Homelessness Prevention (HP) Workflow

Modified on Tue, 1 Oct at 10:40 AM

Click here to watch video of the Homelessness Prevention Workflow:

Located under the "Workflow" section

TABLE OF CONTENTS

Eligibility
Entry
Service Transactions
Exit
Reports

Eligibility

Before you enter a client into your project, should make sure they are eligible for rent assistance. Please check your program manual for specific eligibility requirements. Your funding source may have specific requirements that are not listed here. In WellSky, please review these tabs to determine eligibility:

Entry / Exit Tab:

Make sure that the Self (head of household)'s living situation meets the eligibility requirements for Homeless Prevention (HP). You can use the Living Situations Crosswalk to help you.
All clients should be housed. The assistance you provide them will keep them in that housing.
Clients who are homeless are not eligible for HP. Open enrollments in ES and TH are not eligible.
If a client is enrolled in another housing project, such as PSH or PH, your funding source determines if you can pay for services. In addition, make sure you check with the other housing provider(s) where the participant is already enrolled, at minimum, to see if it makes more sense for those programs to support the household. Look at the last several pages of entries on the entry/exit tab to check for any open entries in these projects.

Service Transactions Tab

Look at the client’s service transactions (click the pencil icon and read the service notes) to make sure they are not already receiving assistance nor have already received assistance from another agency.
Remember to look at all months that a client is requesting rent assistance / arrears for. If a client received rent assistance through HP or another project, they are not eligible to receive support from your project
Important! You must look at the notes for each transaction to see what months they received assistance for. The date of the service transactions may not be the same as what appears in the notes, especially if arrearages have been paid.

Entry

Entry into your project will follow a typical ClientPoint workflow. You can utilize the Entry/Exit Tab and the Entry Assessment Tips helpdesk pages for assistance in completing the Entry.

Important!

Head of Household: Each household must have one client marked as "Self," and this should be the client requesting the assistance. All other household members will have their corresponding relationship to the head of household. See the Households Tab for more information.
Entry assessment questions – just because there are some questions already filled out on the assessment, it doesn’t mean those answers are still correct! You must ask and update the answers to every question on the assessment. These questions are most commonly missed:
1. Relationship to head of household – each household must have one person marked as Self (Head of Household) and not more than one. The person who applied for assistance is usually the head of household.
2. Prior living situation – aka “Where did you stay last night?” This is how we determine whether the client is eligible for the project. For this project type, all clients should be entering your project from a housed situation.

Service Transactions

Please reference the Rent Assistance Service Transactions and Service Type Table to see screenshots and learn about specific requirements for service transactions.

Important!

Include all household members from the entry on each service transaction.
Make sure that the months you are paying rent for are eligible under your program’s requirements and that the months of rent have not already been paid by another project.
Create a transaction for each month of rent and each month of utilities (if eligible under your program).
Arrearage months should be grouped together in one transaction. Make sure each field is filled out.

Exit

Remember to exit all household members in the exit. Clients should be exited after their last service transaction, and the exit date and time should be after the date and time of the last service transaction.

The Reason for Leaving and Destination must be filled out. The Exit Destination is compared to the client's Prior Living Situation to determine if the client was able to stay housed.

Reports

There are three main reports to run to maintain your Homelessness Prevention data quality.

ESG CAPER and CoC APR: Use this WellSky Canned report to view enrollment numbers, demographics, housing information, and find data corrections.
Service Transaction History [Provider] with Detail: Use this report to see a list of all your service transactions and ensure you have completed all required fields (units, unit type, vendor, funding source, etc.) correctly.
1. To find this report, navigate to BusinessObjects - Service Transactions folder
DQ for UDE PLUS: Use this BusinessObjects report to see a list of all clients with project enrollments and check that their assessment questions are all answered correctly.
1. To find this report, navigate to BusinessObjects - Data Quality folder
2. DQ Report Abbreviation Guide: After running a Data Quality (DQ) report (Business Objects), use this helpdesk article to find, understand, and fix any data entry errors.