• Timeline
• Reports Due
• Context
• Training Videos and Previous Webinars
  • Walk-through of Reports
  • March 14, 2022 Webinar
• Accessing the Report
• Client Detail Reports
• Submission Reports
• Submitting the Report

 

Timeline 

Two reports are due for each project: Quarterly Entry-Exit and Performance Outcomes report. These are typically due on the 7th or 8th of ever quarter (January 7th, April 7th, July 7th, October 7th). 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.

 

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Reports Due

The following reports are due for all projects: 

• Quarterly Report (Tracking Entries and Exits)
• Performance Outcomes

Carryover reports are also required for the following project types: 

• Shelter
• Youth Transitional Housing and Safe Haven

Unlike Quarterly and Performance Outcome reports, these are due in January and in August/September, again, please reference DFSS's email. 

 

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Context

Grantees of the Department of Family and Support Services (DFSS) are required to submit quarterly reports as part of their grant. This report has traditionally not been required to be sourced from any particular data system - providers were expected to manually source and fill in data for each report sent in.

While many providers have used HMIS data to inform their DFSS quarterly reports, there have always been gaps in the data elements between what HMIS collects (which aligns directly with HUD data standards), and what DFSS collects (which aligns with data elements required by the Illinois Department of Human Services).

However, starting the first quarter of 2019, DFSS and All Chicago looked to begin the process of sourcing data for the DFSS quarterly report from HMIS.

The main goal of changing the quarterly reporting process are as follows:

1. Reducing the administrative burden on agencies, and
2. Improving the quality of data in our system to help make data-informed decisions

 

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Training Videos and Previous Webinars

 

Instructional Walk-through of Reports (Downloading and Interpreting)

:30 - Introduction
1:10 - DV Providers
1:40 - Overview of First Quarter Report
3:40 - Color Legend
4:45 - Reference Tables and Manually Sourced Cells
5:45 - No Date of Birth
7:00 - Gender and Family Composition
8:45 - Running the Report
9:50 - Overview of Report Folders
10:40 - Viewing the Report through ART
11:30 - Scheduling the Report
15:40 - Opening Your Scheduled Report
17:40 - Reviewing the Quarterly Report (with Client Details)
19:15 - Entry/Exit Summary Tab
21:00 - Filling in the Report
22:45 - Trouble Shooting Missing Info
23:20 - Entry/Exit Demographics Tab
23:55 - Special Needs Tab
25:13 - Services Tab
26:00 - LOS Tab (Length of Stay)
26:40 - Carryover Report
28:35 - Performance Outcomes Report
30:15 - Submitting the Report

 

 

March 14, 2022 Webinar

 

 

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Accessing the Report

Only Agency Technical Administrators (ATA) and HMIS users with ART access will be able to download the report.

The report is located by navigating through the following folders:

Public Folder -> Chicago CoC Reports (Secure) -> DFSS -> DFSS Quarterly

You fill find that the "DFSS Quarterly" folder has two children folders with the following files:

• Client Detail Reports - These reports are mainly suited for reviewing your data and client details - these should be used in the lead up to submission to address issues
  • DFSS Performance Outcomes Details FOR REVIEW
  • DFSS Quarterly Report Details FOR REVIEW
• Reports for Submission - These reports are for submission after April 1st (barring he carryover report)
  • DFSS Performance Outcomes FOR REVIEW DO NOT SUBMIT UNTIL APRIL
  • DFSS Quarterly Report FOR REVIEW DO NOT SUBMIT UNTIL APRIL

To run a report, click on the magnifying glass and then "Schedule Report".

Once you have clicked "Schedule Report", you will see the following prompts:

The only prompt that you need to answer is "Select Provider". At this point, you will need to search for an select your project.

After selecting your project, click "Submit". At that point, you will return to this screen:

Your project should be listed. Press "Next". 

At this point, you will be scheduling the frequency of your report.

