YHDP Reporting Overview

Projects funded through the Youth Homelessness Demonstration Program (YHDP) are required to report performance and outcomes to HUD using data collected in HMIS. All official reporting is completed and submitted in the Sage Reporting Repository. YHDP reporting follows the standard Annual Performance Report (APR) process but includes additional YHDP specific reporting requirements, including supplemental questions in SAGE and a supplemental data file sourced from a HASHED CSV generated outside of HMIS. This article provides a complete overview of the YHDP reporting process, including who must report, what is required, and the step-by-step workflow for generating and submitting all required components.

• YHPD Required Projects
• Overview of Reporting Requirements
• Generating the APR/ QPR file in HMIS
• Completing YHDP Supplemental Questions in SAGE
  • APR
  • QPR
• Generating the YHDP Supplemental CSV
  • Generating a HASHED CSV file
  • Supplemental Reporting Tool App

YHPD Required Projects

Reporting requirements are determined by both the type of project and the funding round of the grant. Each of these projects must complete Annual Performance Reporting (APR), and some are also required to complete Quarterly Performance Reports (QPRs) depending on eligibility. 

• Rapid Re-Housing (RRH)
• Permanent Supportive Housing (PSH)
• Transitional Housing (TH)
• Joint Transitional Housing / Rapid Re-Housing (TH-RRH)
• Supportive Services Only (SSO)

Reporting Timelines 

Overview of Reporting Requirements

While all YHDP projects must report to HUD through Sage, a complete submission is made up of multiple required components that come from different places. HMIS provides the main data used for reporting, but the full reporting process requires additional steps outside of HMIS to meet HUDs YHDP requirements.

At a high level, YHDP reporting consists of three main actions: generating the required report file from HMIS, completing required questions directly in Sage, and producing a separate YHDP specific data file using HUDs Supplemental Reporting Tool. These components work together to create a complete report that reflects both the program data collected in HMIS and the additional context HUD requires for YHDP projects.

For both APR and QPR (when applicable), the overall process follows the same structure. The main difference between the two is the reporting period:

• APRs use the full operating year
• QPRs use the specific quarter date range

Because of this, projects required to complete QPRs will use the same  APR report in HMIS, but will run the report for each quarter instead of the full year.

Generating the APR/ QPR file in HMIS

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).

Completing YHDP Supplemental Questions in SAGE

As part of the YHDP reporting submission, you are required to complete Supplemental Questions directly in Sage. These questions are required for both Annual Performance Reports (APR) and Quarterly Performance Reports (QPR) and must be completed in full before the report can be submitted to HUD. The exact questions will vary depending on whether you are completing an APR or QPR, but all users should expect a mix of narrative responses and structured selections.

APR Supplemental Questions

For APRs, the questions are primarily narrative and focus on the full operating year.

Special Activities

• During the operating year did this project make use of the special activity(s) identified in the application
• If yes: How did the use of this activity directly affect the outcome of the project

Demonstration Outcomes

You will be asked to respond to the following:

1. Briefly describe the project you are operating.
2. Briefly describe the needs identified in your community’s coordinated community plan that this project was designed to meet.
3. Briefly describe this project’s current level of success in meeting the needs identified above in the coordinated community plan and in supporting youth to end their homelessness.
4. Briefly describe qualitative outcomes of the project.
5. Briefly describe challenges that you had starting up (or maintaining) your project.
6. Are there supports that HUD or Technical Assistance could have provided to help you or others overcome the challenges described? If so, what are they?

QPR Supplemental Questions

For QPRs, the questions are more structured and focus on what occurred during that specific quarter.

Project Description

1. Briefly describe the project funded under this grant (i.e., what did it do)

Special Activities

You will be asked to indicate “yes” or “no” to the following:

1. Did the project have new or renewed leases this quarter written with less than a one-month lease term
2. Were any youth who received services in the past quarter also employed by the recipient
3. Did the project pay for second or subsequent moving costs for a participant in the past quarter
4. Did the project provide host homes or kinship families with HUD-funded stipends in the past quarter
5. Did the project expend HUD funds on any of these housing needs in the past quarter: security deposits, damage costs, cleaning supplies, housing start-up expenditures, rental or utility arrears, or utilities
6. Did the project expend HUD funds on any of these services in the past quarter: Cell phones and service, internet, gas or mileage for participants, legal costs, driving fines or fees, car insurance, or vehicle registration

Services and Housing Provided This Quarter

You will also be guided through selecting Primary Population Served:

1. Category 1 - Literal Homelessness (living on the streets, place unfit for human habitation, shelter, or institution less than 90 days and was homeless prior to entry)
2. Category 2 - Imminent Risk of Homelessness 
3. Category 4 - Fleeing Domestic Violence

Primary Activities Provided (Select up to 4)

Starting QPR Reports

While YHDP projects are expected to begin serving clients as of the operating start date
established by HUD for the project, HUD understands that there may be some time needed for
project start-up. If your project has not yet begun serving clients, Sage will prompt you to respond to:

1. In the past quarter, what work have you done on this specific project

2. What is your plan and timeline to begin serving clients

    

Generating the YHDP Supplemental CSV

For most YHDP projects, reporting requires the submission of a YHDP Supplemental CSV in addition to the standard APR file. This file is not generated directly from HMIS. Instead, it is created using HUDs Supplemental Reporting Tool (SRT App) and is based on a HASHED (de-identified) CSV file exported from HMIS. This ensures that client level data can be analyzed without including any personally identifiable information.

Generating a HASHED CSV file

1) From the HMIS dashboard, go to Reports → Hashed HMIS CSV.

2) The next screen will allow you to "Start New Report". Followed by a series of prompts:

• Name - This name can be set to identify the report being generated. 
• Entry Data Types - The report logic for enrollments is based on the Entry/Exit Type used in your project configuration and client enrollments. This should always be HUD.
• 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 will depend on whether you are submitting an APR or QPR.

Supplemental Reporting Tool App

The Supplemental Reporting Tool (SRT App) is a HUD-provided tool used to transform your hashed HMIS data into the format required for YHDP reporting.

Note: The SRT App is maintained by HUD, and the interface and steps are managed within that tool. While HMIS is used to generate the input file, the transformation into the YHDP Supplemental CSV happens entirely within the SRT App.

General Process

1. Open the YHDP Supplemental Reporting Tool (SRT App) (accessed through SAGE)
2. Import your HASHED CSV file
3. Allow the tool to process the data
4. Review for any errors or processing issues
5. Export the final YHDP Supplemental CSV

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