IMPORTANT NOTE: This workflow is only for projects with Rehousing and [EO 23-02] in their project name. Please make sure you are referencing the right workflow so you are meeting your funding requirements. This project generally follows the ClientPoint workflow, with a few additional instructions detailed below. 

TABLE OF CONTENTS

• Check Eligibility
• Entry
• Interim Reviews
• Service Transactions
• Exit
• RRH Reports
• Emergency Order Report
• Documenting housing and household changes (FAQs)

Check Eligibility

Only clients who are unsheltered (place not meant for habitation only) are eligible for this program.

Use WellSky to check: 

• Service Transactions Tab: Navigate through the Service Transactions tab and click the pencil next to service transactions to double check that they have not already received funds for rent or utilities for the month(s) they requested. (Example: If they received a Utilities payment for the month of June from another agency, this person is not eligible to receive another June Utilities Payment service). 

Important! Once you have confirmed that the client referred to you is eligible, you must go through the previous checklist with all adult household members. If you do have questions about eligibility, please email the Help Desk.

Entry

Please create an entry for your client on the date they are determined eligible and remember to fill out all assessment questions. Make sure the Housing Move-in Date is empty. Clients should enter your project as unsheltered (prior living situation as Place not meant for habitation) and you will mark them as housed later using an Interim Review.

Interim Reviews

Interim Reviews should be recorded anytime there are changes to the client’s housing status or verification tables like income and insurance. See the Interim Reviews guide for instructions on how to record these.

To enter the housing move-in date, select Update as your Interim Review Type and click Save & Continue. Make sure to fill out the Housing Move-in Date for all household members and update any other questions that need updates. Remember that the HMID should be the date that the client actually started living in the unit, even if that comes after the start date on the lease.

Service Transactions

Full instructions on creating a rent or utility payment transaction are in the Rent Assistance Service Transactions guide. Before you get started, remember:

• The client should have an entry before you record any services.
• Include all household members from the entry on each service transaction.
• You should create the transaction from the profile of the head of household. This will automatically mark the head of household as the Primary Client for each transaction.
• The start date and time of every transaction must occur after the entry date and time. If an arrearage payment is recorded before the entry date and time, it will not be counted.

You may record other transactions like Case Management. These will have a Start and End date of the day the service was provided, and funds do not need to be attached.

Exit

Clients should be exited after your last service. This may be when they receive their last rent payment, or after the last service if you continue to provide case management.

RRH Reports

You should run the following reports at least once per month to make sure that your data is accurate and up-to-date.

• ESG CAPER or APR (Canned Report) – look for errors on entry assessments in data quality sections 6a-6c, whether everyone who is housed is listed in section 7a in the "moved into housing" section, place not meant for habitation as the prior living situation for all clients in section 15, and appropriate exit destinations in section 23c.
• DQ for UDE PLUS (ART Report) – look for missing information on entry assessment. You can run this less frequently if your CAPER is up to date

Emergency Order Report

There is a new report in BusinessObjects to assist you in catching data errors for the All-In / Emergency Order (EO) projects.  Navigate to Business Objects - Lane County Live - All-In - EO DQ Rehousing: 

To run this report, provide the following prompts: and click Run.  

You may either Download the report and view it in Excel, or you can navigate the report within your browser.  The report will have five separate pages or tabs along the top, capturing different errors.  

Entries: This page of the report provides a summary of your entries and two error types: 

1. Head of Household Not Unsheltered at Entry: Any Client ID listed here was entered into your project from a housed Prior Living Situation and thus, is not eligible for EO RRH.  Please check in with the county about eligibility or update the project entry to demonstrate the client was unhoused upon working with the project.  
2. SO: Date of Engagement Missing at Entry: This is for Street Outreach (SO) projects ONLY!  Any Client IDs listed here are missing a Date of Engagement in their project entry.  To fix this, navigate back to the Project Entry and add a Date of Engagement for the same day as the project entry.  

HoH Errors: Each project entry must have one and only one Head of Household.  There are two possible errors here - there is NO Head of Household on the project entry or there is MORE THAN ONE Head of Household on the project entry:  

Services: This page has a column for every required data field when reporting a service transaction.  If you have columns with red text - this is an error that must be fixed.  

Services Outside Entries: This page has a column for every required data field when reporting a service transaction.  If you have columns with red text - this is an error that must be fixed.  

1. Service Date Before Entry Date: The first table on this page shows if you have any service transactions that occur before the client's Project Entry into your project. Any service transaction that shows up in this table must be corrected so that chronologically it comes after the project entry.   
2. Service without Entry:  The second table on this page shows if there are any services that were given to a client who is not enrolled in your project.  Any service transaction that shows up in this table must be corrected, which will mean adding a Project Entry for the client or changing the date / time of the service transaction.   

HMID by Household: There are two errors shown on this page of the report relating to the Housing Move-In Date (HMID).   

1. RRH: Housing Move-In Date not NULL at Entry: All clients enrolled in the EO RRH projects must have a project entry where their HMID is BLANK.  If a Client's ID shows up here, you must go back to their project entry and clear the HMID.   
2. Household Move-In Date Flags: The second table on this page shows if there are any flags related to HMIDs for the clients in your project. Please navigate to these clients to see if you can understand the HMID error, and you can always reach out to HSDHelpdesk@lanecountyor.gov if you need assistance with this error.  

Documenting housing and household changes (FAQs)

Client was housed but lost the housing

• Exit the client from your project. Make the destination the living situation they exited to
• Create a new entry for your client on the same day as their exit. Make sure their prior living situation is the same living situation as it was on the exit.
• This client will have a new annual review date. Annuals will be completed on the anniversary of the new project entry.

A household member moved out

• Exit the individual from your project on the day they moved out
• Add an interim review for the same date and update the household size and any changes to household income

A household member moved out but has moved back in

• Exit all remaining household members
• Create a new entry in your project with all household members who are now living together. Change the Housing Move-in Date to be this new entry date. Remember to update any household information (income, household size, etc) that has changed.
• This household will have a new annual review date. Annuals will be completed on the anniversary of the new project entry.

A new household member moved in after the entry

• See Client Joins Household after Entry Date