1. HPRP Reporting Training For Quarterly Reporting Nov. 20 th 2009 1wilderresearch.org

2. 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 end 2 wilderresearch.org

3. 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

4. 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 5 th 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. wilderresearch.org 4

5. 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 5 th ─ First set late November/early December ─ Second set end of December ─ More info to come on future processes wilderresearch.org 5

6. 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 wilderresearch.org 6

7. 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 wilderresearch.org 7

8. 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 website wilderresearch.org 8

9. 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 wilderresearch.org 9

10. 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) wilderresearch.org 10

11. 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 wilderresearch.org 11

12. HPRP Client Data Check QPR 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 wilderresearch.org 12

13. HPRP Client Data Check QPR 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 wilderresearch.org 13

14. 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 wilderresearch.org 14

15. HPRP Counting Report QPR 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 wilderresearch.org 15

16. HPRP Counting Report QPR 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. wilderresearch.org 16

17. HPRP Counting Report QPR 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. wilderresearch.org 17

18. HPRP Counting Report QPR 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 wilderresearch.org 18

19. HPRP Counting Report QPR 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) wilderresearch.org 19

20. HPRP Counting Report QPR 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 wilderresearch.org 20

21. 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 wilderresearch.org 21

22. 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. wilderresearch.org 22

23. 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 wilderresearch.org 23

24. HPRP Help HMIS Web site for forms, instructions, PowerPoint: www.hmismn.orgwww.hmismn.org Helpline: hmis@wilder.org, 651-280-2780, 1-800-328-2972hmis@wilder.org Webinar accessible through Newsflash section of ServicePoint wilderresearch.org 24