Referral, Start & Housing Move-In Data Quality for St. Louis City CE

This guide has been written to assist users with a BusinessObjects license in properly running the Referral, Start & Housing Move-In Data Quality Report. Instructions on how to use the report tabs to ensure high data quality are included for each tab in the "Reading the Report" section, as well.

The data in this report is used by ICA to calculate average length of time between referral and project start date, as well as between referral and housing move in date.

At this time, this report will only work for the St. Louis City Continuum of Care. ICA has not been asked to set up this report to work for other Continua of Care at this time but can do so at the request of CoC leadership. CoC leadership may contact the helpdesk or the HMIS Manager for their region to request additional information.

Scheduling the Report

Report Path

Folders
> Public Folder
> missouri_live_folder
> St. Louis City CoC
> Referral, Start & Housing Move-In Data Quality Report

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 the prompt blank unless otherwise instructed by an ICA team member.
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).
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."
Enter Date 6 Months Prior to Start Date:	Enter the date 6 months prior to the report period start date in M/d/yyyy format. For example, if you're running a report for 7/1/2021-6/30/2022, the date entered in tthis box would be 1/1/2021.
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 7/1/2021-6/30/2022, 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.
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.

Reading the Report

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

Important! Because the report contains identifying information (names and unique identifiers), the report cannot be emailed (even within agencies) unless encrypted, nor can it be shared outside of the agency, even if "Show client names?" prompt is set to no.

Included Clients Detail

This tab shows a line for each head of household's project enrollment which occurred during the report period where three criteria are met:

The housing move-in date is on or after the project start date and, if applicable, on or before the project exit date.
The housing move-in date is between the report period start and report period end dates.
The client's prior living situation is considered to be homeless following the logic used to determine chronic homelessness. This includes:
- A homeless situation (street, shelter or safe haven) immediately prior to project start date.
- An institutional situation (carceral or medical) immediately prior to project start date AND the length of time in the institutional situation was less than or equal to 90 days.
- A transitional or permanent situation immediately prior to project start date AND that the length of time in the transitional/permanent situation was less than 7 nights.

Instructions:

Confirm that the correct persons are showing on this tab; that the correct start, move-in and exit dates are shown; and that the correct prior living situation and associated details are showing.
If any non-heads of household are showing on this tab, ensure their relationship to head of household as of the project start date is accurate.

For any issues you are unsure how to resolve, or have tried to resolve but have not succeeded, please contact our helpdesk for assistance.

Excluded Clients Detail

This tab shows a line for each head of household's project enrollment which occurred during the report period where one or more of the three criteria above are not met.

Instructions:

Confirm that the correct persons are showing on this tab; that the correct start, move-in and exit dates are shown; and that the correct prior living situation and associated details are showing.
Confirm that the reason(s) for exclusion shown are correct for the individual client.
If any non-heads of household are showing on this tab, ensure their relationship to head of household as of the project start date is accurate.

For any issues you are unsure how to resolve, or have tried to resolve but have not succeeded, please contact our helpdesk for assistance.

Referral Detail

This tab shows a row for each referral made between the lookback start date and report end date.

Instructions:

Confirm that a row appears for each client on the "Included Clients Detail" tab and that it has an accurate referral date.

For any issues on this tab, you will need to contact the helpdesk for assistance. Agencies are not able to fix data on this tab independently.

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.