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1. 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 number of records for Unaccompanied Youth 8 Total number of records for Leavers 1 103 Data Element Don t Know Missing Data First Name o o Last Name 0 ISSN o o Date of Birth 1 o Race o 44 Ethnicity 9 1 Gender o 0 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 11 350 Income at exit e 213 Non Cash Benefits at entry 16 814 Non Cash Benefits at exit 12 444 Physical Disability at entry 6 54 Developmental Disability at entry 1 54 Chronic Health Condition at entry 0 54 HIV AIDS at entry 0 54 Mentai Health at entry 4 54 Substance Abuse at entry 8 54 Domestic Violence at entry 8 37 Destination 70 309 Figure 2 Tab A Question 7 Figure 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 Client Doesn t Know or Client Refused answers and column th
2. 2e Mental Health Disability 2f Substance Abuse Mental Health Problem HUD 40118 Alcohol Abuse HUD 40118 or Drug Abuse HUD 40118 or Both alcohol and drug abuse HUD 40118 Figure 15 Actual of persons in the project 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 Relationship to Head of Household Dimensions used as the basis for Question 36c Client Unique Id EE Destination Client Household Type EE Last Episode Block filter EE Leave
3. 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 LJ 0 o oO o Female 1 0 0 1 Transgendered o 0 o o o Other 0 0 0 te 0 Don t Know Refused 0 0 o 0 o Information Missing LJ 0 0 0 o Subtotal 1 0 0 0 1 Figure 5 Tab D Question 15 Figure 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 9 of 43 0625 HUD CoC APR v25 16 Age Age Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type lUnder 5 144 i oe 139 5 o 5 12 139 Sari 129 10 o 13 17 38 Se 38 o 0 18 24 188 153 a h H 1 25 34 280 204 76 Sia o 35 44 278 253 25 ae Ress 0 J45 54 330 327 12 I taal 0 55 61 109 109 0 Far ieee o je2 40 38 1 e eae o Don t Know Refused 1 o 0 o 1 Information Missing 0 o 0 o o
4. Age Error Negative Age or 100 o o o 0 it 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 Hispanic Latino 85 57 28 o o Don t Know Refused a o 7 o 2 information Missing 1 1 0 0 o 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 267 7 250 4 2 Black or African American 379 262 111 6 0 Asian 17 7 10 o o American Indian or Alaska Native 97 70 24 3 o Native Hawaiian or Other Pacific Islander 1 1 0 oO Multiple Races 42 16 24 2 i Don t Know Refused Q 1 0 o information Missing 44 17 7 o 0 Total 1 556 1 085 454 15 2 Figure 6 Tab E Questions 16 17 Figure 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 e SNAPS and theses clients are not included in any of the other age
5. HUD Health Insurance obtained through COBRA HUD Private pay health insurance HUD State health insurance for adults HUD Q29a1 and a2 Destination e Data not collected HUD maps into Information Missing e Long term care facility or nursing home HUD maps into Rental by Client with other Ongoing Subsidy e Moved from one HOPWA funded project to HOPWA TH HUD maps to Transitional housing for homeless persons e Moved from one HOPWA funded project to HOPWA PH HUD maps to Permanent housing for homeless persons e No exit interview completed HUD maps to Information Missing e Rental by client with GPD TIP subsidy HUD maps into Rental by Client with other ongoing Subsidy e Residential project or halfway house with no homeless criteria HUD maps into Other Q36a Permanent Housing Measure 1 Housing Stability Bowman Systems Page 42 of 43 0625 HUD CoC APR ART Gallery Report v25 e Should now include PH Rapid Re Housing HUD in PSH only e New Permanent Housing Destinations include o Long term care facility or nursing home HUD o Moved from one HOPWA funded project to HOPWA PH HUD o Rental by client with GPD TIP housing subsidy HUD Q36b c e Transitional Housing Street Outreach Safe Haven Measure 1 Housing Stability e New Permanent Housing Destinations include o Long term care facility or nursing home
6. 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 v25 Page 33 of 43 SVP_ANYSOURCE30DAYNONCASH e Source of Non Cash Benefit SVP_NONCASHBENEFITSSOURCE e Receiving Benefit SVP_RECEIVINGBENEFIT e Non cash benefit received in past 30 days SVP_ANYSOURCE30DAYNONCASH e Source of Non Cash Benefit SVP_NONCASHBENEFITSSOURCE e Receiving Benefit SVP_RECEIVINGBENEFIT e Covered by Health Insurance e Covered e Health Insurance Type e Covered by Health Insurance e Covered Health Insurance Type Filter Objects e Entry Exit Uid Results from another query Last Entry Exit Id Query Name Disab Entry Universe ee_cutoff_u Result Objects from Entry Objects Non Cash Benefits sub assessment folder from Entry Objects Non Cash Benefits sub assessment folder from Exit Objects folder from Exit Objects Non Cash Benefits sub assessment folder from Entry Objects Non Cash Benefits sub assessment folder from Entry Objects folder from Entry Objects Health Insurance from Entry Objects Health Insurance from Exit Objects folder from Exit Objects Health Insurance from Exit Objects Health Insurance 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 from Entry E
7. 2012 and income is updated on 2 1 13 this client will appear as missing in the APR since the update is made after the end of the operating year to avoid this issue update the client s income one day early on 1 31 2013 the 365 day of enrollment Bowman Systems Page 26 of 43 0625 HUD CoC APR ART Gallery Report v25 19 IMPORTANT Known Installation Issue As stated above 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 in the associated dimension being stripped from the variable during the installation process When this occurs the report will return multivalue 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 Dim
8. Age Entry Merge Last EE Id EE Client HH Type Merge Last EE Id EE Destination Merge Last EE Id EE Entry Date Merge Last EE Id EE Entry Date Less 2 Mo Merge Last EE Id EE Last Episode Merge Last EE Id EE Leave or Stay Merge Last EE Id EE LOS EE Program Type EE Sliding Date EE Entry Date Merge Last EE Id Merge Last EE Id Merge Last EE Id EE Sliding Date Once and Future Merge Last EE Id Entry Exit Provider Merge Last EE Id Program Type Code 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 IncAmt Exit M2 Merge Last EE Id IncDate Exit M2 Merge Recordset Inc Inc Entry 24 EIC Other Merge Recordset Inc Inc Exit 24 EIC Other Merge Recordset Inc IncNCYN Entry Merge Last EE Id IncNCYN Exit Merge Last EE Id IncSource Entry Merge Recordset Inc IncSource Entry NFR Merge Recordset Inc IncSource Exit Merge Recordset Inc IncSource Exit M2 Merge Recordset Inc Bowman Systems ART Gallery Report Page 28 of 43 0625 HUD CoC APR v25 IncSource Exit NFR Merge Recordset Inc Inc SourceNC Entry Merge Last EE Id Inc SourceNC Exit Merge Last EE Id IncYN Entry Merge Last EE Id IncYN Exit Merge Last EE
