type Formula Entry Exit Destination In cases where the Associated Dimension has been stripped during installation the Associated Dimension will appear blank E Variable Editor Yariable Definition _ Name Qualification Detail Associated dimension Type ft ring Formula Entry Exit Destination When this has occurred the user will need to edit the variable specify the proper dimension save the variable and resave the report prior to use variable Editor Variable Definition Name Gender Qualification Detail Associated dimension Type
26. and breaks down the data by Adult Child status Dimensions used as the basis for Question 26a1 Client Unique Id IncSourceNC Exit EE AdultChild EE Last Episode Block filter EE Leave Stay Block filter Dimensions used as the basis for Question 26a2 Client Unique Id IncSourceNC Exit EE AdultChild IncNCYN Exit EE Last Episode Block filter EE Leave Stay Block filter Bowman Systems ART Gallery Report Page 15 of 36 0625 HUD CoC APR v11 27 Length of Participation by Exit Status Length of Participation by Exit Status Number of Persons Total Leavers Less than 30 days 614 567 31 to 60 days 220 186 61 to 180 days 328 194 181 to 365 days 150 70 366 to 730 days 1 2 Yrs 130 63 1731 to 1095 days 2 3 Yrs 4 13 1096 to 1460 days 3 4 Yrs 25 5 1461 to 1825 days 4 5 Yrs 10 1 More than 1825 Days gt 5 Yrs 29 4 information Missing o o Total 1 556 1 403 Stayers 47 43 134 80 67 28 20 9 25 o 453 Average and Median Length of Participation in Days Average Length Leavers 108 Stayers 524 Median Length 30 184 Diagram 13 Tab L Question27 Diagram 13 This tab provides the information needed to complete question 27 of the CoC APR Question 27 reports Length of program participation by exit status that is whether the client is a leaver or a stayer The top table breaks down length or stay LOS by duration while the bottom table reports the average m
27. ansferred to the data universe the Outreach sub assessment needs to be marked as reportable added to an assessment and published to the appropriate provider s See Technical Note 13 for more information concerning how counts in this tab are calculated Dimensions used as the basis for Question 12a b Client Unique Id Outreach Contact Count A Outreach First Location B Dimensions used as the basis for Question 12c Client Unique Id Outreach Contact Count B Outreach First Location B Bowman Systems Page 7 of 36 0625 HUD CoC APR ART Gallery Report v11 15a Gender Adults Gender of Adults Number of Adults in Households Total Without Children rary ors Male 786 763 23 o Female 448 322 125 1 Transgendered 0 o o 0 Other 0 0 o oO Don t Know Refused o o o oO Information Missing 0 o o oO Subtotal 1 234 1 085 48 1 15b Gender Children Gender of Children Number of Children in Households Total With Children With Only Unknown and Adults Children HH Type Male 179 171 8 0 Female 142 135 7 oO Transgendered 0 o 0 i Other 0 0 oO 0 Don t Know Refused 0 0 o oO Information Missing 0 0 o oO Subtotal 321 306 15 0 15c Gender Missing Age Gender of Persons Missing Age Information Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type Male 0 0 o 0 o Female 1 o 0 1 Transgendered o 0 o o o Other 0 te o te 0 Don t Know Refused 0 0 o 0 0
28. e Entry Exit Uid from Entry Exit Client folder e Client Unique Id from Entry Exit Client folder e Entry Exit Client Id from Entry Exit Client folder e Recordset from Entry Objects Disability sub assessment folder e Disability Type from Entry Objects Disability sub assessment folder DISABILITYTYPE e Start Date from Entry Objects Disability sub assessment folder DISABILITIES_1START e End Date from Entry Objects Disability sub assessment folder DISABILITIES_1END e Disability Determination from Entry Objects Disability sub assessment folder DISABILITYDETERMINE e If yes Currently receiving services or treatment from DISABILITYTREATMENT e Do you have a disability of long term duration from HUD_DISABLINGCONDITION Entry Objects Disability sub assessment folder Entry Objects Bowman Systems Page 33 of 36 0625 HUD CoC APR ART Gallery Report v11 Filter Objects e Entry Exit Uid from Entry Exit folder Results from another query Last Entry Exit Id from HUD COC APR folder Bowman Systems Page 34 of 36 0625 HUD CoC APR ART Gallery Report v11 Query Name Disab Exit Universe ee_cutoff_u Result Objects Virtual field names for ASSESSMENT objects appear in parenthesis below their corresponding field names e Entry Exit Uid from Entry Exit Client folder e Client Unique Id from Entry Exit Client folder e Entry Exit Client Id from Entry Exit Client folder e Recordset Id from Exit Ob
