Assessment-Based Reports

[OUTS-108] CE Demographics Report

Description

Type of Report

This is an assessment-based report. 

Purpose

To provide a way for communities to understand the demographics of the people served by the coordinated entry system.

Running the Report

Report Location

The report is found in the Assessments Based Reports section of the Report Library.

Who Can Run the Report

All users may run the report. There are restrictions for which information can be accessed based on the rights of the user.

An Admin version of the report is also available. System administrators and users with additional access can run the report across multiple agencies.

Parameters

The following are required to run the report:

  • Referral Basis (single select)
    • All clients assessed
    • Clients assessed and not referred to any queue
    • Only clients referred to a queue
  • Primary Coordinated Entry Sharing Group (single select)
    • NOTE: this option is only displayed for instances with Coordinated Entry Type = Sharing Groups Based AND if Referral Type = Only clients referred to a queue is selected.
    • It is the Primary Coordinated Entry Sharing Group of the current agency.
    • It is a pre-defined parameter.
  • Queue(s) (multi-select)
    • NOTE: this option is only displayed if Referral Basis = Only clients referred to a queue is selected.
    • If Coordinated Entry Type = Continuum of Care Based, Queue(s) option is dependent on the current agency CoC
        • It is a list of Community Queues from the Referral Setting for the current agency CoC.
        • The order of the Queue Names is alphabetical.
    • If Coordinated Entry Type = Sharing Groups Based, Queue(s) option is dependent on the Primary Coordinated Entry Sharing Group option 
        • It is a list of Community Queues from the Referral Setting for the selected Sharing Group.
        • The order of the Queue Names is alphabetical.
  • Referral Status(-es) (mutli-select)
    NOTE: this option is only displayed if Referral Basis = Only clients referred to a queue is selected
    • All
    • Pending
    • Completed
    • Denied
    • Expired
    • Pending - In Process
  • Assessment(s) (multi-select)
    • It is a list of Assessment(s) that
        • are available under the current agency
        • AND Coordinated Entry = On
        • AND Assessment Processor = Any selected
  • Veteran Status (single select)
  • Report Date Range
    • The date of the assessment
    • OR Referral date (see Universe)
  • Report Output Format:
    • Web Page
    • PDF
    • Excel
  • Drilldown Output Format
    NOTE: this option is only displayed if Report Output Format = Web Page is selected
    • Web Page
    • PDF
    • CSV

Additional Admin Report Parameters

  • CoC (single select)
    • CoC of the assessing agency
  • Agency Status
  • Assessment Added by (Users Home Agency(ies))
    • For users that have access to more than one agency, which home agencies to include in the report
    • Use to restrict the Assessments listed in the parameters
      NOTE: logic for Primary Coordinated Entry Sharing Group(s) and Queue(s) is a bit different for the Admin Report
  • Primary Coordinated Entry Sharing Group(s) (multi-select) (for instance with Coordinated Entry Type = Sharing Groups Based).
    • It depends on the selected Assessment Added by (Users Home Agency(ies))
  • Queue(s)
    NOTE: this option is only displayed if Referral Basis = Only clients referred to a queue is selected.
  • Depending on the Coordinated Entry Type instance option
    • If Coordinated Entry Type = Continuum of Care Based, Queue(s) option is a list of Community Queues from the Referral Setting for the selected CoC
      • The Queue Names and the ordering are the same as in the Agency version.
    • If Coordinated Entry Type = Sharing Groups Based, Queue(s) option is a list of Community Queues from the Referral Setting for the selected Sharing Group.
      • Queue Names consist of [Sharing Group Name]: Community Queue Name
      • The order of the Queue Names is alphabetical, but the Default Sharing Group will be first if any.

Report Details

Universe

  • Uses the latest client assessment for each table/chart in the report which meets the selected parameters
    NOTE: assessment should be connected to the client program
  • If Referral Basis is "All clients assessed"
    • ( Report period filter will pull clients with an assessment date during the reporting period
    • AND clients haven't been referred to any Community Queue under this assessment )
      OR
    • ( Report period filter will pull clients with a referral date <= [Report End Date]
    • AND ( a referral end date >= [Report Start Date] OR a referral end date IS NULL )
    • AND client was referred to one of the available Community Queues
      • Depending on the Coordinated Entry Type instance option:
        • If Coordinated Entry Type = Continuum of Care Based, then all available Community Queues for:
          • the current agency (Agency version)
          • or the selected CoC (Admin version)
        • If Coordinated Entry Type = Sharing Groups Based, then all available Community Queues for:
          • the Primary Coordinated Entry Sharing Group of the current agency (Agency version)
          • or Primary Coordinated Entry Sharing Groups of the selected agencies (Admin version)
    • AND client was referred to the Community Queue under one of the selected assessments )
  • If Referral Basis is "Clients assessed and not referred to any queue"
    • The report period filter will pull clients with an assessment date during the reporting period
    • Additional restriction is clients haven't been referred to any Community Queue under this assessment
  • If Referral Basis is "Only clients referred to a queue"
    • Report period filter will pull clients with a referral date <= [Report End Date]
    • AND ( a referral end date >= [Report Start Date] OR a referral end date IS NULL )
    • additional restrictions are:
      • client was referred to one of the selected Community Queues
      • AND client was referred to the Community Queue under one of the selected assessments
      • AND current referral status is one of the selected referral statuses
  • For some tables, Program Enrollment Start Date, within the reporting period, is used
    • See programming instructions for each table for which are pulled from Assessment and which are pulled from Enrollment Entry screen

Age Range

This data is from the client's age at the Assessment date or Report Start Date (whichever is greater).