9. Did Not have Income Category at Entry and Gained it at Follow up Exit Edited Doc to reflect instructions for Leap Year V22 Revision Per HUD clarification modified Q36 to include Rapid Re Housing corrected formula for Q15 so Other Gender is not counted in missing row added manual clarification regarding inclusion of multiple providers in single report run V23 Revision Revised APR to HUD specifications to update to 2014 HUD Data Dictionary See Appendix below for specifics V24 Revision Revised APR to adjust picklist values for Q17 Q22 V25 Revision Updated total row for Q25 to include new income picklist values Bowman Systems ART Gallery Report Page 38 of 43 0625 HUD CoC APR v25 APPENDIX A 2014 APR changes due to implementation of 2014 Data Dictionary Q7 HMIS or Comparable Database Data Quality e First name and last name o If first name is missing or blank report client in Don t Know or Refused if Name DQ Client Doesn t Know or Client Refused o If last name is missing or blank report client in Don t Know or Refused if Name DQ Client Doesn t Know or Client Refused e Disabling Condition o Reduce count of clients from All clients to Adults only e Gender o Change Transgendered to Transgender e Residence Prior to Entry o Expand count of clients from Adults and Unaccompanied Youth to Adults and All Heads of Household e Zip Code of Last Permanent Address o Repor
10. Entry Exit Reviews folder Entry Exit Client folder Bowman Systems ART Gallery Report Page 36 of 43 0625 HUD CoC APR v25 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 includes 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 BE
11. Id Prior Residence Merge Last EE Id RaceP Merge Last EE Id RaceS Merge Last EE Id Service Entry Merge Recordset Disab Service Exit Merge Recordset Disab Veteran Merge Last EE Id ZipCode Merge Last EE Id Zip Quality Merge Last EE Id 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 e SNAPSdata Bowman Systems ART Gallery Report Page 29 of 43 0625 HUD CoC APR v25 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 BISData 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 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 folde
12. PIT April PIT July PIT October Bowman Systems Page 7 of 43 0625 HUD CoC APR ART Gallery Report v25 12 Client Contacts and Engagements Number of Persons Contacted Rates During the Operating Year First contacted Fit contacted Firstcontacted First contact at place not z otal meant for human 2 non housing at housing place was habitation service site location missing Once 72 o o 0 72 2 5 Times 1 o 1 0 6 9 Times 0 o o o o 10 Times 0 o o o 0 TOTAL 73 o 0 1 72 Number of Persons Engaged by Number of Contacts During the Operating Year First contacted Fist contacted Firstcontacted First contact at place not a z Total at non housing at housing place was arend service site location missin habitation g 1 Contact 63 o o o 63 2 5 Contacts 1 o o 1 o 8 9 Contacts 0 o o o o 10 Contacts 0 o o o 0 TOTAL 64 o o 1 63 Rate of Engagement 87 67 o o 100 00 87 50 Figure 4 Tab C Question 12 Figure 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 locati
13. Refused Null Yes or null Null Any amount or null NULL 0 00 or null Yes or null Any selection not null Null NULL Do not include any sub assessments that do not have a corresponding Income Source in the sum of sub assessment Income Figure 18 e When Client Profile Method to update Follow up income If sub assessment values are ignored because the start dates are not updated with valid dates during the time period based off of the entry exit entry date the assessment question ncome received from any source in past 30 days logic is used where a selection of No will be counted as a Zero income and a Yes selection will count as missing income This will result in a greater number of clients being counted in the No Income Category than if using the Interim Review Workflow f Note Clients with an income amount in the Total Monthly Income field and no valid sub assessments are included in the Other income category These can be corrected if desired using the input controls located on the Income Tab of the 0631 APR Detail report Bowman Systems ART Gallery Report Page 25 of 43 0625 HUD CoC APR v25 15 Entry of data into HUD e SNAPS E SNAPS displays only the applicable data entry screens for each project type There may be portions of this report are not applicable 16 Question 7 Income Logic A client s monthly income information considers both the Income sub assessment and the Total Monthly Income ass
14. Stay Block filter Relationship to Head of Household 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 Relationship to Head of Household Bowman Systems Page 15 of 43 0625 HUD CoC APR ART Gallery Report v25 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 MEDICAID Health Insurance 48 MEDICARE Health Insurance 17 State Children s Health Insurance 35 wic 1 VA Medical Services 12 TANF Child Care Services 1 TANF Transportation Services 0 Other TANF Funded Services J Temporary Rental Assistance 0 Section 8 Public Housing Rental Assistance 2 Other Source 2 TOTAL 510 Adults 382 Children 10 8o olololo olo ogo a Age Unknown o eoooooooooo0oo0 26a2 Non Cash Benefits by Exit Status Leavers No Sources 214 1 Source s 435 Don t Know Refused 10 Missing this Information 444 TOTAL 1 103 Client Non Cash Benefits by Exit Status Number of Non Cash Benefits by Number of Persons Leavers Adults 196 413 311 929 Children 18 2 1 133 174 Age Unknown 0 oooo Figure 12 Tab K Question 26 Figure 12 This tab provides the information needed to complete question 26 of the CoC APR Question 26 Ta
15. Zip data quality HUD_ZIPDATAQUALITY Type of Living Situation TYPEOFLIVINGSITUATION Date of Birth Type SVPPROFDOBTYPE Housing Status SVP_HUD_HOUSINGSTATUS Housing Status SVP_HUD_HOUSINGSTATUS Domestic Violence victim survivor DOMESTICVIOLENCEVICTIM Extent of Domestic Violence HUD_EXTENTOFDV Entry Exit Provider Program Type Name Data Quality 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 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 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 Entry Exit Client folder Bowman Systems ART Gallery Report Page 31 of 43 0625 HUD CoC APR v25 e Relationship
16. by Progr ntries v11 05 31 Released 2012 01 01 04 32 0 2 Service Transaction 0119 System Growth by Progr xits v11 05 31 Released 2012 01 01 04 32 3 0120 Period End Engollpent v11 05 31 Relgase 2012 01 01 04 32 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 multivalue 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 in the Technical Note 19 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
17. days 4 5 Yrs 10 1 a More than 1825 Days gt 5 Yrs 29 4 25 Information Missing o 0 o Total 1 556 1 103 453 Average and Median Length of Participation in Days Average Length Median Length Leavers 106 30 Stayers 524 184 Figure 13 Tab L Question27 Figure 13 This tab provides the information needed to complete question 27 of the CoC APR Question 27 reports Length of project 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 mean 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 17 of 43 0625 HUD CoC APR v25 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 Sub
18. 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 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 Note Question 8 Average Number of persons Served Each Night calculates the average number of persons served each night during the operating year by dividing the total number of nights of service among all persons served by the total number of nights during the operating year Household type for this field is determined by the household type on the last relevant stay in the operating year The total number of nights of service can be calculated using the project entry and exit dates for each stay a per