29. ean and the median LOS TIP If the mean LOS is higher than the median LOS then it means that some clients have really long stays relative to the rest of the clients and are driving up the average Dimensions used as the basis for Question 27a b Client Unique Id Length of Stay Leaver or Stayer Last Episode Block filter Bowman Systems ART Gallery Report Page 16 of 36 0625 HUD CoC APR v11 29a1 Destination by Household Type and Length of Stay All Leavers who Stayed More tha 90 Days Permanent Destinations Number of Leavers in Households Owned by Client no Ongoing Subsidy Owned by Client with Ongoing Subsidy Rental by Client no Ongoing subsidy Rental by Client with VASH Subsidy PSH for Homeless Persons Living with Family Permanent Tenure Living with Friends Permanent Tenure Subtotal Rental by Client with other Ongoing Subsidy a olo o Vinislole Without Children oO 12 OW WO a N o With Children and Adults 3 o Boloo gs 8 With Only Children 0 eooooooo Unknown HH Type o eoeooooooo Temporary Destinations Emergency Shelter TH for Homeless Persons Staying with Family Temporary Tenure Staying with Friends Temporary Tenure Place Not Meant for Human Habitation Safe Haven Hotel or Motel Paid by Client Subtotal Institutional Settings Foster Care Psychiatric Facility Substance Abuse or Detox Facility H
30. er Dimensions used as the basis for Question 25a2 Client Unique Id Last 30 Day Income IncYN Exit EE AdultChild IncAmt Exit EE Last Episode Block filter EE Leave or Stay Block filter Bowman Systems ART Gallery Report Page 14 of 36 0625 HUD CoC APR v11 26a1 Non Cash Benefit Types by Exit Status Leavers Non Cash Benefits Non Cash Benefits by Number of Persons Leavers Total Supplemental Nutritional Assistance Program 392 IMEDICAID Health Insurance 48 IMEDICARE Health Insurance 17 State Children s Health Insurance 35 wic 1 VA Medical Services 1 TANF Child Care Services 1 TANF Transportation Services 0 0 o Other TANF Funded Services Temporary Rental Assistance Section 8 Public Housing Rental Assistance 2 Other Source 2 TOTAL 510 Adults 382 43 17 20 Children 10 8 o olololololo oaoa Age Unknown o eoooooooooo0oo0 26a2 Non Cash Benefits by Exit Status Leavers IMissing this Information Client Non Cash Benefits by Exit Status Number of Non Cash Benefits by Number of Persons Leavers Children 18 22 1 Age Unknown o Diagram 12 Tab K Question 26 Diagram 12 This tab provides the information needed to complete question 26 of the CoC APR Question 26 Tab K mirrors Question 25 Tab L but reports on sources of non cash benefits rather than cash income sources Like Question 25 Tab L Question 26 Tab K reports only on leavers
31. estion 18b Client Unique Id Disability Type Disability determination EE Client Household Type Disab Condition Recordset Id from the Disability subassessment EE Last Episode Block filter Dimensions used as the basis for Question 19a Client Unique Id DV Client HH Type Adult Child Block filter Unaccompanied Youth Block filter Dimensions used as the basis for Question 19b Client Unique Id DV Ext Client HH Type Adult Child Block filter Unaccompanied Youth Block filter Bowman Systems Page 10 of 36 0625 HUD CoC APR ART Gallery Report v11 20a1 Residence Prior to Program Entry Homeless Situations Residence Prior to Program Entry Homeless Situations Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type Emergency Shelter 245 175 eo 1 0 Transitional housing for homeless persons 63 50 12 1 0 Place not meant for habitation 140 137 3 0 0 Safe Haven o o o o o TOTAL 448 362 84 2 0 20a2 Residence Prior to Program Entry Institutional Settings Residence Prior to Program Entry Institutional Settings Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type Psychiatric hospital or other psychiatric facility 12 12 o o o Substance abuse treatment facility or detox center 28 26 o o 0 Hospital Non psychiatric 14 14 o o 0 Jail prison or juvenile
32. ge Last EE Id Inc NCYN Entry Merge Last EE Id Inc NCYN Exit Merge Last EE Id Inc Source Entry Merge Recordset Id Inc Source Exit Merge Recordset Id Inc Source NC Entry Merge Last EE Id Inc Source NC Exit Merge Last EE Id IncYN Entry Merge Last EE Id IncYN Exit Merge Last EE Id Prior Residence Merge Last EE Id RaceP Merge Last EE Id RaceS Merge Last EE Id Service Entry Merge Last EE Id Service Exit Merge Last EE Id Veteran Merge Last EE Id ZipCode Merge Last EE Id Zip Quality Merge Last EE Id Bowman Systems ART Gallery Report Page 27 of 36 0625 HUD CoC APR v11 REPORT MODIFICATION Because this report is based on established HUD Specifications modification is generally not recommended especially with regards to the queries variables and formulas that impact the HDX data Bowman Systems Page 28 of 36 0625 HUD CoC APR ART Gallery Report v11 MAPPING OBJECTS A listing of the report objects and their source universe and source folder is provided below Objects are arranged by query and by object type Query Name Data Universe hud_coc_apr_u Result Objects e Entry Exit Id from HUD COC APR folder e Client Unique Id from HUD COC APR folder e Last Entry Exit Id from HUD COC APR folder e Last Client Id from HUD COC APR folder e Client Date of Birth from HUD COC APR folder e Client Date of Birth Type from HUD COC APR folder e
