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APR Submission Preparation

Find and fix enrollment errors that block APR submission, including date conflicts, multiple heads of household, and overdue annual assessments.

Table of Contents

Purpose

This built-in LookML Dashboard is designed with program managers in mind. The included tiles provide insight into enrollments that may cause problems with submitting APRs.

The dashboard is meant to supplement, not replace, the [HUDX-225] HMIS Data Quality Report available in the Clarity Human Services Report Library. Run [HUDX-225] for insight into field-specific data quality problems.

Each of the tiles drill down to a list of enrollments with the described problem.

Dashboard Access

Dashboards are available to all instances with Data Analysis enabled. This dashboard is a LookML Dashboard. How you access this dashboard depends on whether you use standalone or embedded Looker and the access rights assigned to your access role. At a minimum, your access role must have the Data Analysis access right enabled. For details on all access rights, see Rights Glossary for Access Roles.

Standalone Looker

This dashboard is accessible in Looker via the following path: All Folders > LookML Dashboards > APR Submission Preparation.

Once selected, your dashboard will start running. The utilized models are dashboard-dependent.

Embedded Looker

This dashboard is accessible in Clarity by navigating to Reports > Data Analysis > Built In Reports > APR Submission Preparation. Click Run to open and start running the dashboard.

LookML Dashboards accessed through embedded Looker must first be enabled in the Data Analysis settings before they're available. For steps to enable and access these reports, see the Embedded Looker: Looker - Clarity Human Services Integration article.

Dashboard Filters

The following filters have been added to the dashboard:

  • Reporting Period Filter - Default is in the last 12 complete months
  • Programs Full Name - optional filter
  • Project Type Code - optional filter

The filters affect all of the dashboard tiles.

Content

The included tiles were created using either the HMIS Performance or the Data Quality Model.

Project Start After Project Exit

This tile returns a count of the number of enrollments that have a Project Start Date greater than the Project Exit date. This problem can occur if a user incorrectly updates the Start Date after the Project Exit has been created. It can also occur during a Data Integration.

Model: HMIS Performance

Fields
  • Custom Measure
    • Project Start AFTER Project Exit
      • Under the Enrollments view, Count, click on the 
      • Click on Filter Measure 
      • Change the name to "Project Start > Project Exit"
      • Paste the following into the formula area: 
        • ${enrollments.start_date}>${enrollments.end_date}
      • Save the measure
Filters
  • Enrollments, Is Last Enrollment per Program (Yes / No) is Yes
Visualization

Single Value, likely the default visualization.

DoB AFTER Project Start

This problem usually occurs when there is a birth in the family or when the wrong year is used for the client's date of birth. (for example, the current year)

Model: HMIS Performance

Fields
  • Custom Measure
    • Date of Birth After Project Start
    • Under the Enrollments view, Count, create a custom Filter Measure (see above image)
    • Paste the following into the formula area
      • ${clients.birth_date}>${enrollments.start_date}
    • Save the measure
Filters
  • Enrollments, Is Last Enrollment per Program (Yes / No) is Yes
Visualization

Single Value, likely the default visualization.

Move-in Date AFTER Project Exit

Model: HMIS Performance

Fields
  • Custom Measure
    • Move-in Date After Project Start
    • Under the Enrollments view, Count, create a custom Filter Measure (see above image)
    • Paste the following into the formula area
      • ${entry_screen.move_in_date}>${enrollments.end_date}
    • Save the measure
Filters
  • Enrollments, Is Last Enrollment per Program (Yes / No) is Yes
  • Entry Screen, Head of Household (Yes / No) is Yes
Visualization

Single Value, likely the default visualization.

Move-in Date Before Project Exit

Model: HMIS Performance

Fields
  • Custom Measure
    • Move-in Date Before Project Start
    • Under the Enrollments view, Count, create a custom Filter Measure (see above image)
    • Paste the following into the formula area
      • ${entry_screen.move_in_date}<${enrollments.start_date}
    • Save the measure
Filters
  • Enrollments, Is Last Enrollment per Program (Yes / No) is Yes
  • Entry Screen, Head of Household (Yes / No) is Yes
Visualization

Single Value, likely the default visualization.

Households with More than One HoH

Starting in October of 2021, all HMIS and Federal Partner reporting will require household enrollments have the same Head of Household from Project Start to Project Exit. This tile is designed to return those households where at any time during the enrollment, there have been two or more different heads of household.

Model: Data Quality

Fields
  • Custom Measure
    • Households with More than One HoH
    • Under the Enrollments view, Count, create a custom Filter Measure (see above image)
    • Paste the following into the formula area
      • ${dq_client_program_demographics.relationship_to_hoh_error}="In household with more than one Head of Household"
    • Save the measure
Filters
  • Enrollments, Is Last Enrollment per Program (Yes / No) is Yes
  • Entry Screen, Head of Household (Yes / No) is Yes
Visualization

Single Value, likely the default visualization.

Annual Assessment Status

Model: Data Quality

Fields
  • DQ Annual Assessments, Annual Assessment Status
  • Enrollments, Count
Filters
  • DQ Annual Assessments, Annual Assessment Status matches (advanced) Completed, Completed out of range, Due in 30-60 days, Past Due, Due
Visualization

This visualization is a Pie Chart with an Inner Radius of 60. 

 

Updated: 10/19/2026