19. is looks at the operating year in question as compared to the client s Entry Date and looks for any income update increase decrease no change subsequent to the client s entry date but before the end date selected in the prompts Income records for stayers enrolled for 365 days should be updated annually There are two methods that can be used to update income at Follow Up e Interim Reviews Best Practice Update income during each period of enrollment exceeding 365 days If there is no income change create Interim Review with appropriate date and make no changes to sub assessment record e Directly on client profile Income changes should be entered on client profile Indicate no change by end dating the Entry Income and recreating the income source on the update date with the SAME amount reflected at entry Note If you are using this method and a client had NO income at entry you will have to enter a No Financial Resources source at follow up You do not have to go back to the Entry Date and enter a No Financial Resources source You must select the No Financial Resources HUD value with a OS for the amount Note regarding Leap Year In a Leap Year 2012 2016 an Annual Update made on the client s anniversary date will not appear in the report if the Operating Year selected in the prompts is the same as the Client s Anniversary Date For example if the operating year is 2 1 2012 to 2 1 2013 and the client enrolls on 2 1
20. more information on how this prompt answer is used in the report 10 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 If Yes is not a selection then type in Yes noting that case matters Please see Technical Note 17 for more information on how this prompt answer is used in the report 11 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 If Yes is not a selection then type in Yes noting that case matters Please see Technical Note 12 for more information on how this prompt answer is used in the report 12 Is using Interim Reviews Part of your workflow for HUD reporting The user should select the appropriate Yes or No value based upon if they use the Interim Reviews in their data entry workflow for HUD If Yes is not a selection then type in Yes noting that case matters Please see Technical Note 18 for more information on how this prompt answer is used in the report Bowman Systems Page 4 of 43 0625 HUD CoC APR ART Gallery Report v25
21. of birth DOB Race Ethnicity and Social Security 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 producing the scre
22. or Stay EE Program Type Block filter Disab 36c Group Entry Disab36c Group Exit Service Entry Service Exit Disab Date Entry Disab Date Exit Relationship to Head of Household Bowman Systems ART Gallery Report Page 20 of 43 0625 HUD CoC APR v25 HUD CoC APR Annual Performance Report Additional Information User Prompt Field Value s Selected 1 Select Provider Group s None Selected 1 Select Provider s Egmu Haekb ku Hntvtbxko Vghsinrkjuro Aeihunr 2691 2 Enter Start Date 8 1 2011 3 Enter End Date PLUS 1 Day 8 1 2012 4 Select Entry Type HUD 5 Enter Adult Age 18 EDA Provider Default Provider Enter Effective Date 8 1 2012 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 Is using Interim Reviews part of your workflow for HUD Yes reporting Client Count Unduplicated Provider Reporting Information Based on Uid Count Egmu Hqekb ku Hntvtbxko Vahsinrkjuro Aeihunr 2681 177 177 Figure 16 Tab O Additional Information Figure 16 Tab O data is NOT entered into the HUD e SNAPS 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 clien
23. 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 and for the CoC APR Income Changes documents available on the OneCPD website CoC APR Programming Specifications CoC APR Revisions HMIS 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 project entry of the clients last project 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 Id field 6 Inclusion In orde
24. the proper dimension save the variable and resave the report prior to use The table in Technical Note 19 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 Bowman Systems Page 2 of 43 0625 HUD CoC APR ART Gallery Report v25 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 How to run Upon opening the report the user will be prompted see Figure 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 2s Select or type the prompt values for each prompt below V 1 Select Provider Group s None Selected EDA Provider Default Provider V 1 Select Provider s Egmu Hqekb ku Hntvtbxko Vqhsinrkjuro Aeihunr 2691 EDA Provider Default Provider V 2 Enter Start Date 8 1 2011 12 00 00 AM V 3 Enter End Date PLUS 1 Day 8 1 2012 12 00 00 AM v v 4 Select
25. to Head of Household Filter Objects e Entry Exit Uid Results from another query Last Entry Exit Id Query Name Inc Entry Universe ee_ cutoff_u Result Objects from Entry Exit Client 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 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 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 32 of 43 0625 HUD CoC APR v25 Query Name Inc Exit Un
26. 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 e SNAPS data input screens to facilitate on line reporting A companion ART Gallery Report 0631 APR Detail provides the related data detail and data quality information needed by the user to insure that the data 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 A minimum of quarterly runs are recommended PURPOSE Required reporting and project monitoring COMPATIBILITY AND SYSTEM REQUIREMENTS This version of the report requires ServicePoint 5 11 x or higher 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 Aproject 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 project Exit d
27. BILITYTYPE 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 43 0625 HUD CoC APR ART Gallery Report v25 Query Name Inc Interim Universe ee_review_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 Entry Exit Review Uid e Entry Exit Review Date e Income received from any source in past 30 days SVP_ANYSOURCE30DAYINCOME Filter Objects e Entry Exit Review Inactive e Entry Exit Review Point in Time Type e Client inactive from from from from from from Entry Exit folder Entry Exit Client folder Entry Exit Client folder Entry Exit Entry Exit Reviews folder Entry Exit Entry Exit Reviews folder Review Objects folder Entry Exit Entry Exit Reviews folder Entry Exit
28. C APR ART Gallery Report v25 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 period 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 the Entry Types to include by highlighting them in the left window and moving them 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 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 Receiving Income Source 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 Income Source sub assessment question in their data entry workflow for HUD If Yes is not a selection then type in Yes noting that case matters Please see Technical Note 14 for