33. hin the sub assessment question question assessment gt 0 00 Any selection or Any selection or ARvamount oC nul Use Total Monthly null null Income as entered Sum amounts of Any selection or Any selection not SUD Essent 0 00 or null y y gt 0 00 for individual null null sources to get total monthly income 0 00 or null No Null Any amount or null 0 00 A lecti t 0 00 or null No my Se leeuen ing Null 0 00 null 0 00 Yes or null Null Any amount or null 0 00 Don t K A lecti t 0 00 or null eS fy selection ng Null Unknown Refused null Don t Know or 0 00 or null Null Any amount or null Unknown Refused Null Yes or null Null Any amount or null NULL A lecti t 0 00 or null Yes or null ny eran Null NULL Do not include any sub assessments that do not have a corresponding Income Source in the sum of sub assessment Income Diagram 18 Bowman Systems ART Gallery Report Page 24 of 36 0625 HUD CoC APR v11 15 Entry of data into HUD Data Exchange HDX It should be noted that not all sections of this report are applicable to all HUD programs and since the HDX displays only the applicable data entry screens there may be portions of this report that have no corresponding HDX screens due to their inapplicability 16 Question 7 Income Logic In considering whether a client s monthly income information has been recorded both the Income sub assessment and the Total Monthly Income assessment questio
34. ient has not yet exited or falls on or after the first day of the reporting period IMPORTANT Question 12 of the CoC APR On Tab C extracts information for reporting on Street Outreach programs and uses the Outreach sub assessment and the Date of Engagement assessment question In order for this report to function properly and data to be transferred to Bowman Systems Page 1 of 36 0625 HUD CoC APR ART Gallery Report v11 the data universe the Outreach sub assessment needs to be marked as reportable added to an assessment and published to the appropriate Provider s This step is necessary even if these questions are not being utilized INSTRUCTIONS The easiest way to start using this report is to navigate to the automapper This is a folder that has the reports automatically mapped to your site so that you don t have to map them yourself You can navigate to the automapper as shown in Diagram 1 below 9 Reports gt ART x gt Last Viewed Favorites Home Advanced Reporting Tool ClientPoint New Report omt ART Browser ShelterPoint gt I Inbox SkanPoint rrevors 4 gt EB ART Documentation Audit Access Report Audit Report User Information 3 or gt DB ART Report Templates User Login AHAR Sree cies UB ART 3 x Gallery Released Daily Unit Report b UB ART 3 x Gallery BETA Duplicate Chent Report Entry Exit Report HUD 40118 APR Needs Report Outstanding Referrals 0116 System Growth
35. iod year 4 Enter End Date PLUS 1 DAY The user should type in or select from the calendar the day immediately following the last day of the reporting period For example if the reporting period is July 1 2009 September 30 2010 then October 1 2010 should be entered selected 5 Select Entry Type Click the refresh list icon and wait for the left window to refresh Now select HUD by highlighting it in the left window and moving it into the right window using the right selection arrow 6 Enter Adult Age Enter 18 in the input window 7 EDA Provider The user should select the EDA provider to run the report as or leave it at the default Default Provider if EDA mode is not desired Bowman Systems Page 3 of 36 0625 HUD CoC APR ART Gallery Report v11 8 Enter effective date The user should type in or select from the calendar the day immediately following the last day of the reporting period 9 Is using the Disability Determination field part of your workflow for HUD reporting The user should select the appropriate Yes or No value based upon if they use the Disability Determination sub assessment question in their data entry workflow for HUD Please see Technical Note 12 for more information on how this prompt answer is used in the report 10 Is using the Receiving Income Source field part of your workflow for HUD reporting The user should select the appropriate Yes or No
36. is based on the special data universe produces listings of Entry Exit Uids as results objects and the other queries then use these listings as query filter criteria 3 Report Specifications HUD specifications for this report are lengthy and complex and this user manual does not attempt to cover all of the various programming logic and nuances involved Complete specifications for this report are contained in the HUD CoC APR Programming Specification document available on the HUD HRE website CoC APR Programming Specifications 4 Household counting and classification HUD specifications for this report involve two variations on the manner in which households are classified and counted These methods are described in much greater detail in the CoC APR Programming Specifications a Master Household method This is anew HUD methodology for counting and classifying households used only in question 9 It is relatively complex in that it is based on the client s past history of entries rather than on a single entry b Client Household Type method This is a more traditional method based the number and ages of clients sharing the program entry of the clients last program stay This methodology is used in questions 8 15 16 17 18 19 20 21 22 and 29 5 De duplication This report de duplicates various parts of the report according to HUD specifications using ServicePoint s Client Unique ld field 6 Inclusion
