Enrollment Overlap Report

This report is intended to identify clients with overlapping enrollments within your organization so that they can be rectified prior to LSA submission, and for general data quality assurance throughout the year. 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.

Running the Report

Report Path

Folders
> Public Folder
    > missouri_live_folder
      > Data Quality and Completeness Reports
        > Enrollment Overlap Report

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Show client names?	Select "Yes" if client names should be displayed in the report, and "No" if the client names should be hidden in the report. Important! If you include client names when you run this report, then the report cannot be emailed (even within agencies) unless encrypted, nor can it be shared outside of the agency.
EDA Provider	Select the name of the project for which you are running the report.
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 5/1/2023-4/30/2024, the date entered in this box would be 5/1/2024.
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 5/1/2023-4/30/2024, the date entered in this box would be 5/1/2023.
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 5/1/2023-4/30/2024, the date entered in this box would be 5/1/2024.

What providers are pulled into the report?

Any providers that share the same Organization as your EDA Provider, and project type:

Emergency Shelter (Entry-Exit and Night-by-Night)
Safe Haven
Transitional Housing
Rapid Rehousing
Permanent Supportive Housing
Other Permanent Housing

What are the types of overlaps identified in this report?

There are two main categories of overlaps: Warnings and Errors.

Overlap Warnings included are:

Multiple enrollments between PSH and RRH/OPH
Multiple enrollments within the same project type (i.e., RRH and RRH, or PSH and PSH)
Multiple enrollments between ES-NbN and ES-EE/SH/TH
Multiple enrollments between RRH/PSH/OPH and ES-EE/ES-NbN
Multiple enrollments between RRH/PSH/OPH and SH/TH without a Housing Move-In date.

Warnings may be allowed depending on funding source, or may be allowed minimally.

Overlap Errors included are:

Multiple enrollments within the same project
Multiple enrollments within the same project type (i.e., ES-EE and ES-EE, SH and SH)
Multiple enrollments between RRH/PSH/OPH and SH/TH with a Housing Move-In date.
Multiple enrollments between several ES-EE/SH/TH projects

Errors are disallowed by HUD and must be fixed.

Alerter Key

Red text, yellow highlight: Error. Overlap not allowed and must be resolved.

Red text: Warning. Overlap allowed, depending on funding, or minimal overlap allowed

Using the Report

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

Summary

This tab contains a table that summarizes the total number of enrollments, the total number of enrollment overlaps, a breakdown of the different types of enrollment overlaps, and the percentage of enrollments for each sub-type.

Enrollments in Project

The tab contains a table that shows all clients enrolled in the EDA provider, regardless of their overlap status.

Column	Explanation	DQ Flags and How to Correct Them
Client ID	The client's Community Services ID.	N/A
Provider	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
Adjusted Start Date	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
Housing Move-In Date	If the project is a housing project, this is the date that the client moved into housing.	N/A
Within Project	If a client has two or more overlapping enrollments within the same provider based on the start/end dates.	Error: These overlaps are never allowed.
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.	For RRH and OPH projects: Warning: Some funders allow dual enrollments, often where one project provides housing and one project provides services. For all other project types: Error: These overlaps are never allowed
Within ES-EE/SH/TH	If a client has two or more overlapping enrollments where the project type of the providers are ES-EE, SH, or TH, based on the start/end date.	Error: These overlaps are never allowed.
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.	Warning: 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 project. However, extensive 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 an RRH, PSH, or OPH project and the other is in an ES-EE or ES-NbN project.	Warning: Minimal overlaps of this type are allowed. It is possible that a client stays a few nights at an emergency shelter (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 with a Housing Move-In Date	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 and the client has a housing move-in date.	Error: These overlaps are never allowed.
Between RRH/PSH/OPH and SH/TH without a Housing Move-In Date	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, but the client has no housing move-in date.	Warning: These overlaps may be allowed, depending on funding. Some funders allow dual enrollments, often where one project provides housing, and one provides services.
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.	Warning: These overlaps may be allowed, depending on funding. Some funders allow dual enrollments, often where one project provides housing, and one provides services.

Error Detail

This tab contains a table listing clients who have overlaps that are disallowed by HUD. It is sorted by Client ID, then by Entry/Exit ID.

Warning Detail

This tab contains a table listing clients who have at least one overlap that may be allowed depending on funding, or with minimal overlaps. It is sorted by Client ID, then Entry/Exit ID.

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.

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.