29. Entry Type HUD EDA Provider Default Provider V 5 Enter Adult Age 18 Y EDA Provider Default Provider v v m Enter effective date 8 1 2012 12 00 00 AM v Is using the Receiving Income Source field part of your workflow for HUD reporting Yes EDA Provider Default Provider V Isusing the Receiving Benefit field part of your workflow for HUD reporting Yes EDA Provider Default Provider V Is using the Disability Determination field part of your workflow for HUD reporting Yes EDA Provider Default Provider V Isusing Interim Reviews part of your workflow for HUD reporting No EDA Provider Default Provider 2st NG Teal 1 Select Provider s dat ot Provar m gt Egmu Hgekb ku Hntvtbxko Vghsinrkjuro Aeihunr 2691 Last Refresh Date November 5 2013 8 59 39 AM GMT 06 2691 lA Refresh Data Cancel Figure 1 The user prompts contained in this report Figure 1 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 Bowman Systems Page 3 of 43 0625 HUD Co
30. HUD o Moved from one HOPWA funded project to HOPWA PH HUD o Rental by client with GPD TIP housing subsidy HUD Q36d SSO Programs Measure 1 Housing Stability e Should now include Emergency Shelter HUD Day Shelter HUD Coordinated Assessment HUD e New Permanent Housing Destinations include o Long term care facility or nursing home HUD o Moved from one HOPWA funded project to HOPWA PH HUD o Rental by client with GPD TIP housing subsidy HUD Bowman Systems Page 43 of 43 0625 HUD CoC APR ART Gallery Report v25
31. Persons DA Without With Children With Only Unknown Children and Adults Children HH Type None 587 193 284 10 o 1 Condition 297 270 26 1 2 Conditions 291 279 12 0 0 3 Conditions 309 306 3 o o Condition Unknown 39 32 Zz o o Don t Know Refused 18 1 16 o 1 Information Missing 15 4 6 4 1 TOTAL 1 556 1 085 454 15 2 19a Victims of Domestic Violence Past Domestic Violence Experience Number of Adults and Unaccompanied Children in Households Total Without With Children With Only Unknown Children and Adults Children HH Type Yes 130 74 55 1 o No 1 067 900 66 2 0 Don t Know Refused 8 1 7 oO o Information Missing 37 11 20 5 1 TOTAL 1 242 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 3 to 6 Months Ago o o 0 oO 0 6 to 12 Months Ago o e e i o More tha a year Ago o o 0 oO o Don t Know Refused 0 0 0 oO o Information Missing 128 73 54 1 o TOTAL 130 74 55 1 0 Figure 7 Tab F Questions 18 19 Figure 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 Questio
32. Systems Page 1 of 43 0625 HUD CoC APR ART Gallery Report v25 IMPORTANT Question 12 of the CoC APR On Tab C extracts information for reporting on Street Outreach projects 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 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 Figure 1 below q Reports gt ART x gt Last View avori m e nd Ls nes Advanced Reporting Tool Home ClientPoint New Report ResourcePoint ShelterPoint SF gt UB Inbox gt UR ART Report Templates Call Record Report A h Chent Served Report neh bd ort Ly ART 3 x Gallery BETA Fe amo eda colar 0114 System Growth by Clents v11 05 31 Released HUD 40118 APR Needs Report Outstanding Referrals 0116 System Growth by Provider v11 0S 31 Released 2012 01 07 09 04 oa 2011 12 31 11 30 O 0115 System Growth by Services v11 05 31 Released 2011 12 31 11 34 PATH 0117 System Growth
33. TA 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 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 Alter
34. Types by Exit Status Stayers e Reduce count from All Clients to Adults and All Heads of Household e Veteran s Disability Payment HUD is changed to VA Service Connected Disability Compensation HUD and maps to Veteran s Disability in the APR e Veteran s Pension HUD is changed to VA Non Service Connected Disability Pension HUD and maps to Veteran s Pension in the APR e Income received from any source in past 30 days changed to Income from Any Source Q26a1 and a2 Non Cash Benefit Types for Leavers e Reduce count from All Clients to Adults and All Heads of Household e Four items moved from NCB to Health Insurance o MEDICAID HUD o MEDICARE HUD o SCHIP HUD o Veteran s Administration VA Medical Services HUD e Health Insurance Sub Assessment NEW o Count these as Yes responses for Other Source in NCB Employer provided health insurance HUD Health Insurance obtained through COBRA HUD Private pay health insurance HUD State health insurance for adults HUD Q26a1 and a2 Non Cash Benefit Types for Leavers e Reduce count from All Clients to Adults and All Heads of Household e Four items moved from NCB to Health Insurance Sub Assessment in 5 11 1 o MEDICAID HUD o MEDICARE HUD o SCHIP HUD o Veteran s Administration VA Medical Services HUD e Health Insurance Sub Assessment NEW o Count these as Yes responses for Other Source in NCB Employer provided health insurance
35. ate that is either null because the Client has not yet exited or falls on or after the first day of the reporting period e Clients who have been enrolled for 365 days must have updated income records at some time in their enrollment period to pull correctly into Q23 Q24 and Q36 of the report Income should be updated using Interim Reviews via Update or Annual Assessment e Income must be updated annually for all stayers of 365 days of enrollment or longer NOTE This report contains a considerable amount of code which may increase run time significantly Consider scheduling the report as needed to reduce time waiting for the report to load Please be aware of the following caveats when running this report for multiple providers or from the Sys Admin level e The APR is intended for reporting on a single project annually Including several providers or altering the length of the date range selected may impact data e The APR utilizes the last episode logic throughout most of the report so if a client has more than one Entry Exit across multiple providers then the last episode may vary e Inthe questions where the APR doesn t utilize the last episode it pulls in information from all of the Entry Exits valid during the reporting period and this may impact length of stay e Running the APR as a System Administrator may impact visibility please keep this in mind when running reports for individual providers Bowman
36. b 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 and breaks down the data by Adult Child status This count is limited to Adults and Heads of Household only The new Health Insurance sub assessment values are included Medicaid Medicare SCHIP and VA Medical Services continue to count in the appropriate rows Other Health Insurance types are now included in the count for Other Source 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 Relationship to Head of Household Covered by Health Insurance Covered Health Insurance Type 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 Relationship to Head of Household Bowman Systems Page 16 of 43 ART Gallery Report 0625 HUD CoC APR v25 27 Length of Participation by Exit Status Length of Participation by Exit Status Number of Persons Total Leavers Stayers Less than 30 days 614 567 47 31 to 60 days 229 186 43 61 to 180 days 328 194 134 181 to 365 days 150 70 80 366 to 730 days 1 2 Yrs 130 63 67 731 to 1095 days 2 3 Yrs 41 13 28 1096 to 1460 days 3 4 Yrs 25 5 20 1481 to 1825
