SSVF Services Provided Report Guide

An important part of your data monitoring plan is to ensure services are being recorded correctly and accurately. To help you do this for SSVF, ICA created the SSVF Services Provided Report in Nov 2017 in response to several providers recording services and financial assistance in the same service transaction records. This report was recently updated to include a way to monitor the work-around for Rapid Resolution services, and the project enrollment data was changed to capture the most recent enrollment. You should run this report at least monthly for each of your SSVF providers, so data entry errors can be corrected in a timely manner. If your agency has a larger client base, you may want to run this report on a more frequent basis.

Running the Report

Report Path

Folders
> Public Folder
> missouri_live_folder
> Funding Specific Reports
> SSVF Reports
> SSVF Services Provided Report

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
EDA Provider	If only one project is selected in the "Select Provider(s):" prompt above, select the same project here. If more than one project is selected in the "Select Provider(s):" prompt, then select one of the projects.
Enter effective date	Enter the date after the last date of the reporting period in m/d/yyyy format. For example, if you're running a report for 7/1/2020-6/30/2021, the date entered in this box would be 7/1/2021.
Enter End Date PLUS 1 Day:	Enter the date after the last date of the reporting period in m/d/yyyy format. For example, if you're running a report for 7/1/2020-6/30/2021, the date entered in this box would be 7/1/2021.
Enter Start Date:	Enter the start date for the reporting period in m/d/yyyy format. For example, if you're running a report for 7/1/2020-6/30/2021, the date entered in this box would be 7/1/2020.
Select Provider(s):	Select the project(s) for which you wish to run the report.

In the BusinessObjects Report window, set the Prompts as indicated below:
1. EDA Provider:
2. Click Enter effective date and enter a date that is one day after the last day of the reporting period. For example, if the report date range is 10/1/2019-9/30/2020, enter 10/1/2020 as the effective date.
3. Click Enter End Date PLUS 1 Day and enter the same date used as the effective date.
4. Click Enter Start Date and enter the first day of the reporting period using the calendar using the date picker or by typing it directly into the field.
5. Click Select Service Provider(s), then Select. Search for the desired provider(s), add to Selected Values and click Submit.

Using the Report

Summary tab

This tab shows you the total amount of financial assistance recorded by service type and overall for this provider. This information can be compared to your agency’s financial records to ensure funds expended match up with what has been recorded in HMIS.

Service Detail

This tab gives you some basic information about each client’s most recent enrollment and their SSVF Service Transactions recorded within the selected date range. When reviewing the client records in the image below, you can see that client 123 has three service transaction records recorded correctly. There are “Case management services”, “Other non-TFA supportive service approved by VA” (with the “RR” included), and “Rental assistance” (with the amount included). All of these service transactions were entered separately; on or after the Entry Date, but before the Exit Date; are all recorded in the HoH’s client record.

The remaining three clients are examples of errors to look for when reviewing this report. Client 345 has “Case management services” and “Rental assistance” recorded in the same service transaction record as indicated by both being in the same row together. For SSVF, services and financial assistance must never be recorded in the same service transaction record. The service overrides the financial assistance preventing it from being included in the .csv file export for your monthly upload, so correcting these errors needs to be a priority. Client 567 was exited on 3/30/2019 but has a “Case management services” record dated 4/14/2019. You will need to review the client’s hard copy record to determine if the Exit Date or Service Start Date is incorrect. Finally, client 789 is a child with “Rental assistance” recorded. SSVF services and financial assistance are recorded in the HoH’s record only. You will need to review the service transactions for this client and their HoH to determine what needs to be done to correct this error and ensure it is properly recorded.

EE Detail

This tab captures all enrollments associated with the SSVF Provider in this report for each client. This information will be useful if you find service transaction records dated outside the most recent enrollment date range pulled on the Service Detail tab. Review the EE Detail tab to see if they may fall within the date of a previous enrollment for the current grant year. In the table below, the grant cycle of Oct 1, 2017 - Sept 30, 2018, was used for the reporting period. You can see that client 123 shows two enrollments for that grant period and client 789 shows two enrollments, but one of them is from a previous grant cycle. If service transaction record dates are not lining up with enrollments, then you need to determine which dates need to be corrected.

Need Assistance?

If you need assistance running the report, understanding the information in the report, or troubleshooting potential errors, please reach out to the ICA Missouri Helpdesk. Include the name and date of the BusinessObjects report as it appears in your BI Inbox in your request for assistance. Do not attach the report to any emails going to the helpdesk as the report contains personally identifying information and cannot be transmitted unless encrypted.