Data Completeness - Annual Assessments

Clients enrolled in a project for 365 days or more must have an annual assessment recorded within 30 days of each "anniversary" after October 1, 2014. This report shows clients who have missing or out of range annual assessments for clients served in the reporting period. It also contains an annual assessment date range that will help you identify clients who are approaching their anniversary date and require an annual assessment to be recorded.

Note: The timing of annual assessments is based on the Head of Household's project entry date. Therefore, it is important to ensure that one and only one member of each household should be Head of Household. To check this, use the HoH and Client Location DQ Report

Running the report

Report Path

Folders
> Public Folder
> missouri_live_folder
> Data Quality and Completeness Reports
> Data Completeness - Annual Assessments

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.
Select CoC Code:	This prompt is for use by ICA System Administrators only. Leave set to "none selected."
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 7/1/2020-6/30/2021, the date entered in this box would be 7/1/2020.
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 7/1/2020-6/30/2021, the date entered in this box would be 7/1/2021.
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 Project(s):" then select one of the projects within the selected projects or reporting group.
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 7/1/2020-6/30/2021, the date entered in this box would be 7/1/2021.

Using the report

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

Project Summary tab

This tab tells you how many clients are enrolled in each project during the reporting period, and how many of those clients have been in the project for at least 365 days. If the client has been enrolled for at least one year, they will need an annual assessment.

All Clients Annual Assessments tab

The summary table tells you how many clients are enrolled in the project(s) during the reporting period, and how many of those clients have been in the project for at least 365 days. If a household has been enrolled for at least one year, all household members will need an annual assessment for every "anniversary" after 10/1/2014.

The client detail table identifies Annual Assessment errors for all clients. Clients with missing or invalid annual reviews will have a yellow highlight in the 5th column. If a client has a different project start date than their head of household, the annual assessment is due on the head of household's anniversary.

The table on this tab lists all clients enrolled in the project(s) during the reporting period for 365 days or more and contains the following columns:

Entry Exit Provider ID: Entry Exit Provider
Client Uid: ServicePoint Client ID
Project Start Date: Project start date
Review Date Range: The date range in which the client will be required to have an annual assessment recorded. This date range is 30 days before to 30 days after the project start date. The table is sorted by this column to help users identify clients within upcoming enrollment anniversaries who will need an annual assessment recorded.
All Reviews Completed (as of ##/##/####): Client records that have the required review completed inside the appropriate date range will have a "Complete" marked in this column. Clients with missing or incomplete annual reviews will have a yellow highlighted "Incomplete".
Error Detail: Client records missing their annual review will have a "Missing Annual Review" marked in this column. Clients with annual reviews falling between 31 and 60 days outside of their assessment date range will have "Outside of 30-day Window" marked in this column.
Client Type: This column identifies whether the client is a Child, was a Child At Entry, Adult, and Stayer or Leaver in the program.

Adult Stayer Annual Assessments tab

The summary table tells you how many clients are enrolled in the project during the reporting period, and how many of those clients have been in the project for at least 365 days. If a household has been enrolled for at least one year, all household members will need an annual assessment for every "anniversary" after 10/1/2014.

The client detail table identifies Annual Assessment errors for Adult Stayers. Columns are the same as for the All Clients Annual Assessment Tab. Though annual assessments are required for all household members, this tab highlights the errors that will cause problems in your APR - missing or invalid annual assessments for Adult Stayers.

Duplicate Assessments tab

Clients should have one and only one annual assessment each year. This tab flags clients with multiple annual assessments that were recorded for the same day. These errors must be resolved for CoC-level System Performance Measure reporting to HUD.

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 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.