St. Louis CITY C.E.: Project Entries through Coordinated Entry Report

This guide has been written to assist users with a BusinessObjects license in properly running the Project Entries through St. Louis CITY Coordinated Entry Report. A guide on understanding this report is available here: Understanding Project Entries through Coordinated Entry Reports. The report is programmed so that it will only show projects which are located within the St. Louis City CoC, even if projects outside the St. Louis City CoC are selected. However, there may be some projects listed that operate in multiple CoCs depending upon the selection(s) made in the prompts.

Running the Report

Report Path

Folders
> Public Folder
> missouri_live_folder
> St. Louis City CoC
> Project Entries through St Louis CITY Coordinated Entry

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Federal Partner(s):	This prompt is for use by ICA System Administrators only. Leave blank.
Select Project(s):	Select the project(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Reporting Group" prompt must be left to "none selected" or left incomplete (blank).
Select Reporting Group:	Select the reporting group for which you wish to run the report. Note: If this prompt is completed, the "Select Project(s):" prompt must be left incomplete (blank).
Select CoC Code:	This prompt is for use by ICA System Administrators only. Leave blank.
Select Project Type(s):	This prompt is for use by ICA System Administrators only. Leave blank.
Join split projects?	This prompt is available to allow users to determine whether grants/programs that were split into multiple projects (e.g., site-based and tenant-based, divided by CoC or region) should be grouped together within the report or reported as separate projects. In general, this should be left "no" unless generating the report for a purpose which requires a grant be reported as a single set of numbers instead of multiple numbers, in which case the prompt should be changed to "yes."
Show client names?	This prompt is available to allow users to determine whether the report needs to show client names on the Detail tab. In general, this should be left "no" unless generating the report for the purpose of checking individual client information and names are necessary, in which case the prompt should be changed to "yes."
EDA Provider	If only one project is selected in "Select Project(s):" above, select the same project here. If more than one project is selected in "Select Project(s):" or a reporting group has been selected in "Select Reporting Group:", then select one of the projects within the selected projects or reporting group.
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 7/1/2021-6/30/2022, 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 7/1/2021-6/30/2022, the date entered in this box would be 7/1/2022.

Using the Report

This report has 3 tabs, each serving a specific purpose.

Summary

This tab shows the names of all of the projects included in the report, along with the number of entries the project had during the reporting period, the number of those entries that had coordinated entry referrals, and the percent of their entries that had a coordinated entry referral. All projects in bold are expected to have 100% of their entries through a coordinated entry referral.

Client Detail

This tab shows client-level detail only for the head of household for all entries created for the selected projects, and then indicates whether a Coordinated Entry Referral was identified in the system for that client and project.

Important! If the "Show client names?" prompt is set to "Yes," then the report cannot be emailed (even within agencies) unless encrypted because it contains directly identifying information, nor can it be shared outside of the agency. If the "Show client names?" prompt is set to "No," caution must still be exercised as the information in the report could be used to indirectly identify individual clients.

Column	Description
Project Name	The name of the project in which the client is enrolled.
Client ID	The client's HMIS ID number.
Client Name	The last and first name of the head of household. This column contains personally identifying information (PII) and therefore cannot be sent via email or other unsecure transmission methods unless encrypted.
CoC Code at Entry	The CoC Code for the head of household at project entry. Use this column to ensure the correct CoC code has been selected for each client.
Project Type	The project type in which the client is/was enrolled.
Required to Participate in CE	This column indicates whether the selected project is required to participate in coordinated entry (i.e., enroll only clients who were referred by the coordinated entry managers).
Entry Date	This is the date of the client's entry, officially known as the project start date.
Client has CE Referral?	This column indicates whether a C.E. Referral was identified for the client and the selected project or not.

Additional Information

This tab contains information about the report that can be utilized by ICA staff to determine whether the report was run properly by the user. If you seek assistance with this report from the ICA Missouri Helpdesk, please be prepared to read/send information off of this tab to the individual who assists you.

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.