CoC Annual Performance Report Frequently Asked Questions







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The following frequently asked questions provide details on the most commonly asked about pieces of the CoC APR feature, as well as the HMIS Data Quality Report used to audit APR data.  Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.

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

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

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

What information is used for the annual updates of stayers?

What is the Legacy DQR Audit Message?

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?

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

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

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?

Why does the Individual Details table on the CoC APR reference "AWARDS ID" while the HMIS Data Quality Report references "Personal ID?"

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

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?

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

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.

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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.

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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.

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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).

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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.

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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.

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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.

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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.

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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.

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Why does the Individual Details table on the CoC APR reference "AWARDS ID" while the HMIS Data Quality Report references "Personal ID?"

The HMIS Data Quality Report unduplicates 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. You can find the Personal ID on the Profile module's Demographics ReportBuilder.

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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.

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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.

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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).

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