Gender

Source: Client Profile Screen

Race Demographic

Source: Client Profile Screen

Disabled Demographic

Source: Program Enrollment, for:

  • Head of Households
  • or clients that are adults at client enrollment date or Report Start Date (whichever is greater).

Physical Disability

Source: Program Enrollment

Developmental Disability

Source: Program Enrollment

Chronic Health Condition

Source: Program Enrollment

HIV/AIDS

Source: Program Enrollment

Mental Health Disorder

Source: Program Enrollment

Substance Use Disorder

Source: Program Enrollment

Chronic Homelessness Tables

Source: Program Enrollment, for adult clients at enrollment date and heads of households

Chronic Homelessness

Calculated at the program enrollment date.

Clients Entering from Homelessness

Is yes if:

  • Enrollment Screen: Prior Residence
    • Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside)
    • Emergency Shelter, including hotel or motel paid for with emergency shelter voucher, or RHY-funded Host Home shelter
    • Safe Haven
  • OR (
    • Enrollment Screen: Prior Residence
      • Foster care home or foster care group home
      • Hospital or other residential non-psychiatric medical facility
      • Jail, prison or juvenile detention facility
      • Long-term care facility or nursing home
      • Psychiatric hospital or other psychiatric facility
      • Substance abuse treatment facility or detox center
    • AND Enrollment Screen: Institutional < 90 nights = Yes
    • AND Enrollment Screen: On the night before - stayed on the streets, ES or Safe Haven = Yes )
  • OR (
    • Enrollment Screen: Prior Residence
      • Hotel or motel paid for without emergency shelter voucher
      • Owned by client, no ongoing housing subsidy
      • Owned by client, with ongoing housing subsidy
      • Permanent Housing (other than RRH) for formerly homeless persons
      • Rental by client, no ongoing housing subsidy
      • Rental by client, with RRH or equivalent subsidy
      • Rental by client, with other ongoing housing subsidy
      • Rental by client, with VASH housing subsidy
      • Residential project or halfway house with no homeless criteria
      • Staying or living in a family member's room, apartment or house
      • Staying or living in a friend's room, apartment or house
      • Transitional housing for homeless persons (including homeless youth)
    • AND Enrollment Screen: Permanent < 7 nights = Yes
    • AND Enrollment Screen: On the night before - stayed on streets, ES or Safe Haven = Yes )
  • OR (
    • Enrollment Screen: Victim of Domestic Violence = Yes
    • AND Enrollment Screen: Currently Fleeing = Yes )

Approximate Date Homelessness Started

  • Is "365 Days or More" if:
    • The number of days between Enrollment Screen: Approximate Date Homelessness Started and Client Enrollment Start Date is more or equal to 365 days
  • Is "Less Than 365 Days" if:
    • The number of days between Enrollment Screen: Approximate Date Homelessness Started and Client Enrollment Start Date is less than 365 days
  • Is "Missing" if:
    • Enrollment Screen: Approximate Date Homelessness Started is empty
    • AND Enrollment Screen: On the night before - stayed on the streets, ES or Safe Haven = Yes
  • Is "Not Applicable" if:
    • Enrollment Screen: Approximate Date Homelessness Started is empty
    • AND Enrollment Screen: On the night before - stayed on the streets, ES or Safe Haven is not Yes

Times Homeless in the Past Three Years

  • Enrollment Screen: Times Homeless in the Past Three Years

Total Months Homeless in the Past Three Years

  • Enrollment Screen: Total Months Homeless in the Past Three Years
  • if Enrollment Screen: Total Months Homeless in the Past Three Years is empty, then Enrollment Screen: Times Homeless in the Past Three Years
  • if Enrollment Screen: Times Homeless in the Past Three Years = Data Not Collected, then "Not Applicable"

Veteran Demographic

Source: Client Profile Screen

Hispanic Ethnicity Demographic

Source: Client Profile Screen

Prior Living Situation

Source: Program Enrollment, for:

  • Head of Households

  • or clients that are adults at client enrollment date or Report Start Date whichever is greater.

Prior Living Duration

Source: Program Enrollment, for:

  • Head of Households

  • or clients that are adults at client enrollment date or Report Start Date whichever is greater.

Individual Income

Source: Program Enrollment, for:

  • Head of Households

  • or clients that are adults at client enrollment date or Report Start Date whichever is greater.

Enrollment Screen: Total Cash Income for Individual * 12

Household Income

Source: Program Enrollment, for:

  • Head of Households
  • or clients that are adults at client enrollment date or Report Start Date whichever is greater.

Household Income calculated as:

  • Sum of Enrollment Screen: Total Cash Income for Individual * 12 for clients with Enrollment Screen: Client has Cash Income = Yes
  • If Enrollment Screen: Client has Cash Income = [Client doesn’t know, Client refused, Data not collected] at least for one member of the household from the [Source] above, all members of the household will be counted as 'No Answer'

SSN Validity

Source: Client Profile Screen

Zipcode Validity

Source: Client Profile Screen: Quality of Zip Code

Assessments

Assessments selected for the report.

Community Queues 

Community Queues selected for the report. This section is displayed only when Referral Basis is "Only clients referred to a queue."

Drilldown Functionality

Drilldown functionality is available for this report. Drilling down on any count will yield a list of all clients associated with that list.

The information in the screenshot below is available for each drilldown. The Name field contains the link to the Client Profile.

Updated 11/03/2021