Transcript HPRP Reporting Training - Minnesota's HMIS

HPRP Reporting Training
For Quarterly Reporting
Nov. 20th 2009
wilderresearch.org
1
Today’s Webinar
 You can listen using your computer or calling in
by phone
─ Phone: 484-589-1011, access code 352-629-382
 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.
─ HPRP is new to us too, we may need to get back to
you with some information.
 Please fill out survey at end
wilderresearch.org
2
HPRP Quarterly Reporting
 Today’s Webinar and available reports focus on
Quarterly Reporting (QPR)
─ Not all data is on QPR. Other data is important for
the APR (still in development with HUD).
─ Reporting process and procedures will develop over
time to better meet needs of providers and grantees
 HUD’s requirements for what data appears on
the HPRP Quarterly are very strict
─ A number of required fields must be completed
exactly or clients WILL NOT show up on the reports
at all
wilderresearch.org
3
Data Quality and Reporting Processes
 All organizations entering data will be expected
to run reports regularly to have accurate reports
ready for quarterly reporting
 Each agency entering data will send quarterly
counting report to their HPRP grantee by the
due date (January 5th for first quarter).
─ OEO programs: If services are being provided by a
consortium of providers, each agency will have a
separate report. There isn’t any need to combine
data for providers together.
wilderresearch.org
4
Data Quality and Reporting Processes
 Wilder will also be sending out reports to HPRP
grantees and agency main contacts on a regular
basis
─ Help with communication between grantee and
providers in preparation for reporting
─ Two rounds of quality reports are planned before first
report due date January 5th
─ First set late November/early December
─ Second set end of December
─ More info to come on future processes
wilderresearch.org
5
ART Update
 We are aware ART has been very slow lately
and have been in consultation with Bowman
─ First stage in better ART performance will roll out this
weekend. It may take a few days to make a complete
transfer to a new server.
─ Load testing early December; you may be asked to
help
─ Bowman committed to making HPRP Quarterly
reporting work
wilderresearch.org
6
Key Data Entry Steps
 Entry/Exit: Type=HPRP for correct HPRP
provider
 Housing Status: Back date to entry date and
complete for ALL household members. Can’t be
Refused or Don’t know.
─ Use the “Household Data Sharing” Assessment to
quickly record for all members
 Services: HPRP services must be recorded
starting on or after entry date for ALL household
members
wilderresearch.org
7
Data entry help
 We will try and answer some questions today,
but we want to focus on covering reporting
─ Depending on time, we hope to go over questions at
the end of this webinar
 Data entry PowerPoint available
 At least one more webinar in December
 Please provide feedback on how we can meet
your needs before first reporting due date
 Use the HMIS helpdesk and website
wilderresearch.org
8
HPRP reports in ART
 Three main quarterly reports to use:
─ 1. HPRP Client Data Check QPR (Excel)
─ 2. HPRP Counting Report QPR (PDF)
─ 3. HPRP Counting Report QPR Plus Client Detail
(PDF)
─ Reports will be located in HPRP folder in ART later
today
─ Reports 2 and 3 were designed by Bowman following
HUD specifics
wilderresearch.org
9
HPRP reports in ART
 Report dates:
─ Prompts include provider(s), quarter start date,
quarter end date, and grant start date (new)
─ Start date of quarter and grant should be 10/1/2009
for first reports


Grant start date is the same for every report period
Talk with your funder if you have questions about
this date
─ Remember to use 1/1/2010 as the end date (one day
after the end of the report period)
wilderresearch.org
10
HPRP Client Data Check QPR
 First tab highlights data entry errors in columns
A through I
─ Shows all Clients with Entries or Services
─ Clients entered correctly should be blank in all
columns (A to H) or say “ok” (I).

Anything wrong A to E and clients are excluded
from report
─ Make sure all errors are corrected on the Data Check
tab prior to submitting quarterly reports to your
funders
wilderresearch.org
11
HPRP Client Data Check QPR
 Other tabs show you detailed information that
will be used on quarterly reports
─ Missing/errors highlighted in red and A through I
repeated next to data causing errors

Entries

Services

Exits
wilderresearch.org
12
HPRP Client Data Check QPR
 Make sure all clients are showing up on the
report
─ Some clients or household members may not yet be
entered or have no entry/exits and services
 Make sure clients have the correct Housing
Status
─ If it is wrong they may show up on the wrong section
of the report
 Make sure all services received are recorded
wilderresearch.org
13
HPRP Counting Report QPR
 HPRP Counting Report QPR only shows clients
entered correctly: HUD design requirement
 Report breaks out both quarterly and totals for
entire grant program (GTD)
─ First report will have same numbers in both areas
 Households and Persons counted throughout
report
 Breakouts also by Homeless Prevention and
Assistance
wilderresearch.org
14
HPRP Counting Report QPR
 Households
─ Both singles and families are counted as households
─ If household members are missing from the report, it
may cause people to show up as singles

HPRP Counting Report QPR Plus Client Detail
shows these breakouts
wilderresearch.org
15
HPRP Counting Report QPR
 Homeless Assistance:
─ Housing Status=Literally Homeless
 Homeless Prevention:
─ Housing Status=“Housed and at risk of losing
housing” or “Housed and at imminent risk of losing
housing.”
─ Note: “Stably housed” is also included, but isn’t an
eligible status for program service at entry. Please
look for these responses and correct. Annual
reporting will most likely look at this negatively.
wilderresearch.org
16
HPRP Counting Report QPR
 Counts use Unique ID field
─ Most reports have counted based on Client ID
─ Unique ID is generated based on Demographic
information and can be used to unduplicated clients


You shouldn’t notice any difference in counts you
see
Helps with HUD requirements for reporting across
programs. If a client gets service from more than
one program and data is not shared, Unique ID
should be the same so they are only counted
once.
wilderresearch.org
17
HPRP Counting Report QPR
 Please make sure to accurately and completely
collect all demographic fields and spell first and
last name correctly:
─ Anonymous records are still allowed
─ Helpful if clients really understand the benefits of
using their name and demographics to get accurate
counts of those served by stimulus money across
programs.
─ Only Wilder has access to count across programs
─ Demographics will be part of data check coming very
soon
wilderresearch.org
18
HPRP Counting Report QPR
 Three Main Sections:
─ Total Individuals and Households Served

Tab A
─ Counts of Services Provided

Tab A
─ Exit Information

Tabs B (Homeless Prevention) and C (Homeless
Assistance)
wilderresearch.org
19
HPRP Counting Report QPR
 Exit information
─ Destination, and Housing Status needed. Services
need to be record correctly.
 Tab D: Additional Information
─ Prompt information including providers and dates
selected
─ Unique and Client ID counts
wilderresearch.org
20
HPRP Counting Report QPR Plus Client Detail
 Report shows counts plus who is included in the
HPRP Quarterly Counting Report
─ Tabs E through G show clients on report
─ Includes breakouts by singles and families
─ Highlights who shows up in the Quarterly and GTD
(Grant to Date) columns
─ No client names, only Client Unique ID, Client ID and
Household ID

Household ID= ID2
wilderresearch.org
21
HPRP Counting Report QPR Plus Client Detail
 Since data entry errors keep people out of the
report, it is another tool to use to help identify
who is missing from the report
─ Make sure to check that data is correct and people
are showing up in correct Homeless Prevention or
Assistance Categories.
wilderresearch.org
22
Data Entry Reminders
 Disability and Income required for ALL
household members for annual reports
─ Update income for all household members at exit
 Housing status required for ALL at exit
 Veteran Status required for all clients 18+
 Only one HPRP service per service record
 Service Costs should be recorded
 Back-payments should be recorded using Units
section
23
wilderresearch.org
HPRP Help
 HMIS Web site for forms, instructions,
PowerPoint: www.hmismn.org
 Helpline: [email protected], 651-280-2780,
1-800-328-2972
 Webinar accessible through Newsflash section
of ServicePoint
wilderresearch.org
24