One fish, Two fish, Red fish, Blue fish: Common errors and missing data issues and how to fix them Presenters: Hunter Belgard – Portland Housing Bureau Cecilia Bonvino – Community Action Michelle Helm – Portland Housing Bureau

Goals for this session: To understand the common errors in the APR and CAPER and how to fix them To explain the underlying “concepts” that will dramatically help you understand the correct moves to troubleshoot those errors To identify the difference between Client Doesn’t Know/Refused Information Missing Data Issues and Errors Can all “errors”/issues be fixed? – not necessarily *Things we will not cover: How to read the report

Which reports? “CoC APR” and “ESG CAPER (HDS V5)” APR – Annual Performance Report CAPER – Consolidated Annual Performance and Evaluation Report

Let’s look at the APR & CAPER Concept #1 - Did I run the report correctly? Check prompts. Report prompts drive who shows up in the report Provider/Reporting Group Dates Entry/Exit Types

Adult or Child? Concept #2 - How does the report categorize an adult or child? Based on who is in the ENTRY, not by “Household” nor relationship to HoH Date of Birth is essential Further breakout: Stayer/Leaver *CHI covered later

Column Headers Concept #3 - What do the different column headers mean? Client Doesn't Know/Client Refused Information Missing Data Issues (not necessarily errors) Error

Income Errors Concept #4 – How do I fix an income error? 3 potential issues: 1) Missing income data 2) Y/N question and sub-assessment data don’t match 3) Annual Assessment – missing, incorrect date, or Review Type not set to “Annual Assessment” Annual Assessment – Every 365 days after Entry/Start Date       Review Date = Anniversary of Entry/Start Date NOT Housing Move-in Date *specifically, report looks for an AA within +/- 30 days of anniversary date

Chronically Homeless Persons Concept #5 - What makes a person count as Chronically Homeless? At Entry, Date of Birth = 18+ years old Does the client have a disabling condition = Yes Homelessness 3.917A and 3.917B Living Situation

More Chronically Homeless Person At Entry = Date of Birth equals 18 years of age Does the client have a disabling condition = Yes Homelessness 3.917A and 3.917B Living Situation 3.917A 3.917B Conditional Question based on "Residence Prior" Conditional Question based on "Length of Stay"

Street Outreach and CAPER only Q9a and Q9b – designed for "Street Outreach“ Contacts and engagements CAPER ONLY Q24. Homeless Prevention Housing Assessment at Exit

5 Common Errors & How to Fix 1. Date of Birth / SSN 2. Child Head of Household, Only Children Household 3. Person should be counted as Chronically Homeless 4. Income from any source – Yes/No does NOT match the Monthly income sub-assessment 5. Annual Assessment error

Wrap Up THANK YOU!!! What other issues or errors have you encountered? Have you found any fun/creative fixes? If you would like 1-on-1 TA, feel free to drop by the session “There is light at the end of the tunnel” THANK YOU!!! Questions? Call us! Call your System Administrator!