Inventory vs Enrollment Report

This report is intended to identify discrepancies between a project's inventory and enrollment. This may lead to having to adjust inventory records, or enrollments perhaps, or, more likely, finding an explanation for the discrepancy to be ready to respond to LSA warnings.

Running the Report

Report Path

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

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 CoC(s):	You should use this prompt to run for the whole CoC.
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).
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 10 tabs, each serving a specific purpose.

Summary

This tab has tables showing the number of errors for the error types listed below. All should be 0. The subsequent tabs provide details on each of these.

Zero Bed/Zero Client Warnings
HH Type Warnings
Uses SP + Operation Date Errors
Clients open in DV projects
Sub-population Warnings

Project Inventory

This table lists out all active bed inventories (based on bed inventory start and end date) for the providers selected. There are no DQ alerters, this is just for reference when resolving warnings on subsequent tabs.

Note: This does not include the dedicated beds, as WellSky currently refuses to add those to the BusinessObjects universes.

Enrollments

This table lists out all enrollments to the providers selected. This can be used to track down entries related to warnings on subsequent tabs.

Note: this table includes enrollment information for Night-by-Night (NBN) shelters. This tab only shows the Entry and Exit Dates. The next tab shows shelter stays.

Column	Explanation	DQ Flags and How to Correct Them
Provider	Provider client was enrolled into.	N/A
Project Type	Project type of provider.	N/A
Client ID	The client's Community Serivce ID.	N/A
Group ID	If the entry was a group, then the Group ID, if it was a single individual, then "c" + client ID.	N/A
Entry Date	Client's date of enrollment into the project.	N/A
Exit Date	Client's exit date from the project, if they have exited.	N/A
Exit Destination	Client's exit destination	N/A
Exit Reason Leaving	Client's exit reason leaving	N/A
HH Type	AO: All HH members are at least 18 years old AC: At least one HH member is at least 18 years old and at least one HH member is under 18 CO: All HH members are under 18 years old	N/A
Vet HH?	At least one member of the HH is a Veteran (Client Veteran Status = Yes).	N/A
Gender	Client Gender	N/A
Relationship to HoH	Relationship to Head of Household from project entry.	N/A
Client Age at Entry	Client Age at Entry	N/A
Vet HH?	At least one member of the HH is a Veteran (Client Veteran Status = Yes).	N/A
Vet HH?	At least one member of the HH is a Veteran (Client Veteran Status = Yes).	N/A
Youth HH?	All HH members are under the age of 25 (based on age at entry or age at start of reporting period, if the entry was before the reporting period).	N/A
HIV HH?	At least one HH member has disability type HIV/AIDS marked Yes in the Special Needs Assessment. All HIV HH should also be Disabled HH.	N/A
Disabled HH?	At least one HH has a disability based on the main disabling condition question = Yes.	Error if HH is HIV, but not disabled Check and update the entry for clients with HIV marked yes in the disability subassessment, but the main disabling condition question marked no.

NBN Shelter Stays

This table lists out all shelter stays (on different rows) for clients in NBN projects.

Column	Explanation	DQ Flags and How to Correct Them
Provider	Provider client was enrolled into.	N/A
Project Type	Project type of provider.	N/A
Client ID	The client's Community Serivces ID.	N/A
Group ID	If the entry was a group, then the Group ID, if it was a single individual, then "c" + client ID.	N/A
Entry Date	Client's date of enrollment into the project.	N/A
Exit Date	Client's exit date from the project, if they have exited.	N/A
Exit Destination	Client's exit destination	N/A
Exit Reason Leaving	Client's exit reason leaving	N/A
Shelter Start Date	Based on the individual shelter stay.	N/A
Shelter End Date	Based on the individual shelter stay.	N/A
Client Age at Entry	Client Age at Entry	N/A
HH Type	AO: All HH members are at least 18 years old AC: At least one HH member is at least 18 years old and at least one HH member is under 18 CO: All HH members are under 18 years old	N/A

Zero Bed-Client Warnings

This tab checks for projects that have either served no clients, have no active bed inventories, or both. This table is filtered to show projects that are:

Active in reporting period (based on HUD Standards Operating Start and End Date)
Uses ServicePoint
Are NOT victim service providers
Have a Zero Bed or Client error

