The Fiscal module HMIS Grantee APR feature is used by HMIS projects to generate the Annual Performance Report for HMIS-dedicated projects, also known as the "HMIS APR." The HMIS APR is completed annually by HMIS lead agencies of CoC program funded HMIS-dedicated projects. (It is not to be confused with the CoC APR, which is completed by sub-recipients of individual CoC projects.) The report displays the number of users, beds in each HMIS project type, the participation level of projects by various funders, and the number of clients served in a CoC database.
Required Permissions
The HMIS Grantee APR is limited to use by members of the "CoC Executive User" user group. Members of that user group must have the following permissions in order to use it:
Program Chart Access
Display Executive Administration Buttons - OR - Display Fiscal Buttons
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 HMIS Grantee APR
To view the read-only HMIS Grantee APR in AWARDS, 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 HMIS Grantee APR. The HMIS Grantee APR settings page is displayed.
- Click the Continuum of Care drop-down arrow and select the continuum for which the report is to be run, or select "All CoCs" to report on the entire database.
NOTE: Projects included in the report will include those where the settings under System Setup > Agency Program Information > Add/Edit Entire Program have been configured as follows:
- Use HMIS Data Elements - Checked
- Continuum Project - Set to "Yes"
- Continuum of Care - At least one specified. For most questions on the report only projects with a CoC that matches the report criteria are counted, unless specified otherwise.
- HMIS Project Type - Many of the questions on the report cannot be answered unless a project type selection has been made.
- By default the report's Report Date Range is July 1st of the previous year, through June 30th of the current year. If necessary, make changes to this default date range using mm/dd/yyyy format, or by selecting the correct dates using the available date picker icons.
TIP: The maximum report date range is 15 months.
- By default the report's Point In Time Date is the last Wednesday in January of the current year. If necessary, make changes to the default date using mm/dd/yyyy format, or by selecting the correct date using the available date picker icon.
- 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 HMIS Grantee 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 report is displayed on the HMIS Grantee APR page.
NOTE: Because the Send in AWARDS Messages option is automatically used by this report, a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and display.
When reviewing the report's content, please keep in mind that detailed information on each section of the report and what it contains, can be found under HMIS Grantee APR Data.
TIP: To export the report content (including individual detail, when applicable) to Microsoft Excel for further review and analysis, click Excel Link at the bottom of the page.
The process of viewing the HMIS Grantee APR is now complete.
A Closer Look @ Report Detail
HMIS Grantee APR Data
Below is a detailed list of the questions located on the HMIS Grantee APR and the data they contain. To jump directly to the information for a specific question, press <Ctrl+F> to access your browser's search field and enter the name of the question you'd like to view.
IMPORTANT! When reviewing this information, please keep in mind that the HMIS Grantee APR uses data entered into AWARDS under Intake/Admission, Discharge, and System Setup; specifically, all universal data elements, all project descriptor data elements, and user information.
Universal data elements include:
- Name
- Social Security Number
- Gender
- Date of Birth
- Race
- Ethnicity
- Disabling Condition
- Destination
- Client Location
- Length of Time on Street
- Relationship to Head of Household
- Admission and Discharge Dates
- Personal ID
- Household ID
Project descriptor data elements include:
- Project Name
- HMIS Project Type
- Continuum of Care
- Funding Sources
- Site Information
- Bed and Unit Inventory Information as found in the HMIS Bed Inventory feature
- HMIS Participating Project
- Grant Start Date
- Grant End Date
Section 4 - HMIS Software Information
This section asks about AWARDS functionality. We have answered Q1 and Q5 - Q8 for you; answers to the other questions must be entered directly into Sage.
Section 6 - Users
For Q1: Identify how many total HMIS users there are in the implementation we have provided you with a count of all of the distinct users who have the ability to log into the CoC specified in this report (excluding anyone who does not have chart access permission to a homeless system project in that CoC). You must enter answers to the other questions directly into Sage.
Section 8 - System Coverage
This section provides calculations about the HMIS Projects included and the clients served in Q1, Q3, and Q5. You must enter answers to the other questions - Q2, Q4, and Q6 - directly into Sage.