37. 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 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 10 of 43 0625 HUD CoC APR ART Gallery Report v25 18a Physical and Mental Health Types of Conditions at Entry Known Physical and Mental Health Conditions Number of Persons in Households Total Without With Children With Only Unknown Children and Adults Children HH Type Mental Iliness 525 514 11 oO o jAlcohol Abuse 404 400 4 oO o Drug Abuse 325 322 oO a Chronic Health Condition 0 o o oO o HIV AIDS and Related Diseases 5 4 1 0 o Developmental Disability 32 25 6 1 o Physical Disability 404 387 17 i o 18b Physical and Mental Health Known Conditions at Entry Number of Known Conditions Number of
38. dition Both Alcohol Abuse and Drug Abuse 2 conditions o NO children should be recorded in rows for Condition Unknown Don t Know Refused or Information Missing o Children with Zero affirmative conditions should be reported as None regardless of the value in the Disabling Condition assessment question e Only Adults should be counted in Information Missing which is expanded to include records with 0 known conditions and Disabling Condition is Null or equal to Data not collected HUD Q23 and 24 Income e Veteran s Disability Payment HUD is changed to VA Service Connected Disability Compensation HUD and maps to Veteran s Disability in the APR e Veteran s Pension HUD is changed to VA Non Service Connected Disability Pension HUD and maps to Veteran s Pension in the APR e Income received from any source in past 30 days changed to Income from Any Source Q25a1 and a2 Cash Income Types by Exit Status Leavers e Reduce count from All Clients to Adults and All Heads of Household e Veteran s Disability Payment HUD is changed to VA Service Connected Disability Compensation HUD and maps to Veteran s Disability in the APR e Veteran s Pension HUD is changed to VA Non Service Connected Disability Pension HUD and maps to Veteran s Pension in the APR Bowman Systems Page 41 of 43 0625 HUD CoC APR ART Gallery Report v25 Q25b1 and b2 Cash Income
39. ds with O known conditions and Disabling Condition is Null or equal to Data not collected HUD Q19a Victims of Domestic Violence e Expand count of clients from Adults and Unaccompanied Youth to Adults and All Heads of Household e Information Missing is expanded to include records where Domestic Violence is Null or equal to Data not collected HUD Q19b When Past Domestic Violence Occurred e Include clients where there is a Yes for Q19a and expand count of clients from Adults and Unaccompanied Youth to Adults and All Heads of Household e Information Missing is expanded to include records where Domestic Violence is Null or equal to Data not collected HUD Q20a1 Residence Prior to Program Entry Homeless situations e Expand count of clients from Adults and Unaccompanied Youth to Adults and All Heads of Household Q20a2 Residence Prior to Program Entry Institutional settings e Expand count of clients from Adults and Unaccompanied Youth to Adults and All Heads of Household Bowman Systems Page 40 of 43 0625 HUD CoC APR ART Gallery Report v25 Q20a3 Residence Prior to Program Entry Other locations e Expand count of clients from Adults and Unaccompanied Youth to Adults and All Heads of Household e Date not collected HUD maps into Information Missing e Long term care facility or nursing home HUD maps into Rental by Client with other ongoing Subsidy e Rental by cl
40. eased their Earned Income either on Follow up or on Exit Questions 36 b amp d count adults between the ages of 18 and 61 that increased their Earned Income Disability Measures a f Question 36c only counts clients that have a specific HUD disability recorded in Bowman Systems Page 19 of 43 0625 HUD CoC APR ART Gallery Report v25 the sub assessment as shown below in Figure 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 Figure 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 2c Chronic Health Disability Developmental HUD 40118 Chronic Health Condition 2d HIV AIDS Disability HIV AIDS HUD 40118
41. ed 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 37 of 43 0625 HUD CoC APR v25 V12 Revised version BETA Altered calculation for Q36b amp d Earned Income per HUD clarification to count only leavers Changed HDX references to e SNAPS on pages 1 9 20 23 25 28 V13 Revision Modified Tab A to count anonymous clients as missing for First Name and Last Name Resolved issue on Tab J where if there were 2 or more No Financial Resources HUD records with conflicting answers to the Income Received question the records will be counted as No Income Resolved issue on Tab J where cents between categories weren t accounted for For example 501 750 will now shows clients with 501 00 750 99 Added additional detail to manual for question 8 V14 Revision Disability Determination not included in 2 variables Disab 36c Group Entry and Disab 36c Group Exit Corrected this error V14 Doc Only ART universe updated to allow for more than one Entry Exit type to be selected in the same report run User Manual updated to indicate the implications of this change Changed Query 1 name from Data to BlSData V15 Revision Updated Q23 Q24 and Q36 tables to reflect changes as p
42. eless persons 63 50 12 o Place not meant for habitation 140 137 3 0 0 Safe Haven o o 0 0 0 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 Totes 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 26 26 0 0 0 Hospital Non psychiatric 14 14 0 0 0 Jail prison or juvenile detention facility 39 38 1 0 0 Foster Care 6 6 0 o 0 TOTAL 97 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 0 o 0 Owned by Client no Subsidy 16 14 2 o 0 Owned by Client with Subsidy o o 0 o 0 Rental by Client no subsidy 75 64 9 2 0 Rental by Client with VASH Subsidy o o 0 o 0 Rental by Client with other ongoing Subsidy 2 1 1 o 0 Hotel Motel Paid by Client 83 77 6 o 0 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 o 0 Information Missing 50 30 26 3 0 TOTAL 697 627 63 6 1 Figure 8 Tab G Questions 20 Figure 8 This tab provides the information needed to complete question 20
43. en shots 12 Disability Sub assessment Data Handling The Classifying client disability categories table below Figure 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 Bowman Systems Page 23 of 43 0625 HUD CoC APR ART Gallery Report v25 If the user answers the Is using the Disability Determination field part of your workflow for HUD reportin
44. ension 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 8 Objects and Variable Formula Eiclient Gender Available Objects and Variabla 0623 HUD HPRP APA Age at Last Entry Client Date of Bir jept Date of Birt Bowman Systems Page 27 of 43 0625 HUD CoC APR ART Gallery Report v25 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 Recordset Disab Disab 36c Group Exit Merge Recordset Disab Disab Condition Entry Merge Last EE Id Disab Condition Exit Merge Last EE Id Disab Date Entry Merge Recordset Disab Disab Date Exit Merge Recordset Disab DV Merge Last EE Id DV Ext Merge Last EE Id EE Adult Child Merge Last EE Id EE
45. eport Page 18 of 43 0625 HUD CoC APR v25 HUD CoC APR Annual Performance Report Question 36 36a Permanent Housing Programs Rapid Re Housing Programs 1 Housing Stablnty Measure 22 Total income Messure 2b Earned income Measure 36b Transitional Housing Programs 1 Housing Stabitty Measure 22 Total income Measure 2b Earned income Measure 36c Street Outreach Programs fa Housing Stability Measure 22 Physical Disabinty 2b Developmental Disability o Figure 14 Tab N Question 36 Figure 14 This tab provides the information needed to complete question 36 of the CoC APR Question 36 reports on performance measures by project type This counts Adults and Heads of Household only Housing Stability Measure Questions 36a amp 36e count stayers who maintained housing stability or leavers who exited with a specific exit destination Questions 36b 36c amp 36d counts on leavers only Total Income Measure Includes both stayers and leavers Questions 36 a amp e count adults that either maintained or increased their income where income is greater than OS Follow up income can be recorded either with Interim Review or on the client profile Questions 36 b amp d count adults that increased their income Earned Income Measure Includes both stayers and leavers Questions 36 a amp e count adults between the ages of 18 and 61 that either maintained or incr
46. er HUD s APR Revised Specifications User manual updated to reflect changes with detailed information Updated Q7 to prevent gender marked as other from Missing Gender count Removed variables no longer used in report for Income V16 Revision Corrected error with sliding date for Q23 Q24 Corrected Merged Dimensions and Mapping Objects V17 Revision Corrected totals for Q24a and Q24b1 2 to match e snaps validation per clarification from HUD Revision to variable for Sliding Date to allow for earlier recording of annual updates to income Modification to Q7 to correct to Missing values on Disability per HUD clarification V18 Revision Adjustment to remove Total Monthly Income from calculation for change in Other Income Revised manual to show e snaps validation errors with information on how to locate and correct Revised document to clarify follow up income workflow and provide solution for slow run time V19 Revision Adjustment to Q23 Q24 to implement clarifications from HUD AAQ on how to correctly count clients with Total Monthly Income and various combinations of subassessment records V20 Revision Adjustment to Q23 Q24 to implement clarifications from HUD AAQ on how to correct clients with Total Monthly Income and various combinations of sub assessment records using Client Profile Method to update follow up income Added language about adding across rows for Q24b1 3 V21 Revision Corrected formula for Average Change in 24b3 for
47. essment question if used 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 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 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 18 Workflow for Questions 23 and 24 Income The 0625 uses sub assessment information and Total Monthly Income to calculate changes at Follow Up and Exit e Follow up income records use a variable called sliding date which
48. g prompt No then it will count all Disability Sub assessment record sets where 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 Yes HUD Condition Unknown Client Doesn t Know HUD Client Refused Client Doesn t HUD Know Client Refused null or any other Non HUD value Missing Information any value including null 1 or more 1 2 3 Condition s Figure 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 e SNAPS 14 Question 23 24 Logic The chart below Figure 18 represents the logic error handling used in determining the client s income categor
49. ient with GPD TIP subsidy HUD maps into Rental by Client with other ongoing Subsidy e Residential project or halfway house with no homeless criteria HUD maps into Other Q21 Veteran Status e Information Missing is expanded to include records where Veteran Status is Null or equal to Data not collected HUD Q22a2 Physical and Mental Health Known Conditions at Exit for Leavers e The count of clients for Disabling Condition reduces from All clients to Adults only o Thus to calculate for children the number of specific conditions above with Yes HUD As with adults Alcohol Abuse or Drug Abuse 1 condition Both Alcohol Abuse and Drug Abuse 2 conditions o NO children should be recorded in rows for Condition Unknown Don t Know Refused or Information Missing o Children with Zero affirmative conditions should be reported as None regardless of the value in the Disabling Condition assessment question e Only Adults should be counted in Information Missing which is expanded to include records with 0 known conditions and Disabling Condition is Null or equal to Data not collected HUD Q22b2 Physical and Mental Health Known Conditions at Exit for Stayers e The count of clients for Disabling Condition reduces from All clients to Adults only o Thus to calculate for children the number of specific conditions above with Yes HUD As with adults Alcohol Abuse or Drug Abuse 1 con
50. ill not populate into the Q24 tables until the missing data is entered either using the Interim Review or Client Profile Method e Users cannot do a combination of Interim Reviews and updates on the client profile One method or the other must be selected for the report values to properly calculate e Aclient must have a valid income amount 0S or more at both entry and at exit to be included in the Average Change calculation e Clients enrolled in the project longer than 365 days must have a valid income amount 0S or more at both entry and at follow up to be included in the Average Change calculation Total Monthly Income Last 30 Last 30 Day Income Income Sources Income Yes No apis Amount within the sub AN Income Category assessment assessment within the sub assessment question question assessment A lecti Use Total Monthl gt 0 00 SES en Any selection or null Any amount or null tures null Income as entered Sum amounts of nee et eae sub assessments 0 00 or null Y nul Any selection not null gt 0 00 for individual sources to get total monthly income 0 00 or null No Null Any amount or null 0 00 0 00 or null No Any selection not null Null 0 00 0 00 Yes or null Null Any amount or null 0 00 Client Doesn t 0 00 or null Know or Client Any selection not null Null Unknown Refused Client Doesn t 0 00 or null Know or Client Null Any amount or null Unknown
51. ith Children With Only Unknown Children and Adults Children HH Type Adults 1 234 1 085 148 o 1 IChitdren 321 0 308 15 o Don t KnowRefused 1 o o 0 1 Missing Information o 0 o o o Totar SS 1 085 454 15 2 Average Number of persons Served Each Night Total Without With Children With Only Unknown Children and Adults Children HH Type JAverage Number of Persons 436 89 241 38 186 94 7 88 o7 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 o April 383 218 161 4 o July 453 257 187 9 0 October 500 260 223 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 1 078 136 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 0 April 267 216 47 4 0 July 316 253 56 7 o October 338 205 65 7 1 Figure 3 Tab B see Figure 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
