Rapid Rehousing (RRH) and Permanent Supportive Housing (PSH) projects should run this report to check for errors with their enrollments and housing move-in dates (HMID).
TABLE OF CONTENTS
How to Run the Report
From WellSky's HMIS site, click on Connect to Business Objects.
Navigate to the folders:
> lanecounty_live_folders
>PSH & RRH
>RRH & PSH Enrollments and Move-In Dates
To fill out the prompts:
EDA Provider: Do not use/leave as default provider
Start Date: Enter in the start date of the date range you are interested in viewing
Project: Enter in your project name, multiple projects can be entered
Reporting Group: If you have made reporting groups, you can use them here
Click on Run.
Navigating the Report
At the top of the report are useful tabs and filters.
The down arrow pointing to a line lets you download the report to Excel or similar spreadsheet program.
If you chose more than one project on the prompts, the Providers; All Values button lets you choose just one project at a time.
The report is broken into tabs for Stayers and Leavers. Stayers are clients that are still enrolled in your project. Leavers are clients that have exited your project.
The tabs for FLAGS Stayers and FLAGS Leavers help narrow down the results to only possible data issues.
Not every highlighted field is an error. The highlighted boxes are flagging possible data issues, so you should check to make sure that the information was added in correctly. It may also indicate that there are errors somewhere else, which can be very difficult to navigate. In this case, please email the HelpDesk so we can assist.
FLAGS Stayers Tab
Housing Move-In Date in Red Text
A housing move-in date in red text, indicates a housing move-in date that is listed before the project entry date. This error must be corrected.
To fix this error, first determine which date is incorrect: the housing move-in date or the entry date. Then follow the directions for Correcting a Project Start Date or Correcting a Housing Move-In Date.
Yellow Highlighted Box- Rent- Missing HMID?
A yellow highlighted box indicates that a rent payment was made but the client has no housing move-in date. This error must be corrected.
To fix this error, follow the directions for Correcting a Housing Move-In Date.
Pink Highlighted Box- HH Missing HMID?
A pink highlighted box indicates that one member of the household has an HMID but other members do not have an HMID. It is possible for members of the household to move-in on different dates, but this is not common.
If you know it is an error, follow the directions for Correcting a Housing Move-In Date.
FLAGS Leavers Tab
Housing Move-In Date in Red Text
A Housing Move-In Date in red text indicates a Housing Move-In Date that is before the Entry Date or after the Exit Date. This error must be corrected.
To fix this error, first determine which date is incorrect: the housing move-in date, the entry date, or the exit date. Then follow the directions for Correcting a Project Start Date, Correcting a Housing Move-In Date , or Correcting a Project Exit Date.
Exit Date in Red Text
A Latest Rent date in red text indicates that a rent payment was made after the Project Exit Date. This error must be corrected.
To fix this error, the exit date must be changed to a date after the last service transaction. If the service transaction is for a current rent payment, dated the 1st of the month through the last day of the month, the exit date must occur at a later time and date than the last day of that month. Follow the directions for Correcting a Project Exit Date.
Yellow Highlighted Box- Rent- Missing HMID?
Yellow highlighted text saying "Rent- Missing HMID?" may indicate that a rent payment was made during the client's enrollment but no HMID was entered. This flag could also be triggered by a mix of other errors, so please email the HelpDesk if you cannot find the data issue.
To fix this error, follow the directions for Correcting a Housing Move-In Date.
Yellow Highlighted Box- Exit to Rental wo HMID?
Yellow highlighted text saying "Exit to Rental wo HMID?" may indicate that a client has an exit destination of Rental but was not given a HMID. However, it is possible that the client was housed by a different agency or found housing on their own, and in that case, this exit destination is correct and does need to be changed. If you have questions, please email the HelpDesk.
If you know it is an error, follow the directions for Correcting a Housing Move-In Date.
Pink Highlighted Box- HH Missing HMID?
One or more members of a household were exited with a HMID while one or more members of the household were exited without a HMID. This is a possible scenario, so if you have questions, please email the HelpDesk.
If you know it is an error, follow the directions for Correcting a Housing Move-In Date.
Making Corrections
Correcting a Project Start Date
Rapid-Rehousing (RRH) Projects:
- If the entry date is incorrect, navigate to the Entry Assessment by pencil editing the Project Start Date.
- Change the Project Start Date* on the first screen. Click Save & Continue. Scroll to the bottom of the Entry Assessment and click Save & Continue.
- * If the project start date is on an earlier date than was previously entered, you will need to make sure the entry assessment answers are still correct. It is possible that you may need to re-enter some of the information.
Permanent Supportive Housing (PSH) Projects:
- Navigate to the Unit List for your shelter by clicking on the Shelters module from the menu on the left.
Choose your project from the Search button, then click on View All.
Choose the client's name from the unit list.
Change the Date In and click Save & Exit at the bottom of the page.
Correcting a Housing Move-In Date
Clear the housing move-in date from the entry assessment:
- First, begin by checking that the housing move-in date has been cleared/is blank on the entry assessment. Navigate to the Entry/Exit tab and then click on the pencil edit button for the Project Start Date.
- Choose Save & Exit from the pop-up screen to take you to the Entry Assessment. Scroll down until you reach the Housing Move-In Date section. Clear any dates that may have carried over from previous projects. Then scroll to the bottom and click Save & Exit.
Correct the housing move-in date on the Interim Review:
The date for the HMID needs to be the night the client first slept in the unit. This is recorded on an interim review and entered in the Housing Move-in Date section.
- Navigate to and click on Interims from the Entry/Exit tab.
- If the date needs to be changed, pencil edit the Interim OR
- Click on Add Interim Review if you need to add a HMID.
- Change/Enter in the housing move-in date on the Interim Review. The Interim Review Date MUST match the housing move-in date.
- Remember to make this correction for all members of the household by using the menu of household members on the left side of the Entry Assessment.
Correcting a Project Exit Date
Rapid-Rehousing (RRH) Projects:
- If the exit date is incorrect, navigate to the Exit Assessment by pencil editing the Project Exit Date.
- Change the Exit Date on the pop-up screen. Click Save & Continue. Scroll to the bottom of the Exit Assessment and click Save & Continue.
Permanent Supportive Housing (PSH) Projects: There are 2 places that you must change the exit date.
FIRST LOCATION
- Find the client's profile in ClientPoint. Click on the Service Transactions tab and then View Shelter Stays.
- Click the magnifying glass next to the shelter stay that needs to be edited.
- Click Edit Shelter Stay on the bottom left of the page.
- Click on the second tab at the top that says Entry / Exit. Click on the pencil next to the Exit Date to edit the project exit.
- Change the exit date. Click Save & Continue.
SECOND LOCATION
- Next, click on Service Transactions and then Shelter Stays. Then click the pencil icon next to the stay that needs to be edited. Change the Date Out and click Save.
*With all of the above situations, if you have any questions, please don't hesitate to email the HelpDesk. Some of the situations can get messy and we may need to look in several places to see what occurred.*
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