• Context
• Accessing the Reports
• Annual Report
• Performance Report
• User Support

Context

Homeless service providers currently funded by Department of Family and Support Services (DFSS) that are looking to apply to the city's  Spring 2020 Community Development Grant Application (CDGA) Request for Proposal (RFP) process are now required to generate two reports from HMIS (with the exclusion of Domestic Violence providers, as they do not utilize HMIS).

The following are the type of RFP and the project models included in it:

This year, the process will involve pulling two reports from HMIS, an Annual Report looking at the demographics of people entering and exiting a project throughout the year, and a Performance Outcomes report. Both of these reports are similar to the current DFSS Quarterly Reports, with the caveat that there will be no room to input your own data - all information will pull directly from HMIS.  

Accessing the Reports

The reports can be found in ART, in the DFSS folder. The report may either be viewed or scheduled to run. 

Only one project can be set to run on the report at any given time.

Annual Report

 The annual report looks at all clients that entered and exited a project from January 1 to December 31, 2019.  This report looks at entries/exits, not enrollments. If a client entered before January 1, 2019 and exited after December 31, 2019, they will not appear in this report. Rather, the intent of the annual report is to track client movement and outcomes. 

Though this report is similar to that of the DFSS Quarterly Report with a few differences: 

1.  Providers are not allowed to input their own data for submission. All data is to be generated directly from HMIS. 
2. There are 8 tables tracking data as opposed to the 13 in the quarterly report.

The report shows you information based on the project type. If there is a cell that is blacked out, then that data element is not applicable to your project type.  Additionally, differently colored cells means the following:

The report has the following tabs, which each have a different function:

• 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 year
    • Those that exited this year
• 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 year's timeframe

The Entry-Exit Summary tab has 8 tables, with corresponding tabs showing the details of how those tables were calculated. 

1. Participants Service During the Year
   • This data can be found on the EE Demographics tab
2. Prior Living Situation
   
   • This data can be found on the EE Demographics tab
3. Clients that have Experienced Homelessness Before
   • This data can be found on the EE Demographics tab
4. Age (with HUD Genders)
   • This data can be found on the EE Demographics tab
5. Ethnicity
   • This data can be found on the EE Demographics tab
6. Special Conditions
   • This data can be found on the EE Special Needs tab
7. Primary Language Spoken
   • This data can be found on the EE Demographics tab
8. Income
   • This data can be found on the EE Income & Benefits tab

Performance Outcomes Report

 The performance outcomes report is similar to that of the DFSS Quarterly Performance Outcomes Report, with the exception that the tab called "Performance Outcomes - B" is entirely removed. 

This report looks at all client enrollments from January 1 to December 31, 2019. Unlike the annual report, this pulls in all clients enrolled during that time, NOT just entries and exits. 

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

• Performance Outcomes
  • This features pre-filled green cells
  • Cells that are blacked out indicate that the measure is not applicable to your program model
• Details
  
  • Provides detail on the clients pulled in to calculate tab 

User Support

As of now, we are putting user support on hold until efforts regarding the COVID-19 crisis begin to wind down. New dates will be rolled out soon. 

• All sessions are limited to 30 minutes
• These sessions will be done online - please ensure your computer has the capacity to record audio
• An Agency Technical Administrator, or someone with ART access should be on the call as well
• You should open a ticket with our team highlighting any specific clients that need troubleshooting
• Please have your report scheduled so that the HMIS team member can pull your information quickly, or email the report you plan on referencing beforehand
  • Doing so will save you time during the session