Q1: General Coverage across the HMIS Implementation
This question looks at the following HMIS project types:
- Emergency Shelter
- Transitional Housing
- Permanent Supportive Housing
- Rapid Re-housing
- Safe Haven
The # of Beds on HIC column counts the total number of beds for programs of each project type that exist on the report's Point In Time Date using the "Total Bed Inventory" value entered in the HMIS Bed Inventory feature. The HMIS Bed Inventory records included will be limited to the CoC(s) selected on the report settings page.
The # of Beds in HMIS column is a subset of the Beds on HIC number, but will include only the beds for programs where "Participates in HMIS" = Yes under Agency Program Information.
The Rate of Coverage column equals # of Beds in HMIS / # of Beds on HIC represented as a percentage with two decimal points. (Programs that are located in multiple CoCs are included in this calculation; however, only bed inventory records for the applicable CoCs are included.)
Q3: Identify how many client records are in your HMIS system
This question provides an unduplicated count of unique client records in the HMIS; specifically, it counts all of the clients who have been admitted into any HMIS projects in your specified CoC since the database's inception, through the end of the reporting period. Only admitted clients are included. The question is unduplicated (based on Personal ID) so that each client is only counted once.
TIP: A homeless system project is any project (excluding test and training projects) where the following options are set under System Setup > Agency Program Information > Add/Edit Entire Program:
- Use HMIS Data Elements = Checked off
- Continuum Project = Yes
Q5: Describe the participation of projects funded by each of the federal partner programs
For each of the following funding types, this question calculates whether or not projects are submitting and displays one of the four options listed below.
NOTE: Each funding type might encompass more than one funding source.
Funding types
- HUD: CoC (Not Including DV Providers):
- HUD: ESG (Not Including DV Providers):
- HUD: HOPWA:
- HHS: PATH:
- HHS: RHY–Basic Center Program (BCP):
- HHS: RHY–Transitional Living Program (TLP):
- HHS: RHY–Street Outreach Program (SOP):
- HHS: RHY–Maternal Group Home (MGH):
- VA: Supportive Services for Veteran Families (SSVF):
- VA: HUD/VASH:
- VA: GPD:
Options
Grantee(s) have funding and are entering data into HMIS - if all the programs with that type of funding source are listed under Agency Program Information as "Participating in HMIS" = YES. Excludes programs in divisions where "Victim Service Provider" = YES (under Continuum Provider Agency Information).
Grantee(s) have funding and are NOT entering data into HMIS - if all the programs with that type of funding source are listed under Agency Program Information as "Participating in HMIS" = NO.
There are no grants for this in this HMIS Implementation - if there are no programs with that type of funding source in the division that are NOT "Victim Service Provider" = YES (under Continuum Provider Agency Information).
Some Grantee(s) are entering Data into HMIS and some are not - if some of the programs with that type of funding source are listed under Agency Program Information as "Participating in HMIS" = YES and some are listed as = NO. Excludes programs in divisions where "Victim Service Provider" = YES (under Continuum Provider Agency Information).
TIP: Only funding sources with dates that fall within the report period are included. Be sure you check your Victim Service Provider and Participating in HMIS values on the Agency Programs ReportBuilder before running your HMIS Grantee APR.
Frequently Asked Questions
Why am I not seeing the expected result for Q5?
For a project to be counted as "entering data into HMIS," it must have the following settings in place:
Participating in HMIS = YES (under System Setup > Agency Program Information > Add/Edit Entire Program > HMIS Settings)
Victim Service Provider = NO (under System Setup > Agency Program Information > Continuum Provider Agency Information)
Why do I have fewer beds than expected in a project type for Q1?
Both the "# of beds on HIC" and "# of beds in HMIS" columns for this question only count the beds of projects that have the following setting in place:
Continuum Project = YES (under System Setup > Agency Program Information > Add/Edit Entire Program > HMIS Settings)
The difference between the two columns is that the "# of beds in HMIS" column ALSO requires:
HMIS Participating Project = YES (under System Setup > Agency Program Information > Add/Edit Entire Program > HMIS Settings)
Useful Links
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