HUD and Federal Partner Reports

[HUDX-228] ESG CAPER

Report Purpose & Summary

Recipients of HUD funding received through the Emergency Solutions Grant (ESG) Program are required to submit a CAPER to HUD annually. Data collection for the ESG portion of the CAPER is aligned with the most recent version of the HMIS Data Standards.

The ESG-CAPER portal also contains important information for grantees.

Programming Specifications

The consolidated specifications for the APR ([HUDX-227]) and ESG-CAPER 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 ESG-CAPER 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 ESG-CAPER. This report identifies data quality problems that can be repaired before running the ESG-CAPER report.

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

Note

The ESG-CAPER 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

The report is found in the HUD section of the Report Library. There is also an administrator version available in the Admin section.

Who Can Run the Report

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

System administrators and users with additional access rights can run the admin version of the report across multiple agencies.

Parameters

Switch Access Agency(ies)

To meet customer needs, an additional feature has been added to the ESG-CAPER report. This feature is designed to allow a user 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 Filtering Options

The CoC filtering options allow large, multi-CoC Clarity Human Services instances more flexibility in selecting clients/project stays to include in the report. Here is a brief description of how to use the CoC filtering options:

1. Choose a CoC filter category
There are four levels of CoC filtering available. No matter which option is chosen, the logic takes into account Agencies selected in the Switch Agency parameter. Only one option may be selected for each report:

  • Agencies in 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 Ctrl-click additional CoC(s).
  • Agencies with Programs in CoC - the report will only pull from Programs/Projects within the selected CoC(s).
  • Agencies with Sites in CoC - The report will only pull from Sites within the selected CoC(s).
  • Agencies with Bed Inventory in CoC - The report will only pull from Bed Inventories within the selected CoC(s). Be aware, choosing this option will limit to only those projects with Bed Inventories.

2. Apply Client Location 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

These parameters are for Federal Partner funding sources.

  1. Federal Funding Source Criteria
    For most official grant submissions, choose "Not Based on Federal Funding Source." To select only projects with a particular funding source, choose "Based on Federal Funding Source."
  2. Federal Funding Status - choose whether to include active and/or inactive funding sources.
  3. Federal Funding Source(s) - choose the funding sources to include in the report.

Legacy Feature: Service-Based Funding Source

These parameters are for local, service-based, funding sources.

  1. Funding Criteria
    For most official grant submissions, choose "Not Based on Funding Source"
    Additional options:
    • No Funding Source - the report is based on funding source; however, there is no funding source assigned to services
    • Only Primary Fundings - the report only pulls data from services with primary funding sources (see Introduction to Funding Sources)
    • Primary and Subgrant Fundings - the report only pulls data from services with either primary or subgrant funding sources
  2. Funding Status - choose whether to include active and/or inactive funding sources
  3. Funding(s) - choose the funding sources to include in the report

Additional Parameters

The following are more standard Clarity report parameters which are required to run the report.

Program Type(s) Choose which program types to include in the report
Program Status All, Active, Inactive
Program(s) Choose which programs to include

Admin Report Additional Parameters

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

CoC(s) Choose which CoCs to include in the report
Agency Status All, Active, Inactive
Agency(ies) Choose which agencies to include

Submitting the ESG-CAPER

Use the Sage Upload- ESG CAPER and APR 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.

ESG-CAPER FAQ

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

Updated 5/3/2021