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      RHY, SSVF, and YHDP Reporting - [HUDX-111] HUD CSV/XML Program Data Export

      The [HUDX-111] HUD CSV / XML Program Data Export is used for Runaway and Homeless Youth (RHY),  Supportive Services for Veteran Families (SSVF), and Youth Homeless Demonstration Project (YHDP) Reporting. 

       The specifications for the HMIS CSV Format can be found on the HUD Exchange Data Standards Resource page.

      Each reporting need has a slightly different workflow which will be briefly described below. It is best to refer to Program Manuals and HUD Submission Guidance for additional information as needed to ensure a successful upload. 

      Additional Resources:

      Description

      The export is simply a series of CSV-formatted tables zipped together. This zipped file is then uploaded to the appropriate repository (RHY-HMIS Repository for RHY Reporting, the VA HMIS Repository SQUARES for SSVF Reporting, and Sage HMIS for YHDP SRT Submissions). 

      Within the zip file there will be the following tables:

      • Export File
        • Export.csv
      • Project Descriptor Files
        • Organization.csv
        • User.csv
        • Project.csv
        • Funder.csv
        • ProjectCoC.csv
        • Inventory.csv
        • Affiliation.csv
        • HMISParticipation.csv
        • CEParticipation.csv
      • Client File
        • Client.csv
      • Enrollment Files
        • Enrollment.csv
        • Exit.csv
        • IncomeBenefits.csv
        • HealthAndDV.csv
        • EmploymentEducation.csv
        • Disabilities.csv
        • Services.csv
        • CurrentLivingSituation.csv
        • Assessment.csv
        • AssessmentQuestions.csv
        • AssessmentResults.csv
        • Event.csv
        • YouthEducationStatus.csv

      It is crucial that the zip file remains unmodified and unopened. If the file is opened/modified prior to upload, this may cause upload error issues. However, the name of the zip file can be changed. 

      Running the Report

      Preparation

      Grantees are recommended to run the [HUDX-225] HMIS Data Quality Report in preparation for running the RHY, SSVF, or YHDP export. This report allows end users to identify and address data quality issues prior to submission. 

      RHY, SSVF, and YHDP  Reporting 

      1. From the applicable agency, navigate to the Report Library
        1. The [HUDX-111] HUD CSV / XML Program Data Export can be found in the Administrator Reports and/or HUD Reports categories based on access/Report Library configuration.
      2. Run the [HUDX-111] HUD CSV / XML Program Data Export
      3. Review the parameters and descriptions below for additional guidance. 
      Parameter Description
      Switch Access Agency(-ies) Select the appropriate agency
      CoC Filter Category Select Agency CoC
      CoC(s) Select the appropriate CoC
      Program Type(s) Select the appropriate program type(s)
      Program Status Select “Active”
      Program(s) Select the appropriate program(s)
      Apply Client Location Filter

      		 The Client Location Filter defaults to 'No'. Selecting 'Yes' will exclude client project stays that do not align with the Client Location CoC Code(s) and the selected CoC(s).
      NOTE: Client Location applies only for valid Head of Households.
      PIT Date Optional - leave blank
      Report Date Range Select the appropriate date range 
      Version Auto-populated field that reflects the HUD CSV specification version used to generate the report
      Source Type Select “Continuum-operated HMIS”
      Encrypt Identifying Data

      This parameter will produce a Hashed CSV if 'Yes' is selected. 

      For SSVF: Select No 

      For RHY & YHDP: Select Yes 
      Include Deleted Data Select No
      Include Service Item ID Select No
      Include Assessment Screen ID Select No
      Include Custom Services Select No
      Report Output Format Select CSV format

       

      Note: RHY and YHDP Exports must be a 'Hashed CSV', so the 'Encrypt Identifying Data' must be Yes. Uploading an unhashed CSV will result in upload errors. 

      The report will be downloaded to the local machine and utilized for the next steps in the report upload process. 

      For SSVF Reporting, please note that per HUD Guidance, the [Start Date] specified in the SSVF Data guide will be the [FAStartDate] in the Services.csv of the HUD CSV Export with the [DateProvided] matching the [FAStartDate].

      For example, if a client was receiving financial services to cover a security deposit and the date the check was cut was 1/15/2024 then the [Start Date], [DateProvided], and [FAStartDate] will all be 1/15/2024.

      For YHDP Reporting, the Supplemental Reporting Tool Application (SRT App) is utilized to create the SRT CSV for submission to Sage. More information on this process is available in the  YHDP Reporting Guidance for Sage HMIS Reporting Repository and detailed instructions are also available through Sage. 

       

      Updated: 05/02/2024