37. jects Disability sub assessment folder Disability Type from Exit Objects Disability sub assessment folder DISABILITYTYPE e Start Date from Exit Objects Disability sub assessment folder DISABILITIES_1START e End Date from Exit Objects Disability sub assessment folder DISABILITIES_1END e Disability Determination from Exit Objects Disability sub assessment folder DISABILITYDETERMINE e If yes Currently receiving services or treatment from Exit Objects Disability sub assessment folder DISABILITYTREATMENT e Do you have a disability of long term duration from Exit Objects HUD_DISABLINGCONDITION Filter Objects e Entry Exit Uid from Entry Exit folder Results from another query Last Entry Exit Id from HUD COC APR folder Bowman Systems Page 35 of 36 0625 HUD CoC APR ART Gallery Report v11 0625 Revision History Version Description of Changes V11 05 11 Original version BETA V11 06 28 Revised version BETA e Income logic adjusted to consider total monthly income in Q7 Q23 and Q24 e Missing section of Q22 added 22b1 and 22b2 e Filter error corrected in Q19b e Mapping Guide error corrected and updated for logic changes e Input control Technical Note added to user manual e Cosmetic changes V3 Revised version BETA Revised Q23 and Q 24 to remove duplicate Total Monthly Income values Removed Unused variables Corrected associated dimensions in mapping guide Mapping Guide include
38. ldren Age Unknown Eamed Income 325 323 2 0 Unemployment Insurance 54 54 o o ssi 120 119 1 o ssoi 69 69 0 o Veteran s Disability 3 3 0 0 Private Disability Insurance 1 1 0 o Worker s Compensation 1 1 o o TANF or Equivalent 3 2 1 0 General Assistance 2 1 1 0 Retirement Social Security 2 2 o 0 Veteran s Pension 7 7 o o Pension from Former Job 2 2 0 o Child Support 14 13 1 0 Alimony Spousal Support o te 0 o Other Source 5 5 o o TOTAL 608 602 6 o 25a2 Cash Income by Exit Status Leavers Cash Income Sources Number of Cash Income Sources by Number of Persons Leavers Total Adults Children Age Unknown INo Sources 186 152 4 o 1 Source s 692 637 55 0 Don t Know Refused 3 2 1 0 Missing this Information 201 125 76 0 TOTAL 1 103 929 174 0 Diagram 11 Tab J Question25 Diagram 11 This tab provides the information needed to complete question 25 of the CoC APR Question 25 considers only clients who have exited the program leavers and reports on their sources of cash income at time of exit 25a1 shows the data detailed by income source while 25a2 summarizes the data into four categories No Sources 1 Source s Don t Know Refused and Missing this Information Both portions further breakdown the data by Adult Child status Dimensions used as the basis for Question 25a1 Merge Unique Id IncSource Exit EE Adult Child IncAmt Exit EE Last Episode Block filter EE Leave or Stay Block filt
39. n are considered If the user answers the Is using the Receiving Income Source field part of your workflow for HUD reporting prompt Yes then it will count all Income Sub assessment record sets where the Receiving Income Source is Yes or null and where the Income Source is a HUD valid value If the user answers the Is using the Receiving Income Source field part of your workflow for HUD reporting prompt No then it will count all Income Sub assessment record sets where the Income Source is a HUD valid value 17 Questions 7 and 26 Non Cash Benefits Logic The 0625 report uses the following logic for the Non Cash Benefits section of Q7 and Q26 If the user answers the Is using the Receiving Benefit field part of your workflow for HUD reporting prompt Yes then it will count all Non Cash Benefits Sub assessment record sets where the Receiving Benefit is Yes or null and where the Income Source is a HUD valid value If the user answers the Is using the Receiving Benefit field part of your workflow for HUD reporting prompt No then it will count all Non Cash Benefits Sub assessment record sets where the Non Cash Benefits is a HUD valid value Bowman Systems Page 25 of 36 0625 HUD CoC APR ART Gallery Report v11 18 IMPORTANT Known Installation Issue As stated above this report utilizes several detail type variables that are each associated with
