Provider Reporting Overview

The following provides an overview and related links to the various reports and documentations that providers are responsible for. 

Table of Contents: 

1. HUD Documentation
2. DFSS Reports
3. Annual Performance Report (APR)
4. Consolidated Annual Performance and Evaluation Report (CAPER)
5. Data Quality
6. Housing Inventory Count (HIC)/Point-in-Time Count (PIT)
7. Supportive Services for Veteran Families (SSVF)
8. Local Evaluation Instrument (LEI)

HUD Documentation

· HMIS Data Standards 

· CoC APR and ESG CAPER Programming Specifications

· APR Guides, Tools, and Webinars

DFSS Reports

All DFSS-funded programs are required to submit quarterly reports to DFSS. Required reporting includes information on number of clients served, client demographics and service needs, services provided, and client outcomes. DFSS uses this data to report to funders, monitor trends, and evaluate program results and performance.

Two reports are due for each DFSS funded project: Quarterly Report and Performance Outcomes Report. The Department of Family and Support Services typically sends out an email with this information, please use that as a final reference for when your reports are due.

DFSS Project types of Shelter, Youth Transitional Housing, and Safe Haven programs will also need to submit an Open Cases report twice a year.

Links:

· DFSS Quarterly Report Submission Guide

· Running and Scheduling the DFSS Reports in BusinessObjects

Annual Performance Report (APR)

Recipients of HUD Continuum of Care (CoC) funding (e.g., Supportive Housing Program, Shelter Plus Care, Section 8 Moderate Rehabilitation Single Room Occupancy Program, CoC Program) are required to submit an Annual Performance Report (APR) electronically to HUD every operating year. The APR is a series of tables with questions about service levels and outcomes for the funded projects. The final version is submitted as a zip file of CSV files. Each question in the report will have a separate CSV.

Links:

· Running the CoC-APR

Consolidated Annual Performance and Evaluation Report (CAPER)

Recipients of HUD funding received through the Emergency Solutions Grant (ESG) Program are required to submit a CAPER to HUD annually. The ESG-CAPER is a series of tables with questions about service levels and outcomes for the funded projects. The final version is submitted as a zip file of CSV files. Each question in the report will have a separate CSV.

Links:

· Running and Interpreting the ESG CAPER Report in HMIS

Data Quality

The HMIS Data Quality Assessment process addresses completeness, accuracy, and timeliness of the data entered by service providers into HMIS, as guided by the Chicago HMIS Data Quality Plan. To maintain data quality, providers will have access to a report accessible through the HMIS system. The report will address data in the following areas: Missing Values, Child-Only Entries, Bed Utilization, and Timeliness. All projects, regardless of funding, are required to participate in the quarterly data quality process. So long as a project is active and has at least one client enrolled, it is expected that the data quality report for said project be submitted.

Links:

· Data Quality Process Overview

· Running and Interpreting the Data Quality Report

Housing Inventory Count (HIC)/Point-in-Time Count (PIT)

The Point-in-Time (PIT) count is a count of sheltered and unsheltered people experiencing homelessness on a single night in January. HUD requires that Continuums of Care conduct an annual count of people experiencing homelessness who are sheltered in emergency shelter, transitional housing, and Safe Havens on a single night. Continuums of Care also must conduct a count of unsheltered people experiencing homelessness. Each count is planned, coordinated, and carried out locally. The Housing Inventory Count (HIC) is a point-in-time inventory of provider programs within a Continuum of Care that provide beds and units dedicated to serve people experiencing homelessness (and, for permanent housing projects, where homeless at entry, per the HUD homeless definition), categorized by five Program Types: Emergency Shelter; Transitional Housing; Rapid Re-housing; Safe Haven; and Permanent Supportive Housing.

Links:

· Point in Time Count

· Generating and Interpreting the Point In Time Count Business Objects Report 

· Housing Inventory Count Workflow

· Housing Inventory Count Process Overview & Timeline

Supportive Services for Veteran Families (SSVF)

On a monthly basis, grantees will upload client-level SSVF data from the HMIS system in which SSVF Program data are managed to a secure SSVF Data Repository managed by VA. Monthly uploads are required within the first three days of each month to be considered on time. Modified, corrected and late uploads are accepted by the 9th day of each month, unless otherwise notified by VA or SSVF HMIS Technical Assistance staff.

Links:

· SSVF Program Guide

· SSVF Walk-through

Local Evaluation Instrument (LEI)

The Local Evaluation Instrument (LEI) is the second step in the Chicago CoC’s locally developed review process for renewal projects. All projects that have been previously funded through the Chicago CoC Competition Process are eligible to apply as a renewal in 2024. The LEI is designed to quantify the performance of each project and must be submitted for all CoC-funded project that operated between January 1, 2023 and December 31, 2023 with an exception for some new projects. Contact cocprograms@allchicago.org with any questions.

Links:

· 2024 CoC Competition Local Evaluation Instruction Manual Instrument