ESG CAPER and CoC APR

Videos (Some videos reference Business Objects. You can skip past those parts):

• Video 1: The Basics of Reporting
• Video 2: The Canned Reports
• Video 3: Reporting Tips

The ESG CAPER and CoC APR have the same prompts and can be used for most of the same purposes. These reports pull data from entry, interim, and exit assessments. The instructions here talk about the CAPER but all of the same information applies to the APR. You should use the APR instead of the CAPER if you use it for reporting.

Access the report by clicking on Reports in the menu on the left. Click on the title of the report you want to run.

Fill out all required prompts. You can run this report for a single project or for a Reporting Group. The date range you select will vary depending on what you need from this report. If you want to see current enrollments, make the start and end date Today. Select only your assessment type in the Entry/Exit Types section.

To run the report, fill in the info above and click Build Report. Scroll back to the top and you will see it "running." If you click the Refresh button, it will become "completed" faster. Once it is completed, click on the magnifying glass to the left and scroll down for the report. 

You can click on any of the teal numbers in the report to see a list of client names and ID numbers of the clients that are listed in that number.

Information by section:

• Section 4a
• Section 5a
• Section 6a
• Section 6b
• Section 6c 
• Section 15
• Section 23c

Section 4a

This is information about your project that was entered by Lane County during project set up. If you run the report for a reporting group, you will see all projects included in that group listed here.

Section 5a

This will show you the number of people served during the date range you selected. Please note that this section is only accurate if Sections 6a and 6b have no errors. 

Ex: Number of Adults will only be accurate if there are no clients with a missing DOB in 6a

Ex: Number of Adult Heads of Household will only be accurate if there are no Relationship to Head of Household errors in 6b

Section 6a

Client Doesn't Know/Client Refused - There should not be any clients who don't know or refuse Name or Date of Birth because these are required for all clients. Numbers for the other rows are acceptable.

Information Missing Column -  Any value that is in the “Information Missing” column is an error. For Name, SSN, or DOB, this means the Data Quality/Type question has not been completed.

Data Issues Column

• Name – Occurs when the client’s Name Data Quality value is “Partial, Street Name or Code Name”.  All clients need a first and last name, it does not need to be verified from an ID. If client gives you a First and Last name then the Name Data Quality value should be “Full Name Reported”
• SSN   -  While the last 4 digits/Partial SSN DQ response is acceptable, this will be reported as a data issue. This can be ignored
• Date of Birth – Occurs when the DOB data quality value isn’t “Full DOB Reported”. Approximate or Partial DOB is okay, even though it will show as a "Data Issue."

Section 6b

Veteran Status

Relationship to Head of Household

Client Location

Disabling Condition

• This element is collected by projects that collect both the Does the client have a disabling condition? (Yes/No) and the Disabilities table with the HUD Verification.
• Always a Fixable error! Do not submit tables/reports with this error (unless Client Refused)
• 2 possible Errors
  1. HUD Verification is not complete
  2. HUD Verification shows NO but the question “Does the client have a disabling condition” states YES or vice versa

Section 6c 

Destination

• This element is collected by projects that a required to conduct and report an exit interview. All projects using the HUD entry type and some projects using the Basic, RHY or VA entry type are required to collect destination.
• “Data not Collected (HUD)” and “No exit interview (HUD)” will report as an error.
  1. If you were not able to conduct an exit interview, then you should attempt to complete the exit information using other project enrollments.  Example, you exit your client from your project because they “disappeared”, but you can see that they are housed or sheltered in another project in HMIS. Use this information to complete your exit.

If your entry assessment does not include Monthly Income, you do not need to correct the remainder of the errors in 6c.

Income and Sources

Income and Sources at Start

• Always a Fixable error! Do not submit tables/reports with this error  
  1. Monthly Income table/HUD Verification is not complete
  2. Monthly Income table/HUD Verification shows NO income, but the question “Income from Any Source” states YES or vice versa

Income and Sources at Annual Assessment

• Always a Fixable error! Do not submit tables/reports with this error. Reasons why you have this error:  
  1. There is no Annual Assessment completed
  2. An Annual Assessment is completed, but not labeled Annual Assessment (Update, 6-month…)
  3. Annual Assessment not completed within time frame (always date these for the entry/exit  anniversary date of the “Self (head of household (HUD)”)
  4. Monthly Income table/HUD Verification is not complete
  5. Monthly Income table/HUD Verification shows NO income, but the question “Income from Any Source” states YES or vice versa

Income and Sources at Exit

• Always a Fixable error! Do not submit tables/reports with this error.
  1. Monthly Income table/HUD Verification is not complete
  2. Monthly Income table/HUD Verification shows NO income, but the question “Income from Any Source” states YES or vice versa

Section 15

This section reflects responses to the Prior Living Situation question on your entry assessment. This should be where the client slept the night before entering your project. For projects with eligibility based on living situation or homelessness, you will need to pay attention to this section and make sure that the Prior Living Situation for all clients is accurate and meets your eligibility requirements.

Section 23c

This section shows responses to the Destination question on your project exit. Compare these to the responses in Section 15 to see housing outcomes for your project.

Quick Reference Guide: Print this out to use as a quick reference.