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RHY, VA, GPD, and YHDP Reporting - [HUDX-111] HUD CSV/XML Program Data Export

Overview

The [HUDX-111] HUD CSV / XML Program Data Export is used for Runaway and Homeless Youth (RHY),  Veterans Affairs (VA) Initiatives surrounding Supportive Services for Veteran Families (SSVF), Grant per Diem (GPD) and VA By-Name List (BNL), and Youth Homeless Demonstration Project (YHDP) Reporting. 

 The specifications for the HMIS CSV Format can be found on the HUD Exchange Data Standards Resource page.

Each reporting need has a slightly different workflow which will be briefly described below. It is best to refer to Program Manuals and HUD Submission Guidance for additional information as needed to ensure a successful upload. 

Additional Resources:

Description

The export is simply a series of CSV-formatted tables zipped together. This zipped file is then uploaded to the appropriate repository (RHY-HMIS Repository for RHY Reporting, the VA HMIS Repository SQUARES for SSVF, GPD, and BNL Reporting, and Sage HMIS for YHDP SRT Submissions). 

Within the zip file there will be the following tables:

  • Export File
    • Export.csv
  • Project Descriptor Files
    • Organization.csv
    • User.csv
    • Project.csv
    • Funder.csv
    • ProjectCoC.csv
    • Inventory.csv
    • Affiliation.csv
    • HMISParticipation.csv
    • CEParticipation.csv
  • Client File
    • Client.csv
  • Enrollment Files
    • Enrollment.csv
    • Exit.csv
    • IncomeBenefits.csv
    • HealthAndDV.csv
    • EmploymentEducation.csv
    • Disabilities.csv
    • Services.csv
    • CurrentLivingSituation.csv
    • Assessment.csv
    • AssessmentQuestions.csv
    • AssessmentResults.csv
    • Event.csv
    • YouthEducationStatus.csv

It is crucial that the zip file remains unmodified and unopened. If the file is opened/modified prior to upload, this may cause upload error issues. However, the name of the zip file can be changed. 

Running the Report

Preparation

Grantees are recommended to run the [HUDX-225] HMIS Data Quality Report in preparation for running the RHY, VA, or YHDP export. This report allows end users to identify and address data quality issues prior to submission. 

RHY, VA, and YHDP  Reporting 

  1. From the applicable agency, navigate to the Report Library
    1. The [HUDX-111] HUD CSV / XML Program Data Export can be found in the Administrator Reports and/or HUD Reports categories based on access/Report Library configuration.
  2. Run the [HUDX-111] HUD CSV / XML Program Data Export
  3. Review the parameters and descriptions below for additional guidance. 
Parameter Description
Switch Access Agency(-ies) Select the appropriate agency
CoC Filter Category Select Agency CoC
CoC(s) Select the appropriate CoC
Program Type(s) Select the appropriate program type(s)
Program Status

Select “Active”

For VA: Select "All"
Program(s) Select the appropriate program(s)
Apply Client Location Filter

The Client Location Filter defaults to 'No'. Selecting 'Yes' will exclude client project stays that do not align with the Client Location CoC Code(s) and the selected CoC(s).

Note: Client Location applies only for valid Head of Households.
PIT Date Optional - leave blank
Client ID Selection

Select "Clarity Client ID" (default) or "HUD Unduplicated Personal ID".

To learn more about the impacts of this parameter, review Parameter Spotlight: Client ID Selection. 
Report Date Range Select the appropriate date range 
Version Auto-populated field that reflects the HUD CSV specification version used to generate the report
Source Type Select “Continuum-operated HMIS”
Encrypt Identifying Data

This parameter will produce a Hashed CSV if "Yes" is selected. 

For VA: Select "No" 

For RHY & YHDP: Select "Yes" 
Include Deleted Data Select No
Include Service Item ID Select No
Include Assessment Screen ID Select No
Include Custom Services Select No
Exclude Assessment Data Select No
Veterans Only?

Select No

For VA BNL: Select Yes
Note: Selecting Yes removes all non-Veteran clients from the Export report. 
VAMC Filter?

Defaults to No, the VAMC Filter allows user to select if the CSV Export should be restricted to a specific Veterans Affairs Medical Center (VAMC).

Select Yes only if results should be further restricted to a specific VAMC
VAMC Station Number(s)

Dependent on VAMC Filter? = Yes, the VAMC Station Number(s) prompt allows users to single or multi-select specific VAMC Station Numbers to be included in the report
Report Output Format Select CSV format

CSV-Based Custom Files

Include Custom Client Gender CSV

Select No

Include Custom Enrollment Sexual Orientation CSV

Select No

Note: RHY and YHDP Exports must be a 'Hashed CSV', so the 'Encrypt Identifying Data' must be Yes. Uploading an unhashed CSV will result in upload errors. 

The report will be downloaded to the local machine and utilized for the next steps in the report upload process. 

For YHDP Reporting, the Supplemental Reporting Tool Application (SRT App) is utilized to create the SRT CSV for submission to Sage. More information on this process is available in the YHDP Reporting Guidance for Sage HMIS Reporting Repository, and detailed instructions are available through Sage. 

 

Updated: 08/10/2026