Housing Planning Case Management Monitoring Report

This guide provides step-by-step instructions on running the Housing Planning Case Management Monitoring Report which was designed for St. Louis City DHS grantees who choose to utilize HMIS to document their Housing Planning Case Management. To learn more about this optional functionality of the HMIS, see here.

Running the Report

Report Path

Folders
> Public Folders
> missouri_live_folder
> Funding-Specific Reports
> St. Louis City DHS Reports
> Housing Planning Case Management Monitoring Report

Recommended Export Format

For cleanup and helpdesk support: Schedule to Microsoft Excel - Reports

For submission to HSD: View, then export "Report Card" and "Additional Information" tabs to PDF

Setting the Prompts

Prompt	Instructions
Select Provider(s):	Select the project(s) for which you wish to run the report.
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 3/1/2024-3/31/2024, the date entered in this box would be 3/1/2024.
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 3/1/2024-3/31/2024, the date entered in this box would be 4/1/2024.
Enter effective date	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 3/1/2024-3/31/2024, the date entered in this box would be 4/1/2024.
Show details (including client names)?	This prompt determines whether client names and free-text portions of client notes are shown. If using the report for cleanup or other internal purposes, you can set this to "Yes." If running the report for submission to either DHS office or any external entity, set this to "No." Important! If this 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 this prompt is set to "No," caution must still be exercised as the information in the report could be used to indirectly identify individual clients.
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, select one of the projects within the selected projects.

Reviewing the Report

This report contains four tabs.

Report Card tab

This tab has three slots toward the top which indicate whether each goal of the report was met, followed by two summary tables.

Note Completion Rate

This calculates the percent of required fields in all recorded notes that have been completed. Each note has 7 required fields (listed below) - completing each of them, even with "Worker unable to determine," will result in a score of 100%. The goal is to get a score of at least 80% to indicate that at least 80% of the required fields are being completed on average. The Note Detail tab will show "Incomplete" in any places where information is missing so you can identify incomplete required fields.

Required fields:

Mental Health Services
Substance Use Services
Medical/Physical Health Services
Employment Services
Benefit Services (SOAR/SSDI/SNAP/Medicaid, etc.)
Document (ID/Paperwork)
Current Housing Plan (select closest option)

Encounter Rate

This calculates the percent of clients who were enrolled during the report period who had at least one note recorded during the report period. The goal is to ensure each enrolled client has had at least one case management session focused on housing planning each month. The "Encountered?" column on Enrollment Detail tab can be used to identify clients for which no notes were recorded.

Housing Plan Rate

This calculates the percent of clients who, in their latest recorded note, had a valid housing plan type selected. The goal is to have at least 80% of clients have a valid housing plan recorded in their latest recorded note. The "Housing Plan Recorded" column on the Note Detail tab can be used to identify clients for whom this requirement has not been met.

Referral & Service Statuses

This table shows the statuses for the latest note recorded for each client, and which status was selected in each of the six applicable fields. If any fields were left incomplete, the incomplete cell for that column will be colored in a dark red. Identifying the specific client records with the incomplete data can be done using the Note Detail tab.

Other Services

If the text box for "Other Services (fill in any other service provided, not listed above)" has been filled in for any clients, this table will appear with the details entered. If no other services were provided, this table will not appear (in order to reduce paper use when printing the report).

Housing Plan Status

This table shows the selected housing plan status for the latest note recorded for each client. If the field was left incomplete, the incomplete cell for that column will be colored in a dark red. Identifying the specific client records with the incomplete data can be done using the Note Detail tab.

Enrollment Detail tab

The Enrollment Detail tab shows all clients who were enrolled during the report period, including their start date, exit date, note count, and whether or not their encounter expectation was met as documented in the notes. Any client with "No" in the "Encountered?" column will count against both the Encounter Rate and Housing Plan Rate on the Report Card tab.

Note Detail tab

The Note Detail tab shows each note that was recorded, including indicating which note is being used for certain calculations in the event a client had more than one note recorded during the report period. Any and all dark red "incomplete" fields are counting against the Note Completion Rate on the Report Card tab.

Note: If the "Show details (including client names)?" prompt was set to "No," the Case Notes (optional) field will show either "None" to indicate no case notes were added, or "Redacted" to indicate that case notes were recorded.

Additional Information tab

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 flags, please reach out to the ICA Missouri Helpdesk using the blue "Contact the Helpdesk" button in the lower right-hand corner. 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.