St. Louis City: CE Enrollment Data Completeness Report Card

This guide is intended to assist users in using the CE Enrollment Data Completeness Report Card for the St. Louis City CoC in BusinessObjects.

This report is designed to be used by any projects which are expected to place clients into Coordinated Entry or to document that a client has chosen to opt-out of enrollment in coordinated entry. Applicable projects include:

Emergency Shelters
Safe Havens
Transitional Housing
Day Shelters
Access Points/Front Doors
Street Outreach
Services Only (if providing outreach services)

Running the Report

Report Path

Folders
> Public Folder
> missouri_live_folder
> St. Louis City CoC
> CE Enrollment Data Completeness Report Card

Recommended Export Format

For cleanup and/or helpdesk support: Schedule to Microsoft Excel - Reports
For submission to monitoring entities: View, then export "Report Card" and "Additional Information" tabs to PDF

Setting the Prompts

Prompt	Instructions
Enter Report Date	Enter the date for the report to generate in M/d/yyyy format. If the report is being run for submission to one or more monitoring entities, this will usually be the last day in the billing period unless otherwise instructed. For example, If the billing period is 1/1/2023-1/31/2023, then the Report Date is 1/31/2023.
Enter Report Date PLUS 1 Day	Enter the date after the report date in M/d/yyyy format. If the report is being run for submission to one or more monitoring entities, this should be the day after the last day in the billing period unless otherwise instructed. For example, If the billing period is 1/1/2023-1/31/2023, then the Report Date PLUS 1 Day is 2/1/2023.
Enter effective date	Enter the date after the report date in M/d/yyyy format. If the report is being run for submission to one or more monitoring entities, this should be the day after the last day in the billing period unless otherwise instructed. For example, If the billing period is 1/1/2023-1/31/2023, then the effective date is 2/1/2023.
Show client names?	If desired, this report can show client names. Select "Yes" if you want client names to show. If client names are not needed OR the report is being pulled for submission to HSD, then this should be left set to "No."
Select Project	Select the project for which you wish to run the report. This must match (exactly) what will be selected in "EDA Provider" below.
EDA Provider	Select the project for which you wish to run the report. This must match (exactly) what was selected in "Select Project" above.

Using the Report

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

Report Card

This tab shows scores for all selected projects in the report in one report card. The report card has up to 6 tables.

Validation Error: Overlaps in Selected Project

This table will show if there are overlapping entries (or in the case of night-by-night shelters, overlapping shelter stays) for the same client on the report date in the project you selected in the prompts. These overlapping entries must be resolved before this report can calculate your final grades properly. If this error table appears, we strongly encourage you to reach out to the ICA Missouri Helpdesk (using the blue "Contact the Helpdesk" button in lower right corner of this guide) for guidance on resolving these overlapping entries/stays.

If this table does not appear, then you do not have any errors of this type and do not need to take any steps for this part of the report.

Validation Error: Household Composition Errors in Selected Project

This table will show only if there are clients in households with more or less than one head of household in their project entry for the project selected in the prompts. These household composition errors must be resolved before this report can calculate your final grades properly. If this error table appears, we strongly encourage you to reach out to the ICA Missouri Helpdesk (using the blue "Contact the Helpdesk" button in lower right corner of this guide) for guidance on resolving these overlapping entries/stays.

If this table does not appear, then you do not have any errors of this type and do not need to take any steps for this part of the report.

Validation Error: Overlaps in Coordinated Entry

This table will show if there are overlapping entries for the same client on the report date in the Coordinated Entry project. These overlapping entries must be resolved before this report can calculate your final grades properly. If this error table appears, we strongly encourage you to reach out to the ICA Missouri Helpdesk (using the blue "Contact the Helpdesk" button in lower right corner of this guide) for guidance on resolving these overlapping entries, as clearing overlaps in a shared project like CE can be confusing.

If this table does not appear, then you do not have any errors of this type and do not need to take any steps for this part of the report.

Clients in Selected Project

This table shows the three pieces of information which are applicable to all individuals in your project to determine whether they are participating in or have opted out of coordinated entry.

Coord. Entry Participants - All Individuals

This table shows the six pieces of information which are applicable to all individuals in your project who have opted-in to participate in Coordinated Entry and checks to ensure that the required data elements have been entered into the system for those clients.

Coord. Entry Participants - Heads of Household Only

This table shows the eight pieces of information which are applicable to heads of household in your project who have opted to participate in Coordinated Entry and checks to ensure that the required data elements have been entered into the system for those clients.