40. ncome sub assessment folder from Exit Objects from Exit Objects Monthly Income sub assessment folder from Entry Exit folder from HUD COC APR folder Virtual field names for ASSESSMENT objects appear in parenthesis below their corresponding field names e Entry Exit Uid e Client Unique Id e Entry Exit Client Id e Non cash benefit received in past 30 days from Entry Exit Client folder from Entry Exit Client folder from Entry Exit Client folder from Entry Objects folder Bowman Systems ART Gallery Report 0625 HUD CoC APR v11 Page 32 of 36 SVP_ANYSOURCE30DAYNONCASH Source of Non Cash Benefit from Entry Objects Non Cash Benefits SVP_NONCASHBENEFITSSOURCE sub assessment folder Receiving Benefit from Entry Objects Non Cash Benefits SVP_RECEIVINGBENEFIT Non cash benefit sub assessment folder received in past 30 days from Exit Objects folder SVP_ANYSOURCE30DAYNONCASH Source of Non Cash Benefit from Exit Objects Non Cash Benefits SVP_NONCASHBENEFITSSOURCE sub assessment folder Receiving Benefit from Entry Objects Non Cash Benefits SVP_RECEIVINGBENEFIT sub assessment folder Filter Objects e Entry Exit Uid from Entry Exit folder Results from another query Last Entry Exit Id from HUD COC APR folder Query Name Disab Entry Universe ee_cutoff_u Result Objects Virtual field names for ASSESSMENT objects appear in parenthesis below their corresponding field names
41. number of records for Unaccompanied Youth 8 Total number of records for Leavers 1 103 Data Element poached Missing Data First Name o o Last Name o o ISSN o o Date of Birth 1 o Race 9 44 Ethnicity 9 1 Gender o o Veteran Status 10 3 Disabling Condition 20 19 Residence Prior to Entry 3 59 Zip of Last Permanent Address 65 13 Housing Status at entry 18 1 076 Income at entry 1 350 Income at exit 9 213 Non Cash Benefits at entry 16 814 Non Cash Benefits at exit 12 sas Physical Disability at entry 6 54 Developmental Disability at entry 1 54 Chronic Health Condition at entry o 54 HIV AIDS at entry 0 54 Mental Health at entry 4 54 Substance Abuse at entry 8 54 Domestic Violence at entry 8 37 Destination 70 300 Diagram 2 Tab A Question 7 Diagram 2 This tab provides the information needed to complete Question 7 of the CoC APR Question 7 focuses on data completeness The upper table of Tab A displays the total number of client records included in the report the number of adults the number of unaccompanied youth and the number of leavers The bottom table of Tab A displays the number of total clients with a unknown values for the various data elements with column two reporting those with Don t Know or Refused answers and column three reporting those with missing values All Tab A calculations are based on the HUD vendor specifications for this reports as explained in Technical Note
42. ock filter Unaccompanied Youth Block filter Last Episode Block Filter Bowman Systems ART Gallery Report Page 11 of 36 0625 HUD CoC APR v11 21 Veteran Status Veteran Status Number of Adults in Households Total Without Children With dame a nie Veteran 136 134 2 o Not a Veteran 1 085 942 142 1 Don t KnowRefused 10 6 4 0 Information Missing 3 3 o o Total 1 234 1 085 148 1 22a1 Physical and Mental Health Condition Types at Exit Leavers Known Physical and Mental Health Conditions Leavers Total Number by Type All Persons Adults Children Unknown Mental Iliness 392 391 1 0 Alcohol Abuse 302 301 1 0 Drug Abuse 265 265 o 0 Chronic Health Condition o o o o HIV AIDS and Related Diseases 5 4 1 0 Developmental Disability 18 15 3 oO Physical Disability 307 305 2 o 22a2 Known Physical and Mental Health Condition at Exit Leavers Number of Known Conditions Leavers Total Number by Type All Persons Adults Children Unknown None 399 244 155 0 1 Condition 222 216 6 oO 2 Conditions 216 215 1 0 3 Conditions 241 240 1 Condition Unknown 13 10 3 0 Don t Know Refused 10 3 7 0 Information Missing 2 1 1 0 TOTAL 1 103 929 174 oO Diagram 9 22b1 Physical and Mental Health Condition Types at Exit Stayers Known Physical and Mental Health Conditions Stayers Total Number by Type All Persons Adults Children Unknown Mental Iliness 146 145 1
43. ons Contacted Rates During the Operating Year First contacted at place not meant for human habitation First contacted First contacted First contact at non housing at housing place was service site location missing Total Once 72 o o 0 72 2 5 Times 1 o 1 0 16 9 Times o o 0 oO o 10 Times o o 0 3 o TOTAL 73 0 0 1 72 Number of Persons Engaged by Number of Contacts During the Operating Year eS First contacted First contacted First contact ies forhoman 3tnon housing at housing place was trols service site location missing o o o 63 o o oO 63 Total 1 Contact 2 5 Contacts 6 9 Contacts 10 Contacts D glolol lg olojolo alojo o o o TOTAL o Rate of Engagement 87 67 o o 100 00 87 50 Diagram 4 Tab C Question 12 Diagram 4 This tab provides the information related to Street Outreach contacts and engagements that is needed to complete question 12 of the CoC APR Question 12 Tab C contains 3 tables The top table crosstabs the outreach counts by frequency of contact and the location of the first contact The second table is a subset of the population counted in the first table limited to only those who were engaged as a result of the contacts The third simply shows the overall engagement rate and breaks it down by the location of first contact Note that question 12 uses the Outreach sub assessment and the Date of Engagement assessment question In order for data to be properly tr
