HUD and Federal Partner Reports

LSA FAQ/Troubleshooting

2021 Updates

12/03/2021

HUD has released an updated timeline for the LSA reporting period.

There are currently some issues with flags that we have reported to github to be resolved. 

The current known issues are listed below. Once resolved, the status will be updated.

Flag

Status

Submission/Date 

Notes

686-1

(Open)

Submitted to github (12/03/2021)

 Flag is overlooking a record in LSAPerson for the head of a CO household with DVStatus = 1.

718-5; 719-37

(Open)

Submitted to github (12/03/2021)

The flags indicate that this is a data error, but that is not accurate.

783

(Open)

Submitted to github (12/03/2021)

Flag is present in error. This flag is newly present for the sample dataset. In the Inventory.csv files in both the HMIS CSV and the LSA CSV Project 242 has bed records that are active during the reporting period, yet variable #5 here says they have 0 beds.

Export Flags Function

(Resolved)

Submitted to github (12/03/2021)

Exports flag file was not working at the time of submission.

677-1

(Open)

Submitted to github (12/03/2021)

“Your LSACalculated file has project-level observations (rows where Universe=10) with missing Project IDs. All project-level observations in the LSACalculated file must have a Project ID.” There are no rows in the LSACalculated where Universe=10 and ProjectID IS NULL

641-1

(Resolved)

Submitted to github (12/03/2021)

Variable #12 contains an error - there is no ESTParent column in lsa_Person table. Could you please fix validation formula?

617-1

(Open)

Submitted to github (12/03/2021)

Variable #12 error - Row 12 use the condition ESTChronic in (2,12,23,29,123,129,239,1239), but the table LSAPerson doesn't include this ESTChronic column. Running query for LSAPerson by conditions provided in row 12, but without condition ESTChronic in (2,12,23,29,123,129,239,1239) I get RowTotal = 1 Running query for LSAHousehold by conditions provided in row 13 I get RowTotal = 1 too. As a result, the number of heads of chronically homeless households in the LSAPerson file equals chronically homeless households in the LSAHousehold file

629-1

(Resolved)

Submitted to github (12/03/2021)

There is no ESTDisability field in LSAPerson table. HDX Team will need to fix the formula. What disability field should be used: DisabilityStatus or HHDisabilityEST? If it should be HHDisabilityEST field, then sum of RowTotal in both LSAPerson and LSAHousehold is the same so it is not clear why the flag is actually reported.

Numeration starts with 3 when it is believed to be 1. Disability updates will also be needed.

616-1

(Resolved)

Submitted to github (12/03/2021)

Running query for LSAPerson by conditions provided in row 12, I get RowTotal = 1, not 0 as flag mistakenly reports.Ethnicity and Race are displaying as float values. Can it be fixed for other flags as well i.e. Flag 629-1 uses Ethnicity=0.0 & Race=3.0 and HoHEthnicity=0.0 & HoHRace=3.0.

781-1

(Resolved)

Submitted to github (12/1/2021)

 Flag says there is no inventory record for ProjectID 960 with an InventoryStartDate <= LSA Report End. There IS an inventory record for this project with a start date of 1/1/2010, which is < ReportEnd (9/30/2021).

799-1

(Resolved)

Submitted to github (12/1/2021)

Project.OperatingStartDate for ProjectID 527 is 1/1/2012.

image. There is only 1 Inventory record for the project; the InventoryStartDate is 1/1/2019, which is NOT earlier than the operating start date.

800-1

(Resolved)

Submitted to github (12/1/2021)

The OperatingEndDate for ProjectID 960 (and all projects in Project.csv) is blank.

1263-1

(Open)

Submitted to github (12/1/2021)

There is one inventory record for ProjectID 960; InventoryEndDate is blank -- which is not inconsistent with the blank Project.OperatingEndDate.

1264-1

(Open)

Submitted to github (12/1/2021)

Flag indicates 0 adults/HoH served in EST in child-only households who were fleeing DV. LSAPerson includes one row where HHFleeingDVEST = 3; that person is identified as the head of household and has DVStatus = 1.

1283-1

(Open)

Submitted to github (12/1/2021)

LSAPerson includes 2 heads of UN households served in RRH with a DVStatus of 1.

1268-1

(Open)

Submitted to github (12/1/2021)

Flag indicates that there are 0 HoH/adults in UN households served in EST and fleeing DV.

LSAPerson includes records for 2 heads of UN households served in EST and fleeing DV.

1267-1

(Open)

Submitted to github (12/1/2021)

Flag indicates that there are 0 HoH/adults in UN households served in EST with a disability.

LSA Data Dictionary/HDX 2.0 Error

(Resolved)

Submitted to github (11/26/2021)

LSAPerson includes a total of 34 heads of UN households served in EST where DisabilityStatus = 1.

If you are facing issues unrelated to the known issues listed above, please contact Bitfocus support at

HUD has also released two updated LSA resources which are linked below. 

11/22/2021

The FY2022 LSA Export has been released to the Clarity Report Library to all instances.