Column	Explanation	DQ Flags and How to Correct Them
CoC	CoC of the provider.	N/A
Provider	Provider client was enrolled into.	N/A
Active Beds	The total number of beds available in bed inventories active during the reporting period. Counts across all household types.	N/A
Clients Served	Count of all clients served in the project.	N/A
Warning	Zero Active Beds: Project has no active beds, yet clients served Zero Clients Served: Project has active beds, but no clients served Needs Operating End Date / Project Setup Issue?: Project has no active beds, no clients served	Zero Active Beds If enrollments are correct, add active bed inventories to project Zero Clients Served Check if bed inventories should be ended/shouldn't be active in report period, or check if clients should have been enrolled Needs Operating End Date / Project Setup Issue? Likely, close the project
Operating Start Date	From HUD Standards tab. Use as reference if get a 'Project Setup Issue?' warning	N/A
Operating End Date	From HUD Standards tab. Use as reference if get a 'Project Setup Issue?' warning	N/A

HH Type Warnings

This tab checks for projects that have discrepancies between beds dedicated to HH types and clients served in those HH types. This table is filtered to show projects that are:

Active in reporting period (based on HUD Standards Operating Start and End Date)
Uses ServicePoint
Are NOT victim service providers
Do NOT have a Zero Bed or Client error
Have an error related to the HH type of beds vs clients served

There are three tables, one for each household type, that show the same type of information. The household types are:

Adult Only: AO: All HH members are at least 18 years old
Adult+Child: AC: At least one HH member is at least 18 years old and at least one HH member is under 18
Child Only: CO: All HH members are under 18 years old

Column	Explanation	DQ Flags and How to Correct Them
CoC	CoC of the provider.	N/A
Provider	Provider client was enrolled into.	N/A
Beds	The total number of beds available in bed inventories active during the reporting period that are dedicated to the household type.	N/A
HHs	Count of all clients served in the project who are in the household type.	N/A
Discrepancies	Served HHs, no beds: No active beds for that HH type, but served households of that type Beds, no clients: Active bed inventories for that HH type, but did not serve any households of that type	Served HHs, no beds If correctly served households, add bed inventory of that HH type, or prepare explanation for this discrepancy Beds, no clients If correctly have beds of the HH type, check if households of that type should have been enrolled, or prepare explanation for this discrepancy

Uses SP + Operation Date Errors

This tab checks for projects that appear to have issues with their operating start and end dates. This table is filtered to show projects that are:

Either Use ServicePoint or have an error related to operating dates (entries when you wouldn't expect based on operating dates)
Are NOT victim service providers

Column	Explanation	DQ Flags and How to Correct Them
CoC	CoC of the provider.	N/A
Group ID	If the entry was a group, then the Group ID, if it was a single individual, then "c" + client ID.	N/A
Client ID	The client's ServicePoint ID.	N/A
Provider	Provider client was enrolled into.	N/A
Client Entry	Client's entry date.	N/A
Client Exit	Client's exit date.	N/A
Project Operating Start Date	HUD Standards Operating Start Date	N/A
HUD Standards Operating EndDate	From HUD Standards tab. Use as reference if get a 'Project Setup Issue?' warning	N/A
Operation Date Errors	Entry before Operation Start: There is a client entry date before the project operating start date Entry after Operation End: There is a client entry date after the project operating end date Exit after Operation End: There is a client exit date after the project operating end date Needs Exit for Operation End: There is a client without an exit date and the project has an operating end date	Entry before Operation Start No entries should come before the operating start date. Adjust entry date or operating start date so that the entry is on or after the project start date Entry after Operation End No entries should come after the operating end date. Adjusted entry date or operating start date so that all entries are before the operating end date. Exit after Operation End No exits should come after the operating end date. Adjust exit date or operating end date so that the exit is on or before the operating end date. Needs Exit for Operation End All clients must be exited on or before the operating end date. Add exit date to be on or before operating end date or adjust or remove operating end date.
Uses SP?	The Uses ServicePoint? HUD standards question.	No If Uses SP is No, there should be no client entries. Either remove entries or change Uses SP to Yes.

Clients in DV Projects

This tab checks for DV projects that have clients enrolled. This is not supposed to happen! If any clients are in HMIS for DV project, they should be removed or the project should not be marked a victim service provider. This table is filtered to show projects that are:

ARE victim service providers
Do not have a zero-bed

Sub-population Warnings

This tab checks for projects that have served specific subpopulations (Veterans, Youth, clients with HIV/AIDS, or clients with disabilities) and have funding targeted for those populations. It will check if the project has funding for the population and has not served that population (or not completely), or if they have served the population but do not have that funding. Often, this may be correct and may just require an explanation. Other times, it may require follow up, if, for example, a project has SSVF funding and requires 100% vets, but the clients are not all in veteran households. This may be a data entry issue.