44. ospital non Psychiatric Jail or Prison Subtotal o 4n 20 w On OWA HN ooowooo 2 eo00 0000 ejo o jojo ojojo oe n 0 e jo ojojojo e jo ojojojo ejo ojojojo Other Destinations Deceased other Don t KnowiRefused information Missing Subtotal 3 5 21 106 29 w 15 onooo o oooo Diagram 14 Tab M Question 29a1 Diagram 14 This tab provides the information needed to complete question 29a1 of the CoC APR Question 29a1 reports on Exit Destination by household type and considers only clients who have left the program after an enrollment period of more than 90 days Dimensions used as the basis for Question 29a1 Client Unique Id EE Destination Client Household Type EE Last Episode Block filter EE Leave or Stay Block filter Length of Stay Block filter Bowman Systems ART Gallery Report Page 17 of 36 0625 HUD CoC APR v11 36a Permanent Housing Programs Exhibit 2 Exhibit 2 Actual of Difference Target of Target of person in the Actual of Actual of between persons who persons who program for persons who persons who Exhibit 2 Petecmenee a were expected were expected whom the accomplished accomplished Target and to accomplish to accomplish measure is this measure this measure Actual this measure tis measure appropriate Performance 1 Housing Stability Measure 181 140 77 35 2a Total Income Measure 160 140 87
45. p e count adults between the ages of 18 and 61 that either maintained or increased their Earned Income Questions 36 b amp d count adults between the ages of 18 and 61 that increased their Earned Income Bowman Systems Page 18 of 36 0625 HUD CoC APR ART Gallery Report v11 Disability Measures a f Question 36c only counts clients that have a specific HUD disability recorded in the sub assessment as shown below in Diagram 15 If the user answers Yes to the Is using the Disability Determination field part of your workflow for HUD reporting prompt then it will also check to see if the corresponding Disability determination question is answered Yes or null If any other value is selected for the Disability determination the record will be excluded If the user answers No to the Is using the Disability Determination field part of your workflow for HUD reporting prompt then it will count all clients with a specific HUD disability recorded in the sub assessment as shown below in Diagram 15 Note If there are multiple disability records the record closest to the entry for stayers or exit for leavers is the one used for the calculation Measure HUD Disability 2a Physical Disability Physical Medical HUD 40118 or Physical HUD 40118 2b Developmental Disability Developmental HUD 40118 2c Chronic Health Disability Chronic Health Condition
46. producing the screen shots 12 Disability Sub assessment Data Handling The Classifying client disability categories table below Diagram 17 shows how clients are included in Q7 Q18a Q18b Q22a2 and Q22b2 of the CoC APR as specified by v1 9 of the document entitled HUD Annual Performance Report APR Programming Specifications The first column displays the Do you have a disability of long duration question the second column is the count of HUD Disability Types and the last Result column shows the classification for the CoC APR The three fields used in classifying disabilities for the CoC APR are the Disability determination field on the Disability Sub assessment the Disability Type field on the Disability Sub assessment and the Do you have a disability of long duration Assessment question Classifying client disability categories If the user answers the Is using the Disability Determination field part of your workflow for HUD reporting prompt Yes then it will count all Disability Sub assessment record sets where the Disability determination is Yes or null and the Disability type is HUD valid value If Disability Type is Both alcohol and drug abuse HUD 40118 count as two disabilities If the user answers the Is using the Disability Determination field part of your workflow for HUD reporting prompt No then it will count all Disability Sub a
47. r Stay EE Program Type Block filter Disab 36c Group Entry Disab36c Group Exit Bowman Systems Page 19 of 36 0625 HUD CoC APR ART Gallery Report v11 Service Entry Service Exit Disab Date Entry Disab Date Exit HUD CoC APR Annual Performance Report Additional Information User Prompt Field Value s Selected 1 Select Provider Group s 1 Select Provider s 1 10th Street Shelter 2055 2 Enter Start Date 1 1 2009 3 Enter End Date PLUS 1 Day 1 1 2010 4 Select Entry Type HUD 5 Enter Adult Age 18 EDA Provider Default Provider Enter Effective Date 1 1 2010 Is using the Disability Determination field part of your Yes workflow for HUD reporting Is using the Receiving Income Source field part of your Yes workflow for HUD reporting Is using the Receiving Benefit field part of your workflow Yes for HUD reporting Client Count Unduplicated Provider Reporting Information Based on Uid Count 1 10th Street Shelter 2055 aG 96 Additional Information 2012 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 httpv www bowmansystems com Diagram 16 Tab O Additional Information Diagram 1