The report is located in two different locations: 

  • Administrator Reports: [HUDX-231-AD] LSA Export - Systemwide [FY 2022]
  • HUD Reports: [HUDX-231] LSA Export - Project-Focused LSA [FY 2022]

Both reports have been released with the [in QA] label as we continue to work with HUD prior to the opening of HDX 2.0. Subsection 9.4 is in the midst of improvements and will be updated once concerns with the current specifications are addressed.

If you do not see the reports in your report library, please follow the steps below.

Note: The following process can only be completed by System Administrators. 

  • Select the Launchpad icon, then Setup.

  • Select Settings, then Report Library (under Advanced Options).
  • Locate the [HUD-231] LSA Export reports under the HUD Reports or Administrator Reports sections. 
  • Select the Edit icon to the left of the report title, then toggle the Active switch on and save changes. 

11/18/2021

The LSA Export will be released on 11/22/2021 in the Clarity Report Library in the HUD Reports section. The long anticipated LSA submittal process is currently set to begin on 11/29/2021. 

Please note, the LSA Export can take up to 2 hours to generate. 

The reporting team has worked diligently to ensure the export aligns with the HUD LSA Programming Specifications. At this time, the programming specifications have not yet been finalized or shared on the HUD Exchange, but the reporting team has worked with partners at  HUD along the way to assist in the finalization of their current working draft. HMIS vendors have submitted over 800 issues to ensure the LSA export is coded properly and will run as expected. 

The [HUDX-231-AD] LSA Quick Guide article provides guidance on how to generate and update the report. To aid in data preparation and submission of the LSA, the 2021 LSA Toolkit was released in October 2021. This toolkit provides guidance and resources for the upcoming LSA submission period. As common problems and the solutions for the LSA are identified, they will be included in this article (LSA FAQ/Troubleshooting). 

NOTE: We are aware of some potential issues with HDX 2.0. During weekly LSA calls with HUD, we have been informed that there is an issue with flags. The current issues with flags will be resolved soon. 

11/11/2021

The reporting team is continuing to work diligently to ensure that the Longitudinal System Analysis (LSA) export will be ready for the opening of the HDX. We are working daily with partners at HUD and other HMIS Vendors on weekly LSA specific calls. 

The LSA timeline was updated on October 14, 2021. HDX 2.0 is expected to open on November 22 for CoCs to begin data uploads. This article will be updated if any additional changes are made to the proposed timeline. 

Screen_Shot_2021-11-11_at_10.29.05_AM.png

The 2021 LSA Toolkit was released in October 2021. This toolkit provides guidance and resources for the upcoming LSA submission period. 

The resources included are: 

  • Four LSA Data Cleanup Dashboards* to help dig into LSA errors/warnings and prepare data
  • 2022 LSA Programming Specification updates and changes 
  • LSA Help Desk Reminders  
  • Quick Guides: 
    • LSA Preparations
    • Bitfocus Guide for LSA Flags
    • FAQ on HUD Move-in Dates

*Dashboards are available to users with Data Analysis access.

As common problems and the solutions for the LSA are identified, these will be included in this article. 

2020 Status Update

11/18/2020

Communities should now be receiving Flag files from their initial LSA submissions. To assist with resolving flags, Bitfocus has made a spreadsheet available for communicating the last known information.

This spreadsheet can also be used by communities to crowdsource strategies for solving data quality problems that cause some flags.

The basics for using this spreadsheet and more generally the HDX provided flag files:

  1. Read the Instructions tab
  2. Communities are responsible for solving flags on the Flags - CoC tab
    • Communities should follow instructions included in the flag file to try to resolve the issue
    • Only after trying to resolve the issue unsuccessfully, should communities reach out to the Bitfocus help desk
  3. Bitfocus is actively working to resolve flags on the Flags - HMIS Vendor tab

The crowdsource spreadsheet can be found here.

10/19/2019 - Part 2

Two years worth of LSA must be accomplished this cycle. The report should be run two times:

  1. 10/01/2018-09/30/2019
  2. 10/01/2019-09/30/2020

Also, please refer to [HUDX-231-AD] LSA Quick Guide for more details on running the export report.

10/19/2020

The LSA export will be available on 10/19/2020. Prior to running the full report, Bitfocus recommends running [HUDX-236] LSA - Project Descriptor HDX Upload Test. There is also an Admin version of this report available.

This report can be used to prepare for HDX upload without running client data. The purpose is to identify project descriptor issues.

  1. Run the report for the selected CoC
  2. Upload to HDX per instructions received from HUD.
  3. An error report will be returned in HDX:

     

  4. Ignore the missing_files error, this is intentional because the client data was not run
  5. Review and repair any project descriptor errors that are reported in the error report

Once all project descriptor errors are corrected, then run the main LSA report: [HUDX-231-AD] LSA Export - Systemwide [FY 2020].

A complete, initial upload, must be done by 10/30/2020. Additional coordination will be required with the community's AHAR representative.

10/6/2020

The long anticipated LSA submittal process is set to begin on 10/19. An updated timeline message went out from HUD on 10/1/2020.