There is one table per subpopulation.

Veterans

This table is filtered to show projects that are:

Use ServicePoint
Do not have a zero-bed error
Have an error related to veteran funding

Column	Explanation	DQ Flags and How to Correct Them
CoC	CoC of the provider.	N/A
Provider	Provider	N/A
Veteran Funding	If at least one of the project's active funding sources is targeted to veterans (source = VA or HUD/VASH).	N/A
Count Vet HH	The number of households served where at least one person is a veteran (Client Veteran Status = Yes).	N/A
Total HHs	The total number of households served by the project.	N/A
Warnings	No Veterans Served: Has Veteran funding but no households have a veteran Funded but <100% Veteran HHs: Has Veteran funding but not all the households served are veteran HHs 100% Vets Served by no VA Funding: All HHs served have a veteran but the project doesn't have Veteran funding	No Veterans Served Check if the project really should have VA funding. If so, check if clients should have been marked as vets Funded but <100% Veteran HHs May be fine, but if funding requires 100% vet HHs, check data entry on vet status. 100% Vets Served by no VA Funding May be fine, but check if funding sources should include VA funding

Youth

This table is filtered to show projects that are:

Use ServicePoint
Do not have a zero-bed error
Have an error related to youth funding

Column	Explanation	DQ Flags and How to Correct Them
CoC	CoC of the provider.	N/A
Provider	Provider	N/A
Youth Funding	If at least one of the project's active funding sources is targeted to youth (source = RHY).	N/A
Count Youth HH	The number of households served where all HH members are under age 25.	N/A
Total HHs	The total number of households served by the project.	N/A
Warnings	No Youth Served: Has Youth funding but no households have a Youth Funded but <100% Youth HHs: Has Youth funding but not all the households served are Youth HHs 100% Youth Served by no RHY Funding: All HHs served have a Youth but the project doesn't have Youth funding	No Youth Served Check if the project really should have Youth funding. If so, check client ages. Funded but <100% Youth HHs May be fine, but if funding requires 100% Youth HHs, check data entry on client ages. 100% Youth Served by no RHY Funding May be fine, but check if funding sources should include Youth funding

HIV/AIDS

This table is filtered to show projects that are:

Use ServicePoint
Do not have a zero-bed error
Have an error related to HIV funding

Column	Explanation	DQ Flags and How to Correct Them
CoC	CoC of the provider.	N/A
Provider	Provider	N/A
HIV Funding	If at least one of the project's active funding sources is targeted to persons with HIV/AIDS (source = HOPWA).	N/A
Count HIV HH	The number of households served where at least one HH member has HIV/AIDS.	N/A
Total HHs	The total number of households served by the project.	N/A
Warnings	No HIV+ Served: Has HIV funding but no HIV+ HHs were served Funded but <100% HIV+HHs: Has HIV funding but not all the households served are HIV+ 100% HIV+ Served by no HOPWA Funding: All HHs served are HIV+ but the project doesn't have HIV funding	No HIV+ HH Served Check if the project really should have HIV funding. If so, check HIV status in disability subassessment. Funded but <100% HIV+ HHs May be fine, but if funding requires 100% HIV+ HHs, check data entry on HIV status in disability subassessment. 100% HIV+ Served by no HOPWA Funding May be fine, but check if funding sources should include HIV funding.

Disability (PSH projects only)

PSH projects require individuals to have a disability for entry. If clients were entered before this was a requirement, make a note.

This table is filtered to show projects that are:

Use ServicePoint
Do not have a zero-bed error
Have an error related to HHs with disabilities and PSH projects.

Column	Explanation	DQ Flags and How to Correct Them
CoC	CoC of the provider.	N/A
Provider	Provider	N/A
Project Type	PSH	N/A
Count Disabled HH	The number of households served where at least one HH member has a disability (main disabling condition question = Yes).	N/A
Total HHs	The total number of households served by the project.	N/A
Warnings	<100% HHs disabled: If project type is PSH and not all HHs are HHs with a disability	<100% HHs disabled Check data entry on disabling condition. For clients who may have entered before that was a requirement, make a note to explain.

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.