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      [HUDX-227] Annual Performance Report

      This article describes how to run the APR that recipients of HUD Continuum of Care (CoC) funding are required to submit.


      Recipients of HUD Continuum of Care (CoC) funding (e.g., Supportive Housing Program, Shelter Plus Care, Section 8 Moderate Rehabilitation Single Room Occupancy Program, CoC Program) are required to submit an Annual Performance Report (APR) electronically to HUD every operating year. Data collection for the APR is aligned with the most recent version of the Homeless Management Information System (HMIS) Data Standards.

      The APR portal contains a wealth of information for grantees.

      Programming Specifications

      The consolidated specifications for the APR and ESG-CAPER ([HUDX-228]) are found at https://www.hudexchange.info/resource/4696/hmis-programming-specifications/.

      The APR and ESG reporting are similar, with the APR containing additional tables that are not required for the ESG-CAPER.

      Description

      The APR is a series of tables with questions about service levels and outcomes for the funded projects. 

      The final version is submitted as a zip file of CSV files. Each question in the report will have a separate CSV.

      Running the Report

      Preparation

      We recommend that grantees run the [HUDX-225] HMIS Data Quality Report in preparation for running the APR. This report identifies data quality problems that can be repaired before running the APR.

      The Data Quality Report is found in the HUD Reports section of the Clarity Human Services Report Library.

      Note: The APR is designed to be run for one program for one year. There is an option to run the report for more than one program. The report will run under this scenario, but due to the dynamic situation of household configurations, you may see different results than expected.

      There is no way to program the report to address all the possible household scenarios that may occur across programs and agencies.

      Report Location

      Available versions:

      • Agency level - [HUDX-227] Annual Performance Report - HUD Reports folder
      • Admin level - [HUDX-227-AD] Annual Performance Report - Administrator Reports folder

      Who Can Run the Report

      Anyone can run this report, but the returned information will be limited based on the user's access rights.

      Parameters

      The following parameters are required to run this report:

      Switch Access Agency(-ies)

      This feature allows a user to generate the report for programs from multiple agencies. Some ESG grants require this capability. The ability is dependent on the access rights of the user. In other words, the user must have access to more than one agency.

      The list of agencies will include the users primary or home agency followed other agencies for which the user has access
      CoC Filter Category

      Select the level of CoC filtering:

      • Agency CoC: The report will only pull from agencies within the selected CoC(s). All of the CoC selection filters have a multi-select option. To choose more than one option, select the first CoC, then Control/Command-click additional CoC(s).
      • Program CoC: The report will only pull from Programs/Projects within the selected CoC(s).
      • Site CoC: The report will only pull from Sites within the selected CoC(s).
      • Bed CoC: The report will only pull from Bed Inventories within the selected CoC(s). Note: choosing this option will limit to only those projects with Bed Inventories.
      CoC(s)

      Choose which CoCs to include in the report:

      Single Select or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
      Project Type(s)

      Choose which project type(s) to include in the report:

      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)

      Choose which program(s) to include:

      All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
      Apply Enrollment CoC Filter  The report can be narrowed further to only include those households from the selected CoC(s) at project entry. Click "Yes" to turn on this level of filtering.

      PROGRAM BASED FUNDING SOURCE
      (for Federal Partner funding sources)
      Federal Funding Source Criteria
      • Not Based on Federal Funding Source
        • Select this option for most official grant submissions.
        • If this option is selected, the Federal Funding Status and Federal Funding Source(s) parameters will be hidden.
      • Based on Federal Funding Source
      Federal Funding Status Choose whether to include active and/or inactive funding sources.
      Federal Funding Source(s) Choose the funding source(s) to include in the report.
      LEGACY FEATURE: SERVICE BASED FUNDING SOURCE
      (for local, service-based, funding sources)
      Funding Criteria
      • Not Based on Funding Source
        • Choose this option for most official grant submissions.
        • If this option is selected, the Funding Status and Federal Funding(s) parameters will be hidden.
      • No Funding Source
        • The report is based on funding source; however, there is no funding source assigned to services.
        • If this option is selected, the Funding Status and Federal Funding(s) parameters will be hidden.
      • Only Primary Fundings
      • Primary and Subgrant Fundings
        • The report only pulls data from services with either primary or subgrant funding sources.
      Funding Status Choose whether to include active and/or inactive funding sources.
      Funding(s) Choose the funding source(s) to include in the report.
      Report Date Range The date range to include in the report.
      Report Output Format Web Page, PDF, Excel, CSV-Upload
      Drilldown Output Format Web Pate, CSV

      Admin Report Additional Parameters

      The administrator version does not include the Switch Agency(ies) parameter and instead includes:

      Agency Status
      • All Agencies
      • Active Agencies
      • Inactive Agencies
      Agency Filter Category See CoC Filter Category above
      Agency(ies)

      Choose which agencies to include:

      All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)

      Submitting the APR

      Use the Sage Upload article for detailed instructions for submitting to the Sage HMIS Reporting Repository. It is important that you NOT change the contents of the downloaded report. You can change the name of the file, but nothing more. Be careful not to change the file extension when changing the name of the file.

      APR FAQ

      For additional support and frequently asked questions about the APR, please review APR and ESG-CAPER FAQ. 


      Updated 10/1/2023