Running and Understanding the APR and QPR Report

The APR/QPR in WellSky is one report with two uses. When you run it for your full operating or fiscal year, you’re producing the APR (Annual Performance Report). When you run the same report for a single quarter, you’re producing the QPR (Quarterly Performance Report). The workflow, prompts, data review, and Sage submission are identical; the only thing that changes is the date range you enter.

• APR: Captures a full fiscal year of data for HUD submission. 
  • Example: 1/1/2024 - 12/31/2024
• QPR: Captures a single quarter for funder monitoring and performance tracking.
  • Example: 1/1/2024 -3/31/2024
    • APR vs. QPR is only a difference in the date range you enter. Prompts, data checks, output files, and the Sage upload process are otherwise identical.

APR/QPR pulls live data from HMIS, meaning any corrections you make after running the report require a re-run to capture changes. Under Global Visibility, shared client data from other agencies may appear in your report. This means you might see enrollments or assessments you did not create. If those entries are incorrect, you must coordinate with the source agency and never overwrite their data.

Running the Report

1) From the HMIS dashboard, go to Reports → FY20XX CoC‑APR.

2) The next screen will present you with a series of prompts:

• Provider Type - Provider Type tells the report whether you want data from a single project or from a defined set of projects. In HMIS, that’s either Provider (one project) or Reporting Group (multiple projects bundled together).
• Provider - Provider is the specific project (or the specific Reporting Group) the report will pull from. If you chose Provider Type = Provider, this is one project. If you chose Provider Type = Reporting Group, this is the name of the group.
• Program Date Range -  The start and end dates for the period you want to report. This is the only difference between APR and QPR.
• Entry Exit Types - The report logic for enrollments is based on the Entry/Exit Type used in your project configuration and client enrollments. For APR/QPR, this should be HUD.
  • If you pick the wrong Entry/Exit Type, the report may ignore valid enrollments or include records it shouldn’t. That changes totals everywhere, especially stayer/leaver counts and outcomes.

Build Report

Once you have answered all prompts, click Build Report; watch Report Run History for status.

Download Report

After the report has been run, Click Download to obtain the CSV ZIP for Sage (do not modify the CSV or Sage will reject the upload).

Sections of the APR

The APR is quite comprehensive. You will notice that the report may seem long; however, much of the information gets specialized to Youth and Veterans towards the end, which is relevant to your program only if you work with that population. 

Q#	Question / Table	What It Captures	Where to Find / How to Correct / How to Understand
Q4a	Project Identifiers	Agency name, project name, HMIS project type, CoC code, Victim Service Provider flag	Check Project Descriptor Data Elements in HMIS. Misconfigurations here cascade into eligibility and counts. Reach out to Helpdesk@allchicago.org for questions
Q5a	Report Validations	System-level checks for data anomalies (e.g., leavers/stayers totals, missing HoH)	Review APR validation section in report output. Fix timelines, household relationships, and missing assessments before re-running.
Q6a–6b	Household Counts	Number of households and persons served	Ensure one Head of Household per enrollment and correct relationship to HoH for all members.
Q7	Persons Served	Demographics: age, sex, race, ethnicity	Validate Client Profile fields; correct DOB errors and missing UDEs.
Q8a–8b	Special Needs	Disabling condition, DV status, veteran status	Use Assessment History to confirm source and effective dates; delete only your agency’s incorrect entries.
Q9–Q10	Leavers vs. Stayers	Counts by status at report end	Understand logic: Leavers = exited in date range; Stayers = active at end. Fix entry/exit dates and re-run.
Q11–Q13	Income & Sources	Income and non-cash benefits at Start, Annual, Exit	Check sub-assessments for adults; ensure timing aligns (30 days for annual).
Q14	Health Insurance	Coverage at Start, Annual, Exit	Same cadence as income; confirm effective dates.
Q15	Destination at Exit	Housing outcome for leavers	Correct missing or “unknown” destinations; use drill-down to edit records.
Q16	Bed/Unit Utilization	Inventory and utilization	Reach out to Helpdesk@allchicago.org for questions
Q18–Q20	Length of Stay	Average and median stay	Driven by accurate entry/exit dates; fix timeline errors.
Q21–Q22	Exit to Permanent Housing	Performance measure	Ensure destinations are coded correctly; review drill-down lists.

 

Understanding the Data

Most tables in the APR support clickable counts that open the client list behind a number. Use these to pinpoint records to fix, then re‑run the APR. 

 

Income is showing as missing in the APR

1. Review that income is documented correctly in the income sub-assessment fields for each adult.
2. Check for overlapping or conflicting effective dates that fall outside the APR date range.
3. If the error relates to Annual Assessment income, review all annual assessment dates in interim reviews:
   • Ensure each annual assessment falls within 30 days of the client’s enrollment anniversary.
   • Even one incorrect date can cause an error in the APR.
4. Correct invalid or out-of-range dates, then re-run the APR.

Clients missing from APR

If expected clients do not appear in the APR, the issue is often related to EDA mode or prompt settings.

1. Check if EDA mode was used; the APR will pull data based on the active user level context.
2. Confirm “This provider ONLY” is turned ON in prompts to avoid pulling other projects.
3. Verify that the client’s enrollment dates fall within the APR date range.
4. Re-run APR after adjusting provider settings.

Destination missing at exit

Exit destinations are required for leavers. Missing or “unknown” destinations will fail Sage validations and affect performance measures.

• Update Exit Destination in the client record; missing or “unknown” destinations will fail Sage validations.
• Use drill-down from APR to identify which clients need corrections.

• Re-run APR after fixing destinations.

   

“No Exit Interview Completed”, “Other”, “Client Doesn’t Know" or “Client Refused” 

These are considered incomplete and will trigger data quality warnings. Update with the most accurate destination possible. Using “Other” requires confirmation and approval from your HUD TA.

Household inconsistencies

APR requires an accurate household composition. Missing Head of Household or incorrect relationships will cause errors in household tables.

• Assign one Head of Household per enrollment; APR requires this for household counts.
• Correct relationship-to-HoH for all household members.
• Validate household integrity before re-running APR.

For any questions, please reach out to Helpdesk@allchicago.org