Running the New HUD APR August 2011. wilderresearch.org Webinar Use the questions section in the bar on the right to ask questions ─ We will do our best.

Running the New HUD APR

August 2011

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Webinar

Use the questions section in the bar on the right to ask questions

─We will do our best to answer your questions. As much of this is new to us as well, we may need to follow-up later

Listen over computer or phone.

─ Call: (484) 589-1010 Access Code: 295-744-227

Webinar will be recorded

Key question for the APR

Does the data represent the clients I have served?

─Work now to make sure the data is entered completely AND correctly to tell the story of your clients

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Who needs to be included in the process

As we move forward, make sure all needed people are included in the process

─ Data entry: check for missing data and missing clients

─ Program staff: Identify who has an understanding of the clients served and have them review the completed APR

Make sure they see the summary reports to confirm the data

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APR reflects data standards: June 1st 2010

New APR is quite different and closely follows the data standards

Make sure you have been collecting according to the new rules

A few major changes are reflected in the APR

─ Disability and income/benefits for all clients (used to be just for adults)

─ Housing status (new question) at entry and exit for all clients (must change separately in each client’s exit assessment)

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APR reflects data standards: June 1st 2010

Make sure you have been making updates at exit and before this APR is due for clients:

─ Income and benefits (general question and sub-assessments)

─ Disability (general question and sub-assessment)

Now more focused on collecting data on all clients

Services no longer required or included on the APR

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How to run the APR

Located in ServicePoint in the Reports section

─ Click on Reports section in the green bar at the top of the screen or within the ServicePoint Module section of the home page

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Running the APR

Click on the name of the report to open: HUD CoC APR Beta

─ Since new still in the initial testing phase as actual data is used and HUD firms up programming rules

When running report, prompts work differently than in ART

─ Skip the Provider Group drop down and Unduplicated check box (for Wilder use on area or system wide reports)

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Selecting the provider

Provider: Use drop down in combination with toggle options below it

Most program are just one provider; select correct option in drop down and leave toggle at “This provider ONLY”

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Selecting the provider

Multiple provider programs: You will need to understand how your programs are set-up in ServicePoint to run more than one provider together (same as original APR)

─ Based on “tree” structure

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HUD County A HUD County B

Regional HUD

Selecting the provider

Data should be entered in HUD County A and HUD County B only (Regional HUD does not have data)

Select “Regional HUD” and check “This provider AND its children” to run a report with data from both HUD County A and HUD County B

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Entering report date

Operating year date range

─ Start and end dates are specific to your agency

─ In ServicePoint reports, use the actual report end date. Unlike ART, using a day later will include too much data in your report.

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Legal Adult Age

Always leave Legal Adult Age as 18

─ Important cutoff in report for adult and child

─ Chaning it will create problems in how your data is presented, even if you are a youth-focused program

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Data Checking using ServicePoint APR

Click on numbers underlined and in blue to see the clients included in that count

If you click on a name within that box, it brings you to the client’s entry/exit list

To print the list, click the Ctrl and letter P keys together

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Report details

Only options with (HUD ) after it are included in the counts

─ If non (HUD) options are selected, they are either excluded or counted as missing depending on the question

─One exception coming soon for income and benefits: Income and benefits entered in sub-assessments with options without (HUD) will be counted as “other.”

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Report details-clarifications continue

Current problems with counts in reports (need to clarify with Bowman and HUD how reports should account for them)

─ Clients who entered the program before June 1st 2010: Information not requiring and update are showing up as missing such as Housing Status at entry

─ Contact Wilder if you notice any other problems

Other issues may arise that need clarification with HUD and/or Bowman as this is new to all of us

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Key APR requirements

Focuses on Last Program Entry

─ If clients have more than one program entry in the report period, only the last one is included

─ Example:

Your APR dates are 7/1/2010 to 6/30/2011

A client was in your program from 2/15/2010 to 7/21/2010, returned on 3/30/2011

Only the information from the 3/30/2011 program entry will appear on the APR

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Key APR requirements

The majority of questions are required of all clients now; focus of the APR has shifted

─Make sure to read text throughout the APR to understand who is included in which question

Report from HMIS doesn’t include all questions on the APR

─ Starts and #7 and skips a few numbers after that

─ HUD is source for any questions on other items

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Implications: Last Program Entry

Each client has only one age, regardless of how many program stays he/she might have. It is either:

─ The client’s age at the most recent program entry in the report period, OR

─ The first day of the reporting period (whichever is later

Not based simply on age at entry

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Age example

Your APR reporting cycle is from 7/1/ to 6/30 each year

A client was in your program from 2/15/2010 to 7/21/2010, returning 3/30/2011

This year’s APR: Age = clients age on 3/30/11

Next year’s APR: Age= the client’s age on 7/1/2011

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Age: updates needed if client turns 18

Any client who is included as an 18 year old on the report has the same data requirements as someone who started the program at 18 or older

Best practice is to collect data elements required for all adults at entry such as Veteran Status and Domestic Violence, Living situation last night, and Length of stay for 16-17 year olds, especially in long-term programs

Or back date to program entry date and update

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Key APR Requirements

Clients are either leavers or stayers

Leavers have exited and aren’t currently being served as of the last day of the report period

Stayers are in the program on the last day of the report period

Example:─ Your APR dates are 7/1/2010 to 6/30/2011

─ A client was in your program from 2/15/2010 to 7/21/2010 and returned on 3/30/2011

─ The client would be a stayer since only information from the most recent program entry is included in the report and they were still in the program on the last day of the report period

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Key APR requirements

Clients are counted by household type throughout the report

─Without Children: singles, couples with no children, pregnant females alone

─With Children and Adults: one- or two-parent households with parent over 18

─With Only Children: clients under 18 served on their own. Can be parents, siblings, etc.

─ Unknown Household Type: If birth date is missing, clients can end up in this category

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Overall program counts

Report start at #7 and includes 4 categories

“Unaccompanied children” are those under 18 not served with any other clients

─Make sure these counts are correct

─ Different than household category “With children only” which may include groups of people served together

Also counts “Leavers”: good first step to make sure these are correct

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Data Quality Emphasis

Data quality counts (#7)

─ Don’t know/refused and missing data highlighted for required data elements for all clients

─ Don’t know/refused ok: if client answers this way and lower counts are best

─ Veteran Status: required for clients 18+ only

─ Zip code of last permanent residence and Housing status included here, but not on rest of report

Housing status at exit-be sure to record separately for each HH member at exit and save

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Data Quality

Disabling condition (disability of long duration)

─Make sure to update client data before running APR

─ Back date to program entry date if disability present at program entry but only newly identified

If disability type identified (and have documentation-depending on disability type) record start date at program entry

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Data Quality: Disability type

Make sure to record disabilities where documentation is required, but not yet obtained

─ Indicate not an active disability using the Disability Determination in the sub-assessment set to “no”

─ If receive state funding will still get counted on state reports as a disability

More clarifications on recording disability types and their relationship to missing counts likely coming

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Data Quality

For other questions, make sure data is accurately recorded

Use Household Data Sharing in ServicePoint to transfer housing related information to all household member’s records at entry at one time

If you find other problems contact the helpdesk

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Persons served during the operating year (#8)

New section counting individuals by their household type, average number served each night, and Point-in-Time

Households uses new definitions and counts all clients

─ Each person is included in a household based on their last program entry

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Persons served during the operating year (#8)

Point-in-Time by months. Starts with January, but need to think about how months fall in your program year

─ Based on last Wednesday of each month

─May not total all clients served

─Months Example: Report from 7/1/10 to 6/30/11: January (2011), April (2011), July (2010), October (2010)

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APR detail-households served (#9)

Report will count each household group once, called a “master household”

─ For clients with only one entry: master household-household type

─ If clients enter more than once during a reporting period and have different household situations each time, only one household type will be assigned

This is one of the complicated sections for reporting

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Household Counting Example

─ Program stay 1) Linda (missing DOB) and Tom (adult) enter a program together. Tom leaves. Annie (a child) joins Linda

─ Program stay 2) later in the operating year Tom and Linda return to the program

─ Program Stay 3) Later in the operating year, Tom returns to the program alone

─ Total household =1, Household with Children and Adults

─ If Tom and Linda were assigned to Household ID 100 at the time they entered the program, Annie is also assigned to Household ID 100 when she joins Linda

─ As we move through a list of program stays in chronological order and arrive at Tom and Linda’s second program stay, we consider them to be part of Household 100 because Tom is an adult who was served previously in the operating year. The same rule applies to Tom’s third stay. In effect, all three program stays have a MasterHousehold of 100

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Question 10 and 11: not from HMIS

Question 10 and 11 cover your bed and unit inventory information and aren’t pulled in the APR

─ You will need to track this separately and report it in e-snaps

─ You may be able to pull this in the future from HMIS

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12a. & b. Outreach Programs Only

If you are an outreach program (Few HUD funded in MN) use 12 a. and b. to report on outreach specific questions

If you are not an outreach program you will still see these questions; please ignore them. You will not have a space to report them in e-snaps

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APR Details: Demographics

Gender broken down by adults and children (#15)

Age: Based on most recent program stay during the report period or report period start date (#16)

Race presented in basic categories (#17b)

─ If your client has a race of “other,” this is not a HUD category and won’t be counted correctly in the report. Please update to the appropriate category

─ Ethnicity also included (#17a)

Disability information at program entry (#18)

Domestic Violence information (#19)

Veteran status for 18+ (#21)wilderresearch.org

APR Details: Residence prior to entry

Only reported for adults and youth (under 18) on their own (#20)

Divided into three sections: homeless situations, institutional settings, and other responses

Refers to residence prior to most recent entry

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APR Details: Disabilities (#22)

Reported for all clients, including children

─ At entry, everyone

─ At exit, everyone but divided into leavers and stayers

Part A: Specific disabilities

─ Based on information recorded in the sub-assessment

─ “Disability determination” must be set to yes for a disability to appear (in sub-assessment)

Part B: Number of disabilities

─ Based on “disability of long duration” and information in sub-assessment

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Disability updates

Remember to update all disabilities at exit and before APR due date for all clients

Disability of Long Duration

─Make sure all clients (no matter program entry date) have an answer to this question

─ If said “no” to disability of long duration question, confirm this is still correct

─ If “yes” now, figure out if the disability was current as of program entry date

If so, back date to program entry date. Delete “no” using H and select “yes.”

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Disability updates

Disability sub-assessment

─Make sure to update if any documentation has ben obtained (enter type if needed and change disability determination to “yes”)

─ Record any newly identified disabilities for all clients If disability present at entry use program entry date as

start date

─ Use updated HMIS forms to help you through the process

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APR details: Income & Benefits

Income is reported by client not by adults only

─ Income at entry and exit for adult leavers (#23)

─ Income at entry and current income for adult stayers (#24)

─ Sources of income/benefits for adults and children (#25-26)

Divided up into a number of questions based on cash sources and levers/stayers and non-cash benefits and leavers/stayers

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Income & Benefits

All income-related questions are important for reporting

─ Income amounts are based on “total income” question

─ If nothing is recorded for “total income” report will sum all cash income sources without end dates (in report period) in the sub-assessment

─ If you answered “yes” to “Income received in last 30 days” but did not include information in the sub-assessment, the client will report as “missing.”

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Income & Benefits: Data Checking

Make sure counts within each income category are correct:

─ Clients in highest income categories: are you missing an income end date?

─ Clients with no income: is this accurate?

─ Clients in lowest income categories (especially at exit): did you accidentally end all income?

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Income & Benefits: making updates

Remember to check for income and non-cash benefit changes for all clients at exit and before the APR is due

─Make sure general income/non-cash benefit questions and total income are answered for all clients no matter when they started the program

─ Back date to program entry date as needed when making updates

Use new HMIS forms to help you through the process

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Length of Participation

Length of stay is counted for all clients

─ Broken out for leavers/stayers

Use question #27 to make sure people are showing up in the right category

─ Destination will break down length of stay in more detail

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Next steps

Wilder will follow-up with Bowman and HUD to clarify questions as they come up

─ Please contact the helpdesk if you find additional potential problems

Instruction document available on the web soon

Recorded Webinar and PowerPoint will be posted as well

Will follow-up as appropriate if further clarifications are made available

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