Detail

This tab provides a categorization for each data element for each client. The key is below. To make corrections, use the client ID number in the second column from the left to open the client record and make corrections in the appropriate fields. Note: For definitions of each row/column, see Row/Column Definition section below

Key	Definition
Okay	The applicable field(s) have been filled in within the HMIS.
Opt-In	The individual has a current Coordinated Entry Participation Agreement indicating that they wish to participate in Coordinated Entry.
(Opt-In)	The individual's head of household has a current Coordinated Entry Participation Agreement indicating that their household wishes to participate in Coordinated Entry.
Opt-Out	The individual has a current Coordinated Entry Participation Agreement indicating that they have selected to opt-out of participating in Coordinated Entry.
(Opt-Out)	The individual's head of household has a current Coordinated Entry Participation Agreement indicating that their household has selected to opt-out of participating in Coordinated Entry.
Exempt	The individual has not been enrolled in the selected project long enough to be mandated to either participate or opt-out of coordinated entry.
INVALID	A data entry mistake has caused an error and the report is unable to determine how to handle the information. Information on the "Report Card" tab of the report indicates what validation errors must be resolved in order for all "INVALID" messages to go away. In the unlikely event that you see an "INVALID" tag on the Detail tab, but no Validation Errors on the Report Card tab, contact us (using the blue "Contact the Helpdesk" button in the lower right corner of your screen) so that we can investigate and provide proper guidance to you as soon as possible.
Missing	The client has an enrollment in Coordinated Entry but is missing a current Coordinated Entry Participation Agreement.
Error	The information is incomplete or incorrect in some fashion.
-	That particular area is not applicable.