52. ity 18 15 3 o 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 INone 399 244 155 o 1 Condition 222 216 6 o 2 Conditions 216 215 1 o 3 Conditions 241 240 1 o Condition Unknown 13 10 3 o Don t Know Refused 10 3 7 o Information Missing 2 1 1 o TOTAL 1 103 929 174 o Figure 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 lliness 146 145 1 o Alcohol Abuse 106 106 0 o Drug Abuse 64 64 0 oO Chronic Health Condition 0 o oO oO HIV AIDS and Related Diseases o 0 0 o Developmental Disability 16 12 4 o Physical Disability 105 101 4 o 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 o 1 Condition 66 59 7 2 Conditions 7 74 3 o 3 Conditions 84 84 o o Condition Unknown 10 10 0 o Don t Know Refused 8 2 5 1 Information Missing 3 2 1 o TOTAL 453 305 147 1 Figure 9a Tab H Questions 21 22 Figure 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 for Adult
53. iverse 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 Income 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
54. ns 18 and 19 both utilize the Client Household Type of household classification See Technical Note 4 Disabling Condition uses a count of Adults only Domestic Violence uses a count of Adults and Heads of Household only 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 Question 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 Relationship to Head of Household Dimensions used as the basis for Question 19b Client Unique Id DV Ext Client HH Type Adult Child Block filter Unaccompanied Youth Block filter Relationship to Head of Household Bowman Systems Page 11 of 43 0625 HUD CoC APR ART Gallery Report v25 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 hom
55. of the CoC APR Question 20 reports on the client s residence prior to project 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 Residence prior uses a count of Adults and Heads of Household only Dimensions used as the basis for Question 20a1 20a2 20a3 Client Unique Id Prior Residence Client HH Type Adult Child Block filter Unaccompanied Youth Block filter Last Episode Block Filter Relationship to Head of Household Bowman Systems ART Gallery Report Page 12 of 43 0625 HUD CoC APR v25 21 Veteran Status Veteran Status Number of Adults in Households Total Without Children With d ET Veteran 136 134 2 o Not a Veteran 1 085 942 142 1 Don t Know Refused 10 6 4 o Information Missing 3 3 oO 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 392 301 1 o Alcoho Abuse 302 301 1 o Drug Abuse 265 265 o o Chronic Health Condition 0 0 o o HIV AIDS and Related Diseases 5 4 1 o Developmental Disabil
56. on 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 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 See Technical Note 13 for more information concerning how counts in this tab are calculated Note that only Adults and Heads of Household are included in this count Dimensions used as the basis for Question 12a b Client Unique Id Outreach Contact Count A Outreach First Location B Relationship to Head of Household Dimensions used as the basis for Question 12c Client Unique Id Outreach Contact Count B Outreach First Location B Relationship to Head of Household Bowman Systems Page 8 of 43 0625 HUD CoC APR ART Gallery Report v25 15a Gender Adults Gender of Adults Number of Adults in Households Total Without Children pe Ajea eea Male 786 763 23 0 Female 448 322 125 1 Transgendered 0 0 0 o Other o o 0 oO Don t Know Refused 0 0 0 oO Information Missing o 0 0 oO Subtotal 1 234 1 085 148 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 d oO Transgendered 0 0 0 0 Other 0 0 oO oO Don t Know Refused LJ o 0 oO Information Missing 0 0 0 oO Subtotal 321 306 15 0
57. r 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 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 30 of 43 0625 HUD CoC APR ART Gallery Report v25 Query Name EE Data Universe ee_ cutoff_u Result Objects Virtual field names for ASSESSMENT objects appear in parenthesis below their corresponding field names Entry Exit Uid Entry Exit Destination Entry Exit Entry Date Entry Exit Exit Date Entry Exit Provider Id Entry Exit Reason Leaving Entry Exit Type Entry Exit Tenure Entry Exit Subsidy Entry Exit Client Id Client Unique Id Client First Name Client Last Name Client Middle Name Client Soc Sec No Dashed Client SSN Data Quality Client Gender Client Primary Race Client Secondary Race Client Ethnicity Is Client U S Military Veteran VETERAN Zip Code of Last Permanent Address HUD_ZIPCODELASTPERMADDR
58. r 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 An Entry Exit 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 project 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 Bowman Systems Page 22 of 43 0625 HUD CoC APR ART Gallery Report v25 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 typically 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 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 Name Gender date
59. records where Gender is Null or equal to Data not collected Q16 Age e If DOB is Null and DOB DQ is Null Data not collected Client Doesn t Know or Client Refused then Age at Last Entry is Null Q17a Ethnicity e Information Missing is expanded to include records where Ethnicity is Null or equal to Data not collected HUD Q17b Race e Each of the race categories 1 5 is expanded to include records where a race field is equal to the corresponding value 1 5 and all other race fields have the same value are Null or equal to Data not collected HUD Client Doesn t Know HUD or Client Refused HUD e Information Missing is expanded to include records where Race is Null or equal to Data not collected HUD Q18b Physical and Mental Health Known Conditions at Entry e The count of clients for Disabling Condition reduces from All clients to Adults only o Thus to calculate for children the number of specific conditions above with Yes HUD As with adults Alcohol Abuse or Drug Abuse 1 condition Both Alcohol Abuse and Drug Abuse 2 conditions o NOchildren should be recorded in rows for Condition Unknown Don t Know Refused or Information Missing o Children with Zero affirmative conditions should be reported as None regardless of the value in the Disabling Condition assessment question e Only Adults should be counted in Information Missing which is expanded to include recor
60. ree reporting those with missing values All Tab A calculations are based on the HUD vendor specifications for this reports as explained in Technical Note 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 Relationship to Head of Household Name Data Quality Bowman Systems Page 5 of 43 0625 HUD CoC APR ART Gallery Report v25 8 Persons Served During the Operating Year by Type Number of Persons in Households Served During the Operating Year cki Without W
61. s only Questions 22a1 and 22a2 focus on the reported condition at time of exit considering only project leavers Questions 22b1 and 22b2 focus on the reported condition at time of entry considering only project 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 EE AdultChild EE Last Episode Block filter Leave or Stay Block filter Bowman Systems Page 13 of 43 0625 HUD CoC APR ART Gallery Report v25 HUD CoC APR Annual Performance Report Questions 23 24 Figure 10 Tab l Questions 23 24 Figure 10 This tab provides the information needed to complete questions 23 and 24 of the CoC APR It is limited to Adults Q23 considers both clients who have exited the project leavers and clients who remain in the project stayers and reports on changes in income between date of entry and date of follow up and date of entry and date of exit Stayers enrolled 365 days should receive an annual update to income at some point during their enrollment period but before the end date selected in the prompts to be included All clients are counted in Q23 Que
