Reporting: How to Run the CoC-APR Report

Running the CoC APR in Community Services

While only HUD CoC grant recipients need to run the APR to submit in Sage, all providers in the system have access to run the APR. This visual guide explains how to run CoC-APR report for one project at a time.

Set Enter Data As (EDA)

Enter Data As (EDA) the Project for which you want the client-level data. (See article ART Enter Data As (EDA) for Reports)

Find & Open the Report:

1.      Click on Reports in the navigation pane on the left side of the screen.

2.      The Report Dashboard will appear. Click on the CoC-APR 2024 (this year will be the most current year) button.

Report Prompts

Complete the required prompts.

1.      Enