Transcript HPRP: New Reports - Minnesota's HMIS

HPRP: New Reports
HPRP new reports and data entry
reporting review April 2010
Today’s Webinar
 You can listen using your computer or calling in
by phone
─ Phone: 312-878-0222, access code 472-480-770
─ Use the bar on the right side to ask questions. We
will respond either directly, as part of the webinar to
the audience in general, or follow-up after with you.
─ Please answer survey at end of webinar
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New HPRP reports
 New reports added to the system
─ Provide reports covering all HPRP data elements
─ Help prepare for APR
─ Help you manage data to meet HPRP program
requirements
hmismn.org
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New report names
 4. MN HPRP Data Check Service Costs
 5. Demographics and Entry Data Check
 6. Demographics and Entry Data Report
 7. HPRP Income Data Check
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4. MN HPRP Data Check Service Costs
 Costs associated with services are helpful for
project management
 Help track and report on total cost overall and by
client
 Help make sure services match quarterly
financial statements-important for reports
submitted to grantees
 Run for entire grant or quarterly
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4. MN HPRP Data Check Service Costs
 Tab 1: Services Data Check
─ Provides service details by household
 Tab 2: Service Costs by Household
─ Provides only financial services with costs totaled by
household
 Tab 3: Service Costs by Financial Service
─ Provides only financial service data grouped by
financial service type and overall
─ Use to confirm totals for services match other
financial information provided to grantee
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4. MN HPRP Data Check Service Costs
 Tabs 4 & 5: Length of Service
─ HPRP clients can only receive up to 18 months of
each type of service
─ Detail service information; Check for any errors and
keep track of any clients approaching time limit
─ Easy way to verify service length for any audits that
may take place

Much federal-level pressure to get the details right
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4. MN HPRP Data Check Service Costs
 Tab 4: Detail Service Information
─ Calculates total days per service for each service
based on either units for back payments or service
start and end dates
─ Check service details are correct
 Tab 5: Length of Service Totals
─ Total months of assistance for each service type
─ Combines back payments and length based on start
and end date together for each service type
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4. MN HPRP Data Check Service Costs
 Run report quarterly to check for costs and
service data accuracy
 Run using grant start date (10/1/2009) to check
for length of services
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5. Demographics and Entry Data Check
 Focused on many required data elements for
HPRP APR
 Details on APR will be coming from HUD. Data
checking needed for current clients served to be
ready for reporting.
 Data required for all household members
included on this report:
─ Demographics, Housing Status, Disability of long
duration
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5. Demographics and Entry Data Check
 Tab 1: Demographics
─ Includes all clients grouped by household
─ Some type of household counts will likely be on APR
 Tab 2: Entry Data All Clients
─ Missing information: Make sure back date mode is
correct (Use the H).
─ Housing status required for QPR so most likely
updated; make sure disability of long duration is
completed
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5. Demographics and Entry Data Check
 Tab 3: Data required for all clients 18+ at entry
─ Presented in two tables. Make sure to look down
page
─ Report calculates age at entry; this can be different
than current age in ServicePiont
─ Includes household members such as adult children,
elderly parents, etc.
─ Make sure to complete all required fields

Veteran status and Zip Code often missed but
important to HUD
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6. Demographics and Entry Data Report
 Provides counts of data included in report #5.
 Use to help you check for missing information
and make sure information presented is correct
─ Are the numbers for housing status, disability,
household type, etc. as expected?
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6. Demographics and Entry Data Report
 Can use to report back to others who you are
serving in your HPRP program
─ Report requested by a few sub-grantees
 Report will be provided to your grantees to start
APR data communication process
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7. HPRP Income Data Check
 Income required for ALL clients at entry and exit
─ Update if they are in the program over a year
 Will be in the APR, but we don’t know exact
format
─ Follows other income reports we have developed, but
should help prepare you for APR
 We will also be developing an income counting
report soon in ART and providing it to grantees
as part of our data quality processes
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7. HPRP Income Data Check
 Income and Non-Cash presented in separate
sections of the report (separate subassessments)
 Entry Income tab includes all clients by
household
─ “Income received from any source in past 30 days?”
And “Total Monthly Income” questions show up on
each line
─ Also includes a row for each income source recorded
in the sub-assessment

Groupings for wage and non-wage sources
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7. HPRP Income Data Check
 Second tab provides income at exit
─ Make sure that any income changes are recorded at
exit so that any income changes are reflected
 Third tab provides current income
─ Most useful to track any clients in the program a year
or more with income changes reported at this time
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7. HPRP Income Data Check
 Non-cash at entry
─ Grouped by household
─ Make sure non-cash sources shared by all household
members show up in each of their records (i.e. food
stamps, medical benefits)
─ Row for each non-cash source
─ “Non-cash benefit received in past 30 days?”
repeated on each line

Make sure this question is complete
─ Received At Entry: Indicates if included in non-cash
at entry
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hmismn.org
7. HPRP Income Data Check
 Non-Cash at Exit and Non-Cash current follow
similar format
─ Make sure to check non-cash at exit closely for
income changes
─ Non-Cash current most useful for clients in the
program a year or more
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7. HPRP Income Data Check
 Income Change Entry to Exit
─ Provides household ID for households with cash
income changes between entry and exit
─ Refer to the Entry and Exit Income tabs to match
client income information to the Household ID
 Income Change Entry to Current
─ Similar format
─ Most useful for clients in the program a year or more
to track changes not related to exit
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Forms and instructions
 Updated forms and instructions available on
web site: hmismn.org
─ Make sure you are using HPRP forms

If someone else has developed forms for you,
please verify all questions are included
─ Word forms can be modified, but make sure to keep
instructions and all data elements
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June 1st Changes Coming
 HUD has finalized new set of changes required
for June 1st
─ A few changes coming that will affect all funding
sources
─ Some changes coming to disability types
 State funders are moving up their changes to
coincide with this date
─ Few state funder changes
 Watch for your newsletter
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Poll: what areas do you need help with
 Please answer the poll on your screen so we
can help with areas people have the most
questions about
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