62. sidy 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 Hospital 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 Figure 14 Tab M Question 29a1 Figure 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 project 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 R
63. son has in the project For example if a person enters a unit on January 7 and exits during the day on January 10 the person has been provided three nights of service January 7 January 8 and January 9 Nights of service provided before the start of the operating year or after the end of the operating year are excluded Bowman Systems Page 6 of 43 0625 HUD CoC APR ART Gallery Report v25 If you have clients with multiple stays in the project run the APR for multiple providers or include more than one entry exit type where the client has stays in different providers all of the stays will be summed together and this can result in a higher average served per night than total clients served For example if client A has a stay of 365 nights with one provider and a stay of 365 nights with another provider this will come out to an average of 2 persons served per night even though this is the same client 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
64. stion 24 has several tables that report on income change for Stayers Q24 a 1 Leavers Q24 b 2 and both combined Q24b 3 Grayed out cells indicate non applicable incalculable combinations See Technical Note 14 for an explanation of how a clients monthly income is determined Clients with missing or Client doesn t know client refused data in Q23 are omitted from Q24 Stayers with any length of stay are included in the stayers follow up column Note Clients with an income amount in the Total Monthly Income field and no valid sub assessments missing or invalid date ranges are included in the Other income category If the user would like to conduct data clean up on clients with mismatched Total Monthly Income and Sub assessment values they can use the input controls located on the Income Tab of the 0631 APR Detail report The numbers in the cells highlighted blue and yellow must match in order to avoid an e snaps validation error The cells highlighted in purple should be the total number of clients with follow up exit income information Values in Q24b1 3 can be added across the rows but not down the columns each column is independent Bowman Systems Page 14 of 43 0625 HUD CoC APR ART Gallery Report v25 25a1 Cash Income Types by Exit Status Leavers Cash Income Sources Type of Cash Income Sources by Number of Persons Leavers Total Adults Children Age Unknown Eamed Income 325 323 2 0 Unemplo
65. t 0 for Don t Know or Refused and 0 for Missing Data regardless of whether values exist e Housing Status at entry o Report 0 for Don t Know or Refused and 0 for Missing Data regardless of whether values exist e Income at entry Income at exit Non Cash Benefits at entry Non Cash Benefits at exit o Reduce count of clients from All clients to Adults and All Heads of Household e Domestic Violence at entry o Expand count of clients from Adults and Unaccompanied Youth to Adults and All Heads of Household e Destination o Reduce count of clients from All clients to Adults and All Heads of Household o New PL value of No exit interview completed HUD should be reported in the Missing Data column Data not collected HUD e General records with Missing Data o Missing Data Elements where Null or Data not collected HUD Q12 Client Contacts and Engagements e Contacted Clients o Reduce count of clients from All clients to Adults and All Heads of Household e Engaged Clients o Reduce count of clients from All clients to Adults and All Heads of Household Bowman Systems Page 39 of 43 0625 HUD CoC APR ART Gallery Report v25 Q15a to c Gender Adults Children Missing Age e Transgendered male to female has been changed to Transgender male to female e Transgendered female to male has been changed to Transgender female to male e Information Missing is expanded to include
66. ts 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 21 of 43 0625 HUD CoC APR ART Gallery Report v25 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 Note This report contains a significant amount of code and may result in a longer than usual run time This can be addressed by scheduling the report if desired 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 is based on the special data universe produces listings of Entry Exit Uids as results objects and
67. xit 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 Bowman Systems Page 34 of 43 0625 HUD CoC APR ART Gallery Report v25 e If yes Currently receiving services or treatment from Entry Objects Disability sub assessment folder DISABILITYTREATMENT e Do you have a disability of long term duration from Entry 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 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 Objects Disability sub assessment folder Disability Type from Exit Objects Disability sub assessment folder DISA
68. y at entry The same logic is used in determining the client s income at entry follow up 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 unless calculating changes in Earned Income a NOTE This tab contains a considerable amount of code and it may take several moments for the page to load please be patient b 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 c 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 d Clarification on reporting methodology e For all clients enrolled 364 days or less the report will pick up any changes to the income Bowman Systems Page 24 of 43 0625 HUD CoC APR ART Gallery Report v25 information that happen either in the Interim Review or on the client profile e If clients appear in the missing column they w
69. yment Insurance 54 54 o o ISS 120 119 1 0 ISSDI 69 69 o o Veteran s Disability 3 3 o 0 Private Disability Insurance 1 1 o o Worker s Compensation 1 1 o o ITANF or Equivalent 3 2 1 o General Assistance 2 1 1 o Retirement Social Security 2 2 0 0 Veteran s Pension a 7 o o Pension from Former Job 2 2 0 0 Child Support 14 13 1 o Alimony Spousal Support o o 0 o Other Source 5 5 Oo o TOTAL 608 602 6 0 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 su o 1 Source s 692 637 55 o Don t Know Refused 3 2 1 o Missing this Information 201 125 76 0 TOTAL 1 103 929 174 0 Figure 11 Tab J Question25 Figure 11 This tab provides the information needed to complete question 25 of the CoC APR Question 25 considers only clients who have exited the project 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 Client Doesn t Know Client Refused and Missing this Information Both portions further breakdown the data by Adult Child status This count is limited to Adults and Heads of Household only 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

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