Reading the table

Row Header	Applicability	Notes
Group ID	All Clients in Project	System generated ID number
Client ID	All Clients in Project	System generated ID number
Client Name	All Clients in Project	Based on answer to the "Show client names?" prompt, this field will show: If "Show client names?" = Yes, the client's name will appear. If "Show client names?" = No, then a hyphen (-) will appear.
Coord. Entry Household Relationship	All Clients in Project	Each household must have one and only one head of household. All household members where this criterion is not met will be highlighted in a dark red. This is a validation error and must be fixed in order for the report to generate accurate grades. Each household member will be labeled as follows: Head: the head of household as identified in the selected project's entry Partner: the spouse or partner(s) of the head of household as identified in the selected project's entry Other Adult: Any adult (18 years or older) in the household who is not the head of household or the spouse/partner of the head of household Minor: Any minors (under 18 years old) who are not the head of household or the spouse/partner of the head of household Corrections to this field are made by correcting the Relationship to Head of Household field and Date of Birth fields in the selected project's project start assessments.
Outreach Engagement Date OR Shelter Stay Start Date OR Access Point Start Date	All Clients in Project	The content of this field will vary based on the project type selected: Street Outreach or Services Only: Shows the Date of Engagement for the head of household. If the head of household is not yet engaged, it will show a hyphen. Night-by-Night Emergency Shelter: Shows the first night of stay for the stay that the client was in on the report date. All other projects: Shows the project start date. This date is utilized to determine the information in the next column.
Days Since Engagement OR Length of Current Stay OR Length of Enrollment	All Clients in Project	This column calculates the number of days between the date in the previous column and the report date.
Coord. Entry Participation Agreement Required	All Clients in Project	This column indicates whether a Coordinated Entry Participation Agreement is required for this particular client. If the client has met the number of days (7 days) since the outreach engagement, shelter stay start or access point start date, it will show "Yes." Otherwise, it will show "no."
Coord. Entry Participation Agreement	All Clients in Project	Opt-In: The client has a valid participation agreement in which they have opted-in to participating in Coordinated Entry. (Opt-In): The client's head of household has opted-in to participating in Coordinated Entry on the client's behalf. Opt-Out: The client has a valid participation agreement in which they have opted-out of participating in Coordinated Entry. (Opt-Out): The client's head of household has opted-out of participating in Coordinated Entry on the client's behalf. Missing: The client (or their head of household) does not have a participation agreement but is currently enrolled in Coordinated Entry. Error: The client (or their head of household) does not have a participation agreement but should have either opted in or out at this point in time. Exempt: The client (or their head of household) does not have a participation agreement and has not met the timeframe which indicates they must opt in or out. INVALID: A validation error has been identified for this client and must be resolved before the report can properly display the appropriate information in this cell.
Coord. Entry Enrollment	All Clients in Project	Okay: The client has a valid participation agreement in which they have opted-in to participating in Coordinated Entry and is enrolled in coordinated entry. Opt-Out: The client has a valid participation agreement in which they have opted-out of participating in Coordinated Entry, therefore there is no need for a Coordinated Entry Enrollment. Error: (three potential possibilities) The client has an "Opt-In" participation agreement but does NOT have an enrollment in coordinated entry. The client has an enrollment in coordinated entry but does NOT have an "Opt-In" participation agreement. The client has an "Opt-Out" participation agreement but is also enrolled in Coordinated Entry. Exempt: The client (or their head of household) does not have an "Opt-In" participation agreement. INVALID: A validation error has been identified for this client and must be resolved before the report can properly display the appropriate information in this cell. Most of the time, the validation error is more than one entry in coordinated entry open as of the date of the report.
Coord. Entry Current Living Situation*	All Adults and Heads of Household in Project	This field will look for a Current Living Situation record which meets the following criteria: An "Information Date" no more than 90 days before the report date That the CLS was recorded while the Enter Data As was set either to the selected project (in the prompts) or the Coordinated Entry project One of the following living situations: Emergency shelter, incl. hotel/motel paid for w/ ES voucher, or RHY-funded Host Home shelter Place not meant for habitation Safe Haven Transitional housing for homeless persons (including homeless youth) Worker unable to determine Aged 24 and under only: Staying or living in a family member's room, apartment or house Aged 24 and under only: Staying or living in a friend's room, apartment or house If this column says "Error", then a new CLS needs to be recorded (which meets the criteria above). Applicability: In the following conditions, this field is not applicable and will show a hyphen (-): If the report is run for an emergency shelter, transitional housing project, or safe haven. If the individual is a minor (defined as a person under 18 who is not a head of household or a spouse/partner to the head of household). If the individual does not have a participation agreement or has opted-out of coordinated entry via the participation agreement.
Identity (Name, SSN, DOB & Relationship)	All Clients Participating in Coord. Entry	This question looks at four parts, and all four criteria must be met to get "Okay" status: Name data quality must NOT be blank or "Data Not Collected." SSN data quality must NOT be blank or "Data not collected (HUD)." Date of Birth must be complete, and the client's age must be between (and including) 0 and 115 years. Relationship to Head of Household must NOT be blank or "Data not collected."
Demographics (Gender, Race & Ethnicity)	All Clients Participating in Coord. Entry	This question looks at three parts, and all three criteria must be met to get "Okay" status: Gender must NOT be blank or "Data not collected." Primary Race NOT be blank or "Data not collected (HUD)." Ethnicity must NOT be blank or "Data not collected (HUD)."
Disabling Condition	All Clients Participating in Coord. Entry	The question, "Does the client have a disabling condition?" must NOT be blank or "Data not collected (HUD)."
Veteran Status & Coord. Entry Questions	All Adults Participating in Coord. Entry	This question looks at four parts, and all four criteria must be met to get "Okay" status: U.S. Military Veteran must NOT be blank or "Data not collected." Have you ever served on active duty in the U.S. Armed Forces (e.g., served in full time capacity in the Army, Navy, Air Force, Marine Corps or Coast Guard)? must NOT be bank or "Data not collected (HUD)."" Were you ever called into active duty as a member of the National Guard or as a reservist? must NOT be blank or "Data not collected (HUD)." Have you ever received health care from a VA medical center? must NOT be blank or "Data not collected (HUD)."
Location (CoC, County & Zip LPA)	All Clients Participating in Coord. Entry	This question looks at three parts, and all three criteria must be met to get "Okay" status: Client Location (CoC) must NOT be blank. Client Location (County) must NOT be blank. Zip data quality must NOT be blank.
Chronic Homeless Determination	All Adults Participating in Coord. Entry	All questions which appear in the Chronic Homelessness Determination section must NOT be blank or "Data not collected (HUD)" to get "Okay" status.
Coord. Entry Other Questions	All Heads of Household Participating in Coord. Entry	To get "Okay" status, these two questions must NOT be blank or "Data Not Collected": Some housing service agencies provide specialized services for households that include pregnant women. Is anyone in the household pregnant? Some agencies are unable to serve sex offenders. Is anyone in the household a sex offender?
R/MFS High-Risk Health Conditions	All Heads of Household Participating in Coord. Entry	To get "Okay" status, the 8 high-risk health conditions must NOT be blank. If one or more of the high-risk health conditions is answered "yes", then both follow-up questions must also be answered to get "Okay" status.
R/MFS Homelessness	All Heads of Household Participating in Coord. Entry	To get "Okay" status, the question "Where did you sleep most frequently during this period of homelessness?" must NOT be blank.
R/MFS Utilization of Medical Services	All Heads of Household Participating in Coord. Entry	To get "Okay" status, the question "In the past six months, how many times have you (and/or your household) been to an emergency room to receive healthcare services?" must NOT be blank. If any answer other than "0 times" is selected, then both follow-up questions must also be answered to get "Okay" status.
R/MFS Other Vulnerabilities	All Heads of Household Participating in Coord. Entry	To get "Okay" status, these five questions must NOT be blank: Does anyone in the household have any felonies, misdemeanors, or other legal concerns making it difficult to rent a home? Does anyone in the household have a history of evictions? Does anyone in the household have a poor credit history, making it hard to rent a home? Does the household have an open case with the Children's Division where reunification is the case goal? Have you or anyone in your household been in the Foster Care system?
Eligibility Questionnaire	All Heads of Household Participating in Coord. Entry	To get "Okay" status, these nine questions must NOT be blank or "Data not collected (HUD)": Physical Disability Developmental Disability or Brain Injury Mental Illness Alcohol or Substance Abuse HIV (including other household members) Legal Issues or Barriers Incarceration Human Trafficking Domestic Violence

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 BusinessObjects inbox in your request for assistance. Do not attach the report to any emails going to the helpdesk as the report may contain personally identifying information and cannot be transmitted unless encrypted.