[GNRL-409] Annual Assessment Overview

Report Purpose & Summary

This program enrollment-based report provides a comprehensive view of the Annual Assessment Statuses. It tracks client progress regarding their annual assessments, providing insights into the timely completion of assessments, overdue assessments, and data-related issues to assist with data quality, compliance, and monitoring. 

Running the Report

Who Can Run the Report

Anyone can run the report; however, the returned information will be limited based on the access rights of the user.

An Administrator version of the report is also available [GNRL-409 (-AD)]. Annual Assessment Overview System administrators and users with additional access can run the report across multiple agencies.

Report Location

This report is found in the Program Based section of the Report Library.

• Program Based Reports → [GNRL-409] Annual Assessment Overview 

• Administrator Reports → [GNRL-409-AD] Annual Assessment Overview 

Parameters

The following parameters are required for the Annual Assessment Overview report:

 

Project Type(s)	Select which Project Type(s) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Program Status	All Programs Active Programs Inactive Programs
Program(s)	Select which Program(s) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Annual Assessment Status(es)	Select which Annual Assessment Status(es) to include: All Annual Assessment Statuses, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.) Completed Completed Out of Range Past Due Due Assessment Window Opening in 30 Days Not Due Enrolled Less than 1 Year Data Issue Exited before HoH's 1st anniversary
Report Start Date	Choose the Report Start Date.  *Note: The Report End Date automatically fills with the Current Date.
Report Output Format	Web Page PDF Excel *If the report contains more than 20,000 clients, the Report Output Format will be automatically changed to Excel.

Admin Report Additional Parameters

 

Agency CoC	Select a single CoC for the report.
Agency Filter Category	Choose an option for applying the CoC filter: Agency CoC: Data will pull from Agencies with the selected CoC(s) Program CoC: Data will only pull from Programs/Projects with the selected CoC(s) Site CoC: Data will only pull from Sites with the selected CoC(s)  Inventory CoC: Data will only pull from Bed Inventories with the selected CoC(s). Note: Choosing this option will limit to only those projects with Bed Inventories.
Agency Status	All Agencies Active Agencies Inactive Agencies
Agency(ies)	Choose which agencies to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)

 

Report Universe

The report applies Active Client – Method 1 from the HMIS Glossary. The report includes all project stays that were active on or between the [Report Start Date] and [Report End=Today].

Method 1: Active Clients by Start/Exit

By default, active clients are identified based on their [project start date], [project exit date], and the report's date range. The following logic determines client activity using these criteria:

[project start date] <= [report end date]

and

([project exit date] is null or [project exit date] >= [report start date])

Specifications

The report includes the following tables for each program:

• Annual Assessment Overview
• Client Detail

Annual Assessment Overview

The Annual Assessment Overview table, displays the count of Annual Assessment Statuses.

 

 

Client Detail

The Client Detail table provides a client-specific summary of their program enrollment, including the number of expected and completed annual assessments, the status of their last completed assessment, and the due date for their next assessment.

The columns in this report table and related calculations are described below.

• Length of Stay (LOS): Calculated as the number of days between the program start date and the exit date. If the exit date is null, LOS is measured from the program start date through today + 1 day.

• Expected Annual Assessment Count: The total number of anniversary due dates for a project stay where either
  • the Anniversary Due Date falls on or before today,
  • or the Anniversary Date Status is marked as “Completed”.

• Completed Annual Assessment Count: The number of anniversary due dates for a project stay where the Anniversary Date Status is either “Completed” or “Completed Out of Range”

• Last Annual Assessment Completed: Refers to the Annual Assessment Date associated with the most recent anniversary due date where the Anniversary Date Status is either “Completed” or “Completed Out of Range” (Displays “–” if no qualifying assessment is available).

• Current Annual Assessment Status: Displays a Project Stay’s "Current Annual Assessment Status" as outlined in the Annual Assessment Overview table. 

• Next Annual Assessment Due:   The nearest upcoming Anniversary Due Date that falls after today (Displays “–” if no date can be calculated—such as for exited project stays, or when the Current Annual Assessment Status is “Data Issue” or “Exited before HoH’s 1st anniversary”).

Drilldown Functionality 

The Web Page Report Output Format was built with drill down functionality, the Annual Assessment Overview Table allows users to drill down by selecting the number of assessments.

• The # of Assessments drill down includes the following information:
  Unique ID, Name, Relationship to HoH, Start Date, Exit Date, LOS, Number of Assessments, Assigned Staff
  
  

The Client Detail table offers a drill-down feature for the Unique Identifier and the More Info Column.

• The Unique Identifier directs users to the client profile screen in Clarity Human Services.

• More Info:  Drill Down which includes the following information: Annual Assessment Due, Status, Completed Date.
  
  
  

Troubleshooting Guidance

1. Anniversary Date Considerations

• The Anniversary Date is based on the Head of Household's (HoH) Project Start Date.

• All household members inherit the HoH’s anniversary date—even children.

  • Example: If the HoH started on 06/01/2022 and the child household member started 05/29/2023. The reporting period is 10/01/2023–09/30/2024, the HoH has been enrolled for 2 years. The household's 2024 annual assessment anniversary is 06/01/2024.

2. Exited Programs

• Programs that have been exited do not show a “Next Annual Assessment Due”.

• If a client completed an annual assessment before exiting, the “Current Annual Assessment Status” will still display “Completed” if it fell within the valid time window.

3. Valid Assessment Windows

• Assessments must be completed within ±30 days of the anniversary date to count as "Completed."

• “Completed Out of Range” assessments do not count toward the "Completed Annual Assessment Count."

4. Changing the Head of Household (HoH)

• If the HoH changes, the household’s annual assessment schedule updates to align with the new HoH’s program start date.

5. Deleted Assessments

• Deleting an assessment from a previous year (e.g., 2023) does not affect the current year’s status.

• The status is based only on whether an assessment was completed within the current anniversary window.

6. Example: Completed Before Anniversary

• Start Date: 05/01/2024

• Assessment Date: 04/27/2024

• This assessment is within 30 days of the anniversary and is counted as Completed.

• View details by drilling into the "More Info" section.

7. Example: Different Assessment Counts Between HoH and Household Member

Scenario

• Report Run Date: 03/06/2025

• Project Start Date (HoH and Household Member): 04/01/2022

Head of Household (HoH):

• Completed annual assessments for:

  • 04/01/2023

  • 04/01/2024

  • 03/04/2025 (within ±30 days of the 2025 anniversary)

  • Result: All three anniversaries (2023, 2024, 2025) are counted as Expected and Completed.

Household Member:

• When the report is run on 3/6/2025, annual assessment counts may differ between the Head of Household (HoH) and household members, even with the same program start date (04/01/2022). This is due to differences in assessment completion

  • No assessments for 2023 or 2024

  • 2025 anniversary is within 30 days (i.e., due), but no assessment exists

  • Result: Only the 2025 anniversary is counted as Expected, and it is marked as Past Due

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Exclusions and Caveats

• Household members with a Project Start Date occurring after the relevant anniversary date are not yet required to complete an annual assessment.

• Annual Assessments with an Information Date that falls after the report end date will be excluded from the dataset. 

 

Published: 05/19/2025