Bitfocus has been working with other vendors and HUD TA to ensure the submittal process will be much smoother this year. We have been testing HDX with real data and checking the LSA validation flags for accuracy. Ideally, by the time communities begin uploading exports, the problems reported will be real problems with the data and need correcting locally.

8/21/2020

Yesterday, our partners at HUD confirmed HDX will be available for vendor testing beginning on 8/24. Vendor testing will take about a month. So, the LSA export is targeted to be ready by 9/24.

A message went out from HUD on 8/3/2020 with a revised reporting timeline.

6/19/2020

The reporting team is continuing to work with our partners at HUD and the other HMIS vendors to develop LSA for this reporting year. There have been significant changes since last year, although the end result should be easier reporting for communities.

HDX 

HDX is still not available for vendor testing. As of yesterday, the target is 7/6/2020. After that, vendors will have 4 weeks to test their LSA exports and correct problems or notify HUD of issues with HDX.

Tentative Reporting Date

TENTATIVELY, the LSA export should be ready for uploading to HDX starting 8/6/2020. There are a lot of moving parts that may result in delays, but as of now, this is what we know.

Meanwhile, please review 2020 LSA Preparation Actions for steps that can be taken before the export report is available.

2020 LSA Preparation Actions

RRH Bed Inventories

For the LSA, the export does not use a PIT count. It is an average over the entire reporting period.

Action Needed:

All RRH Bed Inventories should be updated to show average bed availability during the 2018-2019 reporting period. 

Refer to Recording and Reporting Bed and Unit Inventory for Rapid Re-Housing (RRH) Projects for more information on this requirement.

Households

For the LSA, all enrollments MUST have the same HoH from Project Start to Project Exit. To identify the problem enrollments, create the following Look.

  • HMIS Performance Model
  • Dimensions and Measures to include:
    • Enrollments, Household ID
    • Clients, Number of Clients
  • Filter:
    • Reporting Period: is in range: 2018-10-01 until (before) 2019-10-01
    • Entry Screen, Head of Household (Yes/No) is Yes
    • Programs, Project Type Code is equal to:
      • Emergency Shelter
      • PH - Housing Only
      • PH - Housing with Services
      • PH - Permanent Supportive Housing
      • PH - Rapid Re-Housing
      • Safe Haven
      • Transitional Housing
  • Run the report

The report should be sorted in descending order by Number of Clients. Any Household ID with more than 1 HoH should be corrected.

To do this, one by one, 

  1. Filter on the Household ID
  2. Add in Enrollment ID, run
  3. Using the link go to the Enrollment in Clarity
     
  4. Correct the head of household from the Enrollment screen:
  5. Back in Looker, Remove Enrollment ID, then repeat the process for any remaining enrollments with two Heads of Household.

Project Descriptor Data Elements

HUD has reminded the following needs to be correct for all CSV Exports:

  • Organization Name - must be the full legal name of the agency
    • There must be only one organization name for each organization in the HMIS implementation
    • Common Issues and examples:
      • Abbreviations instead of full names - BCMW
      • Names with code in them - "Economic Opportunity Agency (EOA)- NEC (no data entry)
      • Names identifying it is the agency name: Salvation Army (agency)
      • Creating a separate organization for each operation/project of the organization - Catholic Charities Hope House, Catholic Charities Sojourner House and then a single Catholic Charities
    • For statewide implementations ONLY it is understandable that a single organization can have multiple locations across the state, and you need to be able to separately identify them.
      • This should be done by CoC number
      • For readability, an implementation may add a "-location" to the name to facilitate privacy settings when the same organization has locations in different areas of the state. - "The Salvation Army a Georgia Corporation - xyx county" or "The Salvation Army a New York Corporation - ABE City."

LSA Data Quality Flag Resolution

LSAReport

Scope

Run the System-wide export found in the Administrator section of the Report Library.

Report Period

Correct report periods are 10/01/2018-09/30/2019 AND 10/01/2019-09/30/2020.

Geography

Geocode
Geocodes must be exactly 6 digits. To identify sites with an issue, create a Look to review the project descriptors/geocodes. As needed, correct on the appropriate Site screen in Clarity Human Services. Re-run the export.

Zip Code

Zip codes must be exactly 5 digits. To identify incorrect zip codes, create a Look to review the project descriptors/geocodes. As needed, correct on the appropriate Site screen in Clarity Human Services. Re-run the export.

Inventory.csv

All the upload errors for Inventory.csv are the result of a problem with project descriptors on the inventory screen. For an overview of how to find the projects/inventories with problems, refer to: Additional Project Information Look.

Additional Bed Inventory Guidance

For further information concerning bed inventories and reporting, please refer to HMIS Bed Inventories, Occupancy and Reporting. This article shows which Clarity screen the various project descriptors are pulled from. Programs are recommended to check specifically for set up for:

  • Geocode on Site screen
  • Correct zip code on Site screen
  • CoC code on Inventory screen

Updated: 12/03/2021