Viewing the HMIS Coordinated Entry APR
To view the read-only HMIS Coordinated Entry APR in AWARDS, complete the following steps:
- From the AWARDS Home screen, click Administration from the left-side global navigation menu. Select Fiscal, then select HMIS Coordinated Entry APR.
- The HMIS Coordinated Entry APR page will display.
- Select the CoC or Project from the drop-down menu.
- By default, the report's date range is July 1st of the previous year through June 30th of the current year. If necessary, make changes to the date range. Keep in mind that the maximum date range is 24 months.
- To include a table of individual client-level detail at the bottom of the report, click the Show Individual Detail? checkbox.
Note: this report displays an abbreviated Individual Details table with just six columns: PID, Project Name, Client Name, Household ID, Admission Date, and Discharge Date. This is not officially part of the report but is provided for informational/reference purposes.
- The Send in AWARDS Message checkbox is selected by default and cannot be unchecked. As a result, you don't need to wait for the report to generate. You can navigate away from the HMIS Coordinated Entry 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 in your AWARDS Messages inbox.
Note: the report will remain in your Messages inbox for a month, and then will be deleted. The exact date of deletion will be displayed in red at the top of the report message. If you know you will need the report after that time, be sure to download the files attached to the report message. If you don't download one of the attachments before the message is deleted, you will need to manually re-generate the report if you need to access it in the future.
- Click Continue. The report will be displayed on the Coordinated Entry Annual Performance Report (APR) page. For information on the data contained in the report, see HMIS Coordinated Entry APR Data Details below.
Note: Clicking a value that is underlined on the report (an "Inline Details" link) will refresh the page to display a filtered version of the Individual Details table showing only the clients counted in that value.
Note: To export the contents of the report to Microsoft Excel, click the Excel Link at the bottom of the report content. A separate Individual Details Excel Link can be found at the very bottom of the page if the individual details checkbox was selected in Step 5.
HMIS Coordinated Entry APR Data Details
The universe of clients in the report is limited to only house holds who have an HMIS Coordinated Entry Event or HMIS Coordinated Entry Assessment during the reporting period +29 days in the program where an active CE participation record is found in the Program Participation feature. This will be a subset of the clients who are in the CoC APR for the same timeframe, if an HMIS Coordinated Entry Assessment hasn't been completed for each household.
Question 9
For a household to count in Q9, someone in the household must have had an HMIS Coordinated Entry Assessment during the date range.
- Q9a - Values reflect HMIS Coordinated Entry Assessment, field = Assessment Type. Options are Phone, Virtual, or In-Person.
- Q9b - Values reflect HMIS Coordinated Entry Assessment, field = Prioritization Status. Options are Placed on Prioritization List (Prioritized) or Not Placed on Prioritization List.
- Q9c - Values reflect the first 4 options in the HMIS Coordinated Entry Event, field = Event.
- Q9d - Values in the first 14 rows reflect the remaining 18 options in the HMIS Coordinated Entry Event, field = Event.
- After that, rows 17-20 in Q9d that reflect the value in HMIS Coordinated Entry Event, field = Referral Result for the records that have a referral to a housing project.
- Row 21 reflects the value in HMIS Coordinated Entry Event, field = "If the Event Type is 'Referral to post-placement/follow-up case management' then was the client Entrolled in an Aftercare project?" for the records which have Event = Referral to post-placement/follow-up case management.
- The last row, Percent of successful referrals to residential projects, takes the value in the "Result: successful referral: client accepted" row and divides it by the total of the row that counts "Emergency Shelter bed opening" through the row that says "Other PH project" plus "Referral to Emergency Housing Voucher (EHV)" and "Referral to a Housing Stability Voucher."
Question 10
There are 20 rows. 1-2 are from the HMIS CE Assessment, field = Assessment Level. 3-20 are the 18 options in the HMIS CE Event, field = Event.
Frequently Asked Questions
Why do no program selections display in the drop-down list on the HMIS Coordinated Entry Event form?
There are rules about what should display. The list of options for “Location of Crisis Housing or Permanent Housing Referral” should display a list of Project Names based on the following rules. The list should consist of those projects where Project Receives CE Referrals = “Yes” as of the “Date of event” inside the Program Participation module. The list of projects will be further filtered down as follows:
- When the event is “Referral to Emergency Shelter bed opening,” the program list should show Emergency Shelter and Safe Haven projects.
- When the event is “Referral to Transitional Housing bed/unit opening,” the program list should show Transitional Housing projects.
- When the event is “Referral to Joint TH-RRH project/unit/resource opening,” the program list should show Transitional Housing and PH – Rapid Re-Housing projects that have an associated funding source of either HUD: CoC – Joint Component TH/RRH, HUD: Unsheltered Special NOFO, or HUD: Rural Special NOFO and the Grant End Date must be either null or in the future.
- When the event is “Referral to RRH project resource opening,” the program list should show PH – Rapid Re-Housing projects.
- When the event is “Referral to PSH project resource opening,” the program list should show PH – Permanent Supportive Housing projects.
- When the event is “Referral to Other PH project/unit/resource opening,” the program list should show PH – Housing Only and PH – Housing with Services projects.