• Name can be changed to {Agency}_{Project}_Quarter_Report_{Date}
  
  • Or {Agency}_{Project}_Performance_Outcomes_{Date}
• Report Format should be Excel
• User Inbox will be automatically defaulted to your own account
• Interval can be Once
  • You can also consider setting the report to run Daily or Weekly
    • Note: If you wish to run it daily or weekly, set the start date for the following day
    • The End Date will reflect the last day the report will run automatically

Once you have the fields set, click "Send". The report will take about 10-15 minutes to run in the background. 

After the report is finished, you can find the report by going to the ART Inbox.

 

 

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Client Details Reports (Not to be submitted)

Client Detail Reports are designed to assist you in locating any issues or missing data you may have.

These reports allow you to preview what your submission will look like when they are made available in the system (typically they are the first two tabs of each report), in addition to how those calculations were added up.

Quarterly Entry-Exit Report

This report includes the clients that have entered or exited your program during the quarter period.  There are 13 sections to this report that are then broken down into smaller sub-sections.

Not all program models will have to complete all 13 sections, those that are not applicable to your program model will be grayed/blacked out; your report will reflect what you need to complete.

The report is color coded:

The tabs on this report are as follows: 

• Report Information
  • This is the general cover sheet required for submission
  • Shows the reporting parameters run
  • Ensure that the project has a Chicago Program Model type
• Entry-Exit Summary
  • What is ultimately submitted to DFSS (through the submission reports)
  • Pulls in client information for clients that have an entry or exit during the quarter
• EE Demographics
  • This lists out all of your clients in three tables:
    • Those that entered during the quarter
    • Those that came to the project before the quarter began (those that carried over)
    • Those that exited this quarter
• EE Special Needs
  • Hosts three tables with the information:
    • Sourced from the disability subassessment
    • Sourced from the DFSS/IDHS supplemental
    • On clients that are considered chronically homeless
• EE Income & Benefits
  • This lists out what income, non-cash benefits, insurance and food stamps the client has as they enter and exit your project
  • Breaks down each subassessment and sorts clients by those that are entering or exiting the project
  • Income, non-cash benefits, and the insurance records are pulled from their respective subassessments in the Entry Assessment
    • Food Stamps are sourced from the DFSS and IDHS Supplemental Assessment
• Services
  • If a project utilizes Service Transactions in HMIS, this tab will be populated with the services provided
• LOS
  • Length of Stay - looks at the start of the client’s entry/exit date versus that of the quarter’s timeframe

 

Performance Outcomes Report

The Details version of the Performance Outcomes report contains the following tabs:

• Performance Outcomes - A
  • This features pre-filled green cells
  • Cells that are grayed out indicate that the measure is not applicable to your program model
• Performance Outcomes - B
  
  • These outcomes are not tracked through HMIS
  • If the program model is either Coordinated Entry System Facilitator, Homeless Prevention Assistance, Rental Assistance Program Manager, Housing System Navigator, Centralized Shelter Intake, or Diversion, then you must complete this tab with your own data pulled from your own source
• Details
  
  • Provides detail on the clients pulled in to calculate tab A

 

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Submission Reports

These reports are exactly similar to the details report, they just lack the additional tabs that allow agencies to troubleshoot.

The Quarterly Entry-Exit report has the following tabs:

• Report Information
• Entry-Exit Summary

The Performance Outcomes report contains the following tabs:

• Performance Outcomes - A
• Performance Outcomes - B

 

The Carryover report contains the following tabs:

• Report Information
• Carryover Summary 

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Submitting the Report

Each project (not agency) should send their report files in one email to:

• Maria Lamothe (Maria.Lamothe@cityofchicago.org) 

Your reports should be saved as an Excel file with your agency and project name, and the type of report it is.

• {Agency}_{Project}_Performance_Outcomes
• {Agency}_{Project}_Entry-Exit 
• For Shelter, Youth Transitional Housing, and Safe Haven
  
  • {Agency}_{Project}_Carryover