Enrollment Overlap - ICA Only

This report is intended to identify clients with overlapping enrollments so that they can be rectified prior to LSA submission. HUD has provided guidance on the types of overlaps in enrollments that are or are not possible, based on project type. This report was built to follow these specifications.

Some may be duplicate entries, some due to different client IDs that have the same client unique ID where a client merge may be required, some may be legitimate due to programmatic quirks.

Running the Report

Report Path

Folders
> Public Folder
> missouri_live_folder OR casperwy_live_folder
> Z-Admin
> Quarterly Project DQ Reports for ICA
> Enrollment Overlap Report

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Provider(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(s):	Select the reporting group(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Provider(s):" prompt must be left incomplete (blank).
Select CoC(s):	You should use this prompt to run for the whole CoC.
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 or if a reporting group has been selected in "Select Reporting Group:" prompt, then select one of the projects within the selected projects or reporting group.
Enter effective date	This prompt will default to 10/1/2022 - one day after the end of FY2022. Leave as is.
Enter Start Date:	This prompt will default to 10/1/2021 - the start of FY2022. Leave as is.
Enter End Date PLUS 1 Day:	This prompt will default to 10/1/2022 - one day after the end of FY2022. Leave as is.

What providers are pulled into the report?

Any providers that match the above prompts that are Continuum = Yes and project type:

Emergency Shelter
Safe Haven
Transitional Housing
RRH
PSH
OPH

If you get a 'no data in NBN providers' warning, that's fine - you just don't have any NBN projects in the set of providers you chose in the prompts.

Using the Report

This report has 4 tabs, each serving a specific purpose.

Overlap Detail

The table is filtered to only show clients who have at least one type of enrollment overlap. It is sorted by Client UID, then Client ID.

Alerter Key

Red text, yellow highlight: Overlap not allowed and must be resolved
Red text: Overlap allowed, depending on funding
Blue: minimal overlap allowed

Column	Explanation	DQ Flags and How to Correct Them
Group ID	If the entry was a group, then the Group ID, if it was a single individual, then "ee" + the EE Uid.	N/A
Client UID ##	The client's unique ID. The column header shows the deduplicated count of clients in the table.	Red text if there is more than one Client ID per Client Unique ID Merge Client IDs, if possible
Client ID ##	The client's ServicePoint ID. The column header shows the deduplicated count of clients in the table.	N/A
EE Provider ID	Provider client was enrolled into.	N/A
Project Type	Project type of the EE Provider. Note, this splits Emergency Shelters into ES-EE (entry/exit) and ES-NBN (night-by-night)	N/A
Entry Date	Client's date of enrollment into the project. For ES-NBN, this column indicates the Shelter Stay Start Date. Each shelter stay is recorded on a separate line.	N/A
Exit Date	Client's exit date from the project, if they have exited. For ES-NBN, this column indicates the Shelter Stay End Date. Each shelter stay is recorded on a separate line.	N/A
Housing Move-In Date	Only shown for permanent housing projects.	N/A
Start Date Adj	This is the start date used in calculations for enrollment overlaps. For permanent housing projects, if there is a valid Housing Move-In Date (within EE dates), this is the HMI, otherwise it is the Entry Date. For other project types, this is the Entry Date.	N/A
Within Project	If a client has two or more overlapping enrollments within the same provider based on the start/end dates.	Overlap: these overlaps are never allowed Remove duplicate entries, merge client IDs, etc.
Within Project Type	If a client has two or more overlapping enrollments in one or more providers of the same project type based on the start/end dates.	Overlap: these overlaps are never allowed Remove duplicate entries, merge client IDs, etc. Overlap: these overlaps may be allowed, depending on funding For RRH and OPH projects, some funders allowed dual enrollments, often where one project provides housing and one provides services. Use your knowledge of the programs to identify if these overlaps are allowed or not. Use RRH and OPH Services tab to identify if the clients received services from the different providers.
Within ES-EE/SH/TH	If a client has two or more overlapping enrollments one or more providers of project types ES-EE, SH, or TH based on the start/end dates.	Overlap: these overlaps are never allowed Remove duplicate entries, merge client IDs, etc.
Between ES-NBN and ES-EE/SH/TH	If a client has two or more overlapping enrollments where one enrollment is an ES-NBN project and the other is in either an ES-EE, SH, or TH project.	Overlap: minimal overlaps of this type are allowed It is possible that a client stays a few nights at a NBN shelter while enrolled in an ES-EE/SH/TH. However, extensive or frequent overlaps should be reviewed as they are less likely to be accurate.
Between RRH/PSH/OPH and ES-EE/ES-NBN	If a client has two or more overlapping enrollments where one enrollment is in an RRH, PSH, or OPH project and the other is in an ES-EE or ES-NBN project.	Overlap: minimal overlaps of this type are allowed It is possible that a client stays a few nights at an emergency shelter (either EE or NBN) while enrolled in a permanent housing project. However, extensive or frequent overlaps should be reviewed as they are less likely to be accurate.
Between RRH/PSH/OPH and SH/TH	If a client has two or more overlapping enrollments where one enrollment is in an RRH, PSH, or OPH project and the other is in an SH or TH project.	Overlap: these overlaps are never allowed Remove duplicate entries, merge client IDs, etc.
Between PSH and RRH/OPH	If a client has two or more overlapping enrollments where one enrollment is a PSH project and the other is in an RRH or OPH project.	Overlap: these overlaps may be allowed, depending on funding Some funders allowed dual enrollments, often where one project provides housing and one provides services. Use your knowledge of the programs to identify if these overlaps are allowed or not. Use RRH and OPH Services tab to identify if the clients received services from the different providers.

All Enrollments

This tab shows the same information as Overlap Detail, but shows all enrollments regardless of overlap status.

RRH Services

This tabs shows services provided to clients enrolled in Rapid Rehousing or Other Permanent Housing programs. This is intended to help identify if clients with overlaps between RRH or OPH projects are being housed by one project and provided services by another. This type of overlap would be allowed, if allowed by the funder.

This table only shows services provided by the EE provider that fall within the EE dates. There are no DQ flags on this table.

Column	Explanation
Client ID	The client's ServicePoint ID.
EE Provider ID	Provider client was enrolled into.
Entry Date	Client's date of enrollment into the project.
Exit Date	Client's exit date from the project, if they have exited.
Exit Date	Service End Date
Service End Date	Service End Date
Service Code Description	Type of service.

Additional Information

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