FAQ: DFSS Quarterly Reports

• Which programs are submitting reports sourced from HMIS?
• What reports are agencies responsible for submitting to DFSS on a quarterly basis?
• Which agencies need to submit a carry-over report?
• How should agencies report on multiple projects?
• How are unduplicated clients counted in the entries and exits report?
• How we count clients for IDHS reporting given these rules
• What are the expectations for data input in HMIS by agencies?
• How will site visit/audits be changed this year?
• Will new reporting in HMIS satisfy the requirements for CSBG?
• Which items on the report will be mandatory from HMIS after Q1? Which will continue to have a manual option?

Q & A Webinar Recorded on March 20, 2019

Which programs are submitting reports sourced from HMIS?

All DFSS-funded programs except for programs serving victims of domestic violence. Domestic Violence shelters will receive a template from Maria to complete in Excel and send back.

What reports are agencies responsible for submitting to DFSS on a quarterly basis?

• Entries and exits
• Performance measures
• For some quarters and some programs: carry-over reports

Which agencies need to submit a carry-over report?

The carry-over report may also be referred to as the “open report” or the “open cases report.”

FYI: There are also carry-over reports that Maria handles separately for DV shelters and for CSBG-funded interim shelters.

How should agencies report on multiple projects?

Agencies should submit separate reports for each project site.

If agencies have multiple projects in HMIS at the same site, the projects should be combined for reporting purposes. For example, a shelter with a HMIS project for families and a HMIS project for single adults at one location should send reports with data on all clients (families and single adults combined) served at the location.

If you have are not sure how to report on your projects, please reach out to Maria Lamothe.

How are unduplicated clients counted in the entries and exits report?

Rules for IDHS reporting

• Program participants can only be counted once in the calendar year. This means they can only enter a program once and only exit a program once.
• [a. Number on the first day of the quarter] + [b. Number entering program during the quarter] - [c. Number who left the program during the quarter] = [d. Number in the program on the last day of the quarter]

How we count clients for IDHS reporting given these rules

New clients:

1. Enters earlier in the year before this quarter and stays through the quarter?
1. Include in number on the first day of the quarter (+1)
2. Do not include in number entering the program (+0)
3. Do not include in number who left the program during the quarter (-0)
4. Include in number in the program on the last day of the quarter (=1)
2. Enters in this quarter and exits in this quarter?
1. Do not include in number on the first day of the quarter (+0)
2. Include in number entering the program (+1)
3. Include in number who left the program during the quarter (-1)
4. Do not include in number in the program on the last day of the quarter (=0)

Returning clients:

1. Enters for the first time in this quarter, exits in this quarter, and enters again during the quarter?
1. Do not include in number on the first day of the quarter (+0)
2. Include in number entering the program (+1)
3. Include in number who left the program during the quarter (-1)
4. Include in number in the program on the last day of the quarter (=0)
2. Enters earlier in the year, exits earlier in the year, and enters again during this quarter?
1. Do not include in number on the first day of the quarter (+0)
2. Do not include in number entering the program (+0)
3. Do not include in number who left the program during the quarter (-0)
4. Do not include in number in the program on the last day of the quarter (=0)

What are the expectations for data input in HMIS by agencies?

All agencies should complete:

• The entry assessment in HMIS
• The IDHS/DFSS Supplemental Form for all clients when clients are entering the program and when clients are exiting the program. Agencies should also update any relevant items as needed on a quarterly basis.

How will site visit/audits be changed this year?

Auditors will continue to look at files to verify eligibility and compliance as in previous years.

Will new reporting in HMIS satisfy the requirements for CSBG?

No, CSBG reporting will continue to be separate. Agencies who are funded through CSBG will still need to enter data into Stars.

Which items on the report will be mandatory from HMIS after Q1? Which will continue to have a manual option?

Based on a review of first quarter report, we will have a better sense of which questions will need to be manually entered and which can be pre-populated from HMIS. DFSS and All Chicago will be working with agencies throughout the year to increase the amount of data we can collect in HMIS and therefore pre-populate in the quarterly report.

However, we anticipate that items that can be pulled from the [IDHS/DFSS Supplemental and other necessary assessments in HMIS] will be pre-populated from HMIS, without the option to adjust manually.

In contrast, it will not be mandatory now to record supportive services, or “service transactions” (e.g. number of clients receiving case management) in HMIS. For agencies who do record their service transactions in HMIS, the report will continue to have the HMIS reference table for ease of reporting.