How to Check if Entry/Exits Were Done Through ShelterPoint

All projects with SHELTERPOINT in the title must have their entries and exits done through ShelterPoint (see guide for more information). Checking a client in through ShelterPoint creates an entry linked to a service transaction called a Shelter Stay. Checking them out using ShelterPoint creates the exit and ends the Shelter Stay. You can check whether clients were entered and exited properly by comparing the number of Entry/Exits to the number of Shelter Stays.

TABLE OF CONTENTS

• Identify Clients with an Entry/Exit
• Identify Clients with a Shelter Stay
• Compare Client Lists

Identify Clients with an Entry/Exit

Run the ESG CAPER for the date range and project you are interested in. In this example, we will look at the last quarter of 2021.

Scroll to section 5a and click on the number of clients in line 1.

A pop-up window will appear that shows a list of all your client names and ID numbers. Click Download Results at the bottom of the window, and click Download again when prompted.

This will download the list to your computer. Open up the list in Excel - you will return to it later.

Identify Clients with a Shelter Stay

Run the Client Served Report (this is in the canned reports like the CAPER). Make sure you change the Services selected to only Shelter Stays. Also make sure you run this report for the same date range as you ran the CAPER. Then click Build Report.

The total number of clients served will appear in several places, but it is easiest to find at the very bottom of the report in the Clients Served by Ethnicity section.

This number should match your total from the CAPER. If it does not, you will need to continue these instructions to compare the lists. Click on the number. A pop-up window will appear that shows a list of all your client names and ID numbers. Click Download Results at the bottom of the window, and click Download again when prompted.

This will download the list on to your computer. Open this list in Excel.

Compare Client Lists

You should now have two Excel files that contain client names and ID numbers. To compare them:

• Copy and paste the Client IDs from one list into the Client ID column (A) from the other list so you have a list of all IDs from both Excel sheets in one column.  
• Click on the header of the column where all the Client IDs are located. This will highlight the entire column.
• Locate the Conditional Formatting section in the top menu of Excel. Click Conditional Formatting --> Highlight Cells Rules --> Duplicate Values. Then click Ok.
• All of the cells highlighted are clients who do have an Entry/Exit and Shelter Stay. These clients were checked in and out correctly.
• To create a list of clients whose records need corrections, click on the header of the column again to highlight the column.
• Locate the Sort & Filter section in the top menu of Excel. Click Sort & Filter --> Filter.
• A small down arrow will appear at the top of your client list. Click on this arrow and select Filter by Color --> No Fill
• These clients will need to have their data corrected. See the ShelterPoint guide for instructions on how to make corrections.