48. s virtual field name for assessment questions V4 Revised version BETA Changed Q22 columns to follow HUD guidelines Adults Children Unknown Updated Q25 to count Income Sources without amounts Updated Q25 to count non HUD Income Sources as Other Updated Q26 to count non HUD Benefit Sources as Other V5 Revised version BETA Updated report description to reference HUD CoC APR instead of HUD HPRP Updated Mapping Guide with clarification on Source of Non Cash Benefit location Updated Q7 to count Residence Prior to Entry for adults and unaccompanied youth only Same as Q20 Updated Q23 and Q24 to correct count No Income for Same Income at Exit column V6 Revised version BETA Resolved issue with reporting on data entered after the reporting period V7 Revised version Updated Q23 24 with new HUD logic to count Total Monthly Income where present regardless of sum of income in subassessment Reference updated income table for details Updated Q25 with updated HUD guidelines on counting Income Sources Added EDA Provider to Prompt Summary V8 Revised version BETA Updated Q23 and Q24 to properly calculate Unknown Income Change Updated Q23 and Q24 to count income between 0 01 and 0 99 Updated Q23 and Q24 to mark clients with Total Monthly Income 0 00 Income Last 30 Days null and No Income Source specified as No Income instead of Missing Updated Technical Note 14 V9 Corrected header for Q26b2
49. second table focuses household counts relative to the quarterly PIT counts All Tab B calculations are based on the HUD vendor specifications for this reports as explained in Technical Note 3 In question 8 the Client Household Type methodology is used in the counting of households however in question 9 the Master Household methodology is used See Technical Note 4 for additional information regarding Household count methodologies It should be noted that for some grants that begin mid year the quarterly PIT counts will not display in chronological order For example grants beginning on October 1 will have their first quarter PIT data displayed on the fourth row labeled October rather than on the first row labeled January Dimensions used as the basis for Question 8a Client Unique Id Adult Child Client Household Type Date of Birth Type Dimensions used as the basis for Question 8b Length of Operating Stay Client Household Type Dimensions used as the basis for Question 8c Client Unique Id PIT January PIT April PIT July PIT October Client Household Type Dimensions used as the basis for Question 9a Master Household Id Master Household Type Dimensions used as the basis for Question 9b Master Household Id Master Household Type PIT January PIT April PIT July PIT October Bowman Systems Page 6 of 36 0625 HUD CoC APR ART Gallery Report v11 12 Client Contacts and Engagements Number of Pers
50. sion as shown in the Technical Note 18 below In cases where the Associated Dimension has been stripped during installation the Associated Dimension will appear blank When this has occurred the user will need to edit the variable specify the proper dimension save the variable and resave the report prior to use The table in Technical Note 18 below lists the detail variables in this report along with their proper associated dimension To insure that this report is returning the proper results it is very important that these associations be checked verified following installation and prior to running the report Before running the report Prior to running the report the user must have access to the list of ServicePoint providers included in the grant and the starting ending dates for the current reporting period Bowman Systems Page 2 of 36 0625 HUD CoC APR ART Gallery Report v11 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 that a selection has been made The user should then single click the Refresh Data button to generate the report S Prompts _ e a Select or type the prompt values for each prompt below v 1 Select Provider Group s EMPTY_VAL
