CoC-APR (Annual Performance Report)

This tip sheet is available to assist you in running, reviewing, saving/exporting, and printing a CoC-APR. If you would like to explore or interpret your APR, you can use ICA's APR Visualization Tool. You must have a downloaded CoC-APR in order to use ICA's APR Visualization Tool.  

Run the Report

  1. Select Reports on the left hand menu to open the report dashboard.
  2. Under Provider Report, click on CoC-APR.
  3. Complete the report prompts.
    • Leave Provider Type set to Provider
    • Select the appropriate provider from the dropdown menu next to Provider*
    • Under the dropdown menu, click This provider ONLY
    • Next to Program Date Range*, enter the first and last day of the reporting period. Do not add one day to the end of the reporting period.
    • Select the appropriate Entry/Exit Types*
  4. Click Build Report

Review the Report

Review each table of the report for completeness and accuracy. Each of the blue numbers in the report can be clicked on to show the list of clients in the category. Make sure to pay special attention to the following tables and items:

  • Clients with missing information or child heads of household in table 5a - Report Validations Table.
  • Clients with missing information, data issues, or don't know/refused in tables 6a, 6b, 6c, 6d and 6f.
  • Clients who are not in the population served by the program showing up on the report (e.g., women in a men only shelter) and any individuals in unknown household types.
  • Clients with Data Not Collected, Client Doesn't Know or Client Refused in any question of the report. Clients may refuse to answer a question, or may not know the answer to a question, but make sure that any fields listed as Client Doesn't Know or Client Refused are few.
  • Make sure point-in-time counts in tables 7b and 8b do not exceed the program's capacity. 

Make any appropriate changes in the client record and rerun the report to confirm that the data has been corrected. This report is "live" and does not require an overnight refresh.

Save/Export the Report

  1. Scroll up to the Report Options section at the top of the page and click Download.
  2. Save the .zip file to your computer. If downloading the report to send to a funder, please use the following naming convention:
    HUD - APR - Agency/Project Name - Project Type (example: HUD - APR - ABC Transitional Housing - TH)
  3. The .zip file contains 35 .csv files, one for each table in the APR. Do not change any of the data in these files or the names of these files or the APR may not be accepted by Sage. 

Test the Report in Sage

  1. Go to www.sagehmis.info.
  2. On the right hand side of the page, under the header "Test run a report", click Upload a CSV-APR or CSV-CAPER to generate a paper report.
  3. Select CSV-APR FY2022 from the dropdown menu. Click on the Browse (or Choose File) button to select the .zip file from your computer that you downloaded in the Save/Export the Report section. 
  4. Complete the reCAPTCHA by clicking the check box that says I'm not a robot. If prompted, complete any verifications required. 
  5. Click Upload and Test
    1. If Sage was unable to validate your APR, an error message will appear in red text. Make applicable corrections, or contact the ICA Missouri Helpdesk if you need assistance. 
    2. If Sage was able to validate your APR, you will receive a message confirming the upload has passed all validations. 

Make a Printable APR

These steps can only be completed if Sage was able to validate your APR.

  1. Scroll down to the bottom of the screen and click Create Report. 
  2. Sage will take a at least a few seconds, if not a minute or two, to generate the report. When it is finished, click on VIEW THIS REPORT to open the report in a printable format. 
  3. Print the document following the standard practice on your computer (varies by computer). If you would like a PDF version, you can print to PDF at this time. If you have difficulties printing, you will need to contact your own internal technical support. 

Important

Testing an APR without logging into Sage does not attach the CSV-APR file to the annual APR submission or send the report to HUD. The process above is designed to solely enable the user to test the report and make a printer-friendly version.

If you liked this tipsheet, you might find this online tutorial "The APR" helpful too! Please contact the Helpdesk for the video's security password.

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