hprp reporting training for quarterly reporting nov. 20 th 2009 1wilderresearch.org

HPRP Reporting Training

For Quarterly Reporting

Nov. 20th 2009

1wilderresearch.org

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 end2wilderresearch.org

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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 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.

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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 processeswilderresearch.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


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


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 websitewilderresearch.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


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)


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



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



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


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



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



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.



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.



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



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)



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


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


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.


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


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


hprp reporting training for quarterly reporting nov. 20 th 2009 1wilderresearch.org

Documents

hprp services

quarterly reporting

hprp grantees

hprp client data check

orghprp reports

entry date

available reports

reporting processeswilder