51. ssessment record sets where Bowman Systems Page 22 of 36 0625 HUD CoC APR ART Gallery Report v11 the Disability type is HUD valid value If Disability Type is Both alcohol and drug abuse HUD 40118 count as two disabilities Do you have a disability of long duration Disability Type Count Result No HUD ofie S O Condition Unknown Yes HUD Don t Know HUD Refused HUD Po Don t Know Refused null or any other Non HUD value Missing Information any value including null 1 2 3 Condition s Diagram 17 13 Street Outreach Contacts and Engagements It is important to note that question 12 uses the Outreach sub assessment and the Date of Engagement assessment question In order for this data to be properly transferred to the data universe the Outreach sub assessment needs to be marked as reportable added to an assessment and published to the appropriate provider s It should be noted that while alternative workflows methods for collecting street outreach contacts and engagements are possible using ServicePoint and may be in keeping with the HUD HMIS Data Standards they are not currently supported by this report so implementations using such alternatives will need to substitute alternative own data for the Tab C data when transferring the information into the HDX 14 Question 23 24 Logic The chart below Diagram 18 represents the logic error handling used in determining the client s income categor
52. sub assessment folder from Entry Objects Monthly Income sub assessment folder from Entry Objects Monthly Income sub assessment folder from Entry Objects from Entry Objects Monthly Income sub assessment folder from Entry Exit folder from HUD COC APR folder Bowman Systems ART Gallery Report Page 31 of 36 0625 HUD CoC APR v11 Query Name Inc Exit Universe ee_ cutoff_u Result Objects Virtual field names for ASSESSMENT objects appear in parenthesis below their corresponding field names e Entry Exit Uid e Client Unique Id e Entry Exit Client Id e Income received from any source in past 30 days SVP_ANYSOURCE30DAYINCOME e Recordset ID e Source of Income SOURCEOFINCOME e Start Date MONTHLYINCOMESTART e End Date MONTHLYINCOMEEND e Last 30 Day Income AMOUNTMONTHLYINCOME e Total Monthly Income HUD_TOTALMONTHLYINCOME e Receiving Income Source SVP_RECEIVINGINCOMESOURCE Filter Objects e Entry Exit Uid Results from another query Last Entry Exit Id Query Name Non Cash Universe ee_ cutoff_u Result Objects from Entry Exit folder from Entry Exit Client folder from Entry Exit Client folder from Exit Objects folder from Exit Objects Monthly Income sub assessment folder from Exit Objects Monthly Income sub assessment folder from Exit Objects Monthly Income sub assessment folder from Exit Objects Monthly Income sub assessment folder from Exit Objects Monthly I
53. try Exit Provider Id e Entry Exit Reason Leaving e Entry Exit Type e Entry Exit Tenure e Entry Exit Subsidy e Entry Exit Client Id e Client Unique Id e Client First Name e Client Last Name e Client Middle Name e Client Soc Sec No Dashed e Client SSN Data Quality e Client Gender e Client Primary Race e Client Secondary Race e Client Ethnicity e Is Client U S Military Veteran VETERAN e Zip Code of Last Permanent Address HUD_ZIPCODELASTPERMADDR e Zip data quality HUD_ZIPDATAQUALITY e Type of Living Situation TYPEOFLIVINGSITUATION e Date of Birth Type SVPPROFDOBTYPE e Housing Status HOUSINGSTATUS e Housing Status HOUSINGSTATUS e Domestic Violence victim survivor DOMESTICVIOLENCEVICTIM e Extent of Domestic Violence HUD_EXTENTOFDV e Entry Exit Provider Program Type from from from from from from from from from from from from from from from from from from from from from from from from from from from from from from Entry Exit folder Entry Exit folder Entry Exit folder Entry Exit folder Entry Exit folder Entry Exit folder Entry Exit folder Entry Exit folder Entry Exit folder Entry Exit Client folder Entry Exit Client folder Entry Exit Client Client Unique Id folder Entry Exit Client Client Unique Id folder Entry Exit Client Client Unique Id folder Entry Exit Client Client Unique Id folder Entry Exit Client
54. y at entry The same logic is used in determining the client s income at exit and subsequently in which of the four income change columns the client is counted These questions involve the determination of a client s monthly income In cases where client s Total Monthly Income assessment question is populated that amount is used regardless of the sum of the sub assessment If the user answers the Is using the Receiving Income Source field part of your workflow for HUD reporting prompt Yes then it will count all Income Sub assessment record sets where the Receiving Income Source is Yes or null and where the Income Source is a HUD valid value If the user answers the Is using the Receiving Income Source field part of your workflow for HUD reporting prompt No then it will count all Income Sub assessment record sets where the Income Source is a HUD valid value NOTE A client must have a valid income amount 0 or more at both entry and at exit to be included in the Average Change calculation that is clients whose income is unknown at exit those counted in column 7 are excluded from the average change calculation Bowman Systems Page 23 of 36 0625 HUD CoC APR ART Gallery Report v11 Total Monthly Income Last 30 Last 30 Day Income Income Sources Income Yes No re Amount within the sub ee Income Category assessment assessment wit
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