CoC Annual Performance Report (HUD APR)

Updated May 14, 2025 20:08

The CoC Annual Performance Report feature, located in the Fiscal module, is used to generate HUD annual performance reports for programs with grants ending AFTER June 1st, 2011.

TIP: An HMIS Data Quality Report is also available within the Fiscal module. It displays just the Report Validations and Data Quality sections of the CoC Annual Performance Report, and can be useful for auditing data quality before running and submitting the CoC Annual Performance Report.

Required Permissions

The CoC Annual Performance Report is available to users with the following permissions:

Display Executive Administration Buttons - OR - Display Fiscal Buttons (only required if you are not a member of the "Fiscal Staff" or "Executive Officer" user groups)

NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions

Viewing the CoC Annual Performance Report

To view a read-only HUD Annual Performance Report, complete the following steps:

From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal. The Fiscal fly-out menu is displayed.
Click CoC Annual Performance Report. The HUD Annual Performance Report (APR) page is displayed.

Click the Program drop-down arrow and select the program for which the report is to be viewed.
In the Date Range fields, type a "From" and "To" operating year date range for which the report is to be viewed.
If necessary, click the Show Individual Detail? checkbox to include individual client-level detail at the bottom of the APR report page.

NOTE: This extra information is not de-identified and shows client level details. As a result, this option is NOT available to members of the Local CoC Admin group.

The Send in AWARDS Messages checkbox is selected by default and cannot be un-checked. As a result, you need not wait for the report to generate, and can navigate away from the CoC APR feature after finishing the configuration process. Once the report is ready for viewing, it is sent to you in the body of a message accessed via your Messages module inbox.

NOTE: The report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

Click CONTINUE. The APR is displayed on the HUD Annual Performance Report (APR) page.

The process of viewing a HUD Annual Performance Report is now complete.

TIP: For information on the data contained in the report, see below.

A Closer Look @ Report Detail

CoC Annual Performance Report Details

What Data is Included in the CoC APR?

The CoC APR includes data on all persons served during the operating year. The CoC APR is an unduplicated report, meaning that each client is reported on only once. When clients have multiple program stays, the data from their most recent stay is used.

A full list of all clients included in the report can be seen by checking the "Show Individual Detail?" checkbox on the report settings page. The individual detail displays at the bottom of the CoC APR.

Throughout the CoC APR, clients are split up into several categories:

Leavers are those persons who were discharged (or moved out of a household) during the reporting period.

Stayers are those persons who did not leave during the reporting period.

Unaccompanied Youth are heads of household under 18 who have no household members.

Households with Children include single adults as well as adult couples without children.

Households with Children and Adults include any family with at least one person age 18 or older, and at least one person under age 18.

Households with only Children include unaccompanied youth and families with only persons under age 18.

Unknown Type generally refers to a person (or people in families) whose "Birthdate Data Quality" is listed as "Don't Know" or "Refused," and thus has family members who cannot be identified as children or adults, and a family type that cannot be identified.

Understanding Point-In-Time Counts

The CoC APR counts the number of clients who were active in the program during the last Wednesday in January, April, July, and October. Depending on the reporting period used to run the APR, these dates may fall in different years.

Understanding the "Latest Status" of Stayers

The March 2010 HMIS Data Standards required that all HUD programs begin collecting "Annual Updates" on all clients. This information is collected on the face sheet in the "HMIS Info" section. This information needs to be updated at least once a year for all clients, on or within 30 days of their admission anniversary, but before the end of the CoC APR reporting year.

In the CoC APR, several questions look at the most recent information available on clients. For "leavers" this information comes from their discharge information. For "stayers" this information comes from the Annual Update section whenever possible. If no information has been entered into the Annual Update section, then the information is pulled from the client's intake sheet.

Monitoring Data Quality

CoC APR data quality can be monitored in several ways:

Individual Detail - If you check the box to Show Individual Detail? before running the APR, a chart containing the individual answers for each client is shown at the bottom of the report. Each person is listed on a separate row. Use the Individual Detail to determine which clients are missing data.

Inline Details - Many of the numbers in the report have underlined links, referred to as "Inline Details." Click one of these links to see a filtered version of the Individual Details table that isolates the clients who are counted in that number.

HMIS Data Quality Report - Click here to learn more about this report.

HMIS ReportBuilder - The HMIS ReportBuilder can also be used to monitor data quality. Within that ReportBuilder there is a saved report format - "Foothold Technology - Data Quality Report" - which examines the Universal Data Elements for all household members. You can modify this report to include the Programmatic Data Elements such as "Income" and "Special Needs." More information on this report and other reports that can be used for data quality auditing can be found here .

Frequently Asked Questions

CoC Annual Performance Report Frequently Asked Questions

How do I submit the CoC APR and ESG CAPER to the Sage Reporting System, or run a test submission?

Along with your CoC APR or ESG CAPER report results in AWARDS, a Sage Export File link is available below the Excel file link in the on-screen report, and as an attachment to the Send to Messages version of the report. Click the Sage Export File link to download the files and then upload them to the https://sagehmis.info website. On the right side of the Sage website is a link to test run a report.

On the CoC APR and the ESG CAPER, on Q5, what is the difference between the Count of Clients for DQ column and the Count of Clients column?

The Count of Clients column reports on totals of all applicable clients without regard to engagement status for Street Outreach projects.

What causes "N/A" to be displayed for "Has Annual Assessment" in the Individual Details table?

N/A will display under "Has Annual Assessment" when one of the following is true:

a) The client is a "leaver," meaning that the discharge date is between the report's start and end dates.

b) The client has been in the program less than one year, counting between the admission date and the report's end date.

What does the "Timeliness" question on the HMIS Data Quality Report and CoC APR measure?

This information lets you know how prompt workers are with their data entry. For example, if a worker completes the data entry of a client on the same day the client was admitted into the program, it is counted in the 0 row. If data entry is delayed a week, it is counted in to the 7-10 days row.

What enrollment information is reflected in the Individual Details table on the CoC APR, ESG CAPER, and HMIS Data Quality Report?

The HMIS Data Quality Report, the ESG CAPER and the CoC APR all now unduplicate on Personal ID. This means that if you are running the report for multiple programs, each client only displays as one row under Individual Details even if he/she has two distinct AWARDS IDs. The Personal ID and the Client Name are shared by the enrollments encompassed within a row, but the rest of the details in the row - for example Project Name, Admission Date, Discharge date - will reflect the client's most recent enrollment.

What information is used for the Annual Updates of stayers?

Clients who reside in a program for more than one year are required to complete an Annual Update each year on or around the client's anniversary date. This is done using the HMIS Info portion of the Face Sheet. The APR calculates the anniversary date of each client based on his/her admission date, and then looks for an HMIS Info update with an effective date that is within 30 days of that anniversary that ALSO falls within the date range of the APR. (If the HMIS Info Update has an effective date that is outside of the date range of the APR, that update will be considered missing.) The report's Individual Details have one column which shows the client's anniversary date ("Date of Relevant Anniversary") and another that shows whether or not they have a valid Annual Assessment ("Has Annual Assessment").

Please note that in regard to the "Date of Relevant Anniversary," AWARDS calculates household members' annual assessment dates based off of the head of household's admission date rather than their own (if it was after the head of household's).

What is the Legacy DQR Audit Message?

The Legacy DQR Audit Message button that you see when you run the CoC APR generates a report that is sent to you via the AWARDS Messages module, and will show you the old data quality table from the 2014 CoC APR.

Why are clients counted in question 20b if they haven't been in the program for a full year and don't need an annual update?

The HUD programming specifications indicate that stayers that have not been in the project long enough to receive an annual assessment should be reported as "Data Not Collected" for this question.

Why are expected clients not displaying in the CoC APR for my HMIS Outreach project?

Clients must have an Engagement Date entered for them in the Intake/Admission module. Additionally, they need to have an Encounter that occurs during the reporting year, or have documented services that correspond to a specific service type associated with RHY, HOPWA, SSVF, or PATH funding. If you wish to compare the CoC APR to the output on a ReportBuilder for an Outreach program, please use the Outreach ReportBuilder. HUD's requirement for counting as a contact all hinges on the existence of an encounter record that falls within the reporting period and has a valid Current Living Situation answer recorded. Anything including Client Doesn't Know or Client Refused will count just so long as the field was not left blank.

Why are some values underlined in the CoC APR and HMIS Data Quality Reports?

This feature is referred to as "Inline Details." Clicking a link will refresh the page to display a filtered version of the Individual Details table that just shows the clients counted in that value.

Why do I see a different number of clients when running an HMIS Data Quality Report for a group of programs versus a CoC APR for those programs?

The CoC APR counts all client IDs, while the HMIS Data Quality Report is de-duplicated using personal IDs (PINs or PIDs). As a result, it is reasonable that the HMIS Data Quality Report might have smaller numbers, even on the same questions.

Why does the Individual Details table on the Data Quality Report indicate "No (Data Issues)" for Disabling Condition?

In AWARDS the "Disabling Condition" value is auto-calculated, and is only saved at admission. If a client is indicated as "No (Data Issues)" in the individual details table of the Data Quality Report, it means that the client was admitted with data that put him/her in the "no disabling condition" category, but that on a subsequent HMIS Info Update, there was an indication that the client did have an identified special need that impairs his or her ability to live independently. If it is determined that the Disabling Condition value should be edited, that can be done via the most recent place in which the data was collected: the Intake/Admission form, the HMIS Info Update portion of the face sheet, or the Discharge form.

Why is the CoC APR or HMIS Data Quality Report showing an error for "Relationship to Head of Household" when I know the client is in a household?

The client's Household Start Date must be on or before his/her Admission Date. If the Household Start Date needs to be corrected, visit the client's face sheet and click Household Composition to join them to a household. (Note that the button name may vary slightly in your AWARDS database.) If the client is already in a household, please click his/her name on the Household Composition tab to edit the Household Start Date so that it is on or before the admission date.

Why is the "Date of Relevant Anniversary" not the anniversary of a client's admission?

AWARDS calculates household members' annual assessment dates based off of the head of household's admission date rather than their own (if it was after the head of household's).

Why might a client display or count as "Chronically Homeless" on the HUD CoC APR when their Intake/Admission, HMIS Info Updates, and Discharge do not indicate they are Chronically Homeless?

Household members are considered Chronically Homeless if other household members that had their same Admission Date are Chronically Homeless. For details and examples, please see the section "CH at project start because of other household members" in the following document: https://files.hudexchange.info/resources/documents/HMIS-Standard-Reporting-Terminology-Glossary.pdf