HMIS has a preset report that agencies will be running in order to receive their ESG CAPER (Emergency Solutions Grants Consolidated Annual Performance and Evaluation Report) results.
To run the ESG CAPER, you must first have an active profile in HMIS. If your agency does not use HMIS or your account has been deactivated, please submit a Help Desk request.
The time frame for the report operates on the calendar year (ex. the 2018 ESG CAPER report operated from 1/1/2018 to 12/31/2018).
- Running the Report
- Report Perimeters
- Sections of the ESG Caper
- Critical Sections to Review
- Fixing your Data Issues
CAPER Course
https://allchicago.talentlms.com/catalog/info/id:418
This course is designed to give you a brief review of the report along with some key areas of focus for troubleshooting. It's recommend to review this courses materials and if you are unable to correct an issue, contact the Help Desk immediately for assistance (hmis@allchicago.org).
Running the Report
From the homepage of HMIS, look to the left-hand sidebar and click on Reports.
From there, you will follow that through to the link that says "ESG CAPER 2019".
Report Perimeters
The following prompts will ask you to provide the following:
- Provider Type
- Provider
- Which actually means what is the specific project you want to report on
- This should not just be your agency name
- The format should be "Agency - Project (HMIS #)"
- Program Date Range
- Which again, will be 1/1/2019 to 12/31/2019
- Entry/Exit Types
- Which will always be HUD
An example of a prompt is below:
From there, you can click "Build Report".
Sections of the ESG CAPER
There are roughly 37 sections and subsections of the report.
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Critical Sections to Review
The ESG CAPER holds important information. Agencies are encouraged to take the time to read through their reports and ensure the numbers and results presented are accurate.
For the purposes of the ESG CAPER, please make sure to review the following sections closely:
- 5a - Report Validation Table
- Give you a general overview of the clients in your program
- 6a - Data Quality: Personally Identifiable Information
- Goes over Name, SSN, Date of Birth, Race, Ethnicity and Gender
- 6b - Data Quality: Universal Data Elements
- Data elements every client should have - Veteran Status, Project start date (the day they began your program), Relationship to Head of Household, Client Location, and Disabling Condition
- 6c - Data Quality: Income and Housing Data Quality
- Measures the client's data income when they start your program, at an annual assessment (if applicable), and when the client leaves your program
- 6d - Data Quality: Chronic Homelessness
- 6e - Data Quality: Timeliness
- All agencies need to enter client information into the system in a set period of time
- The rows listed here indicate how long it took your agency to enter the client into HMIS after their initial start date (ie. The client may have entered on 2/20/2018, but was not entered until 2/25/2018)
- 7a - Number of Persons Served
- Breaks down your clients by their household arrangement
- 8a - Number of Households Served
- All families/multi-person households should be entered into the project as one household
- Ex. A household with two parents and a child is considered one household
- All families/multi-person households should be entered into the project as one household
Each section will then have something indicating data quality issues. Agencies should make an effort to correct any of the following issues that stem from a data quality/entry problem:
- Information Missing
- Data Issues
- Error Count
You can then click on the blue, hyperlinked number to see a list of clients in that have an issue with that particular field.
Fixing your Data Issues
Anytime a data issue shows up, it needs to be resolved. Most data issues fall into the following categories:
- The total persons served is either way too high or way too low
- You can review this number in Section 5a - Report Validation Table
- A question has gone unanswered
- A data quality question was not answered
To get a running list of clients to fix, you can click the blue number.
In the example above, we have an issue with the client's veteran status.
This client's issue can be fixed by going into the Client Profile tab.
To answer Veteran Status, Name, Social Security question, you need to go to the client’s record.
From the Summary Page, go to the Client Profile, then click the pencil next to Client Record.
Clicking the pencil opens the prompt below, where you can answer any unanswered questions.
If you have any trouble correcting errors or missing information, please submit a Help Desk request.