Viewing the HMIS Coordinated Entry APR

To view the read-only HMIS Coordinated Entry APR in AWARDS, complete the following steps:

1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
2. Click HMIS Coordinated Entry APR.  The HMIS Coordinated Entry APR Settings page is displayed.
3. Click the CoC or Project drop-down arrow and select the HMIS Continuum of Care, project, or custom grouping for which the report is to be viewed.
4. 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 this default date range using mm/dd/yyyy format, or by selecting the correct dates using the available date picker icons.  Keep in mind that the maximum date range is 24 months.
5. To include a table of individual client-level detail at the bottom of the report page, click the Show Individual Detail? checkbox.

  TIP: This report displays an abbreviated Individual Details table with just six columns: PID, Project Name, Client Name, Household ID, Admission Date, Discharge Date. This is not officially part of the report, but is provided for informational/ reference purposes only. 

6. The Send in AWARDS Message 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 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 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 files 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. 

7. Click CONTINUE.  The report is 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.

  TIP: 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.

  TIP: To export the contents of the report to Microsoft Excel for further review and analysis, click 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 detail was checked off in step 5. 

The process of viewing an HMIS Coordinated Entry APR is now complete.

HMIS Coordinated Entry APR Data Details

The universe of clients in the report is limited to only clients who have an HMIS Coordinated Entry Event during the reporting period + 30 days AND an HMIS Coordinated Entry Assessment during reporting period + 30 days and their household members. (This will be a subset of the clients who are in the CoC APR for the same time frame, 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 four 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 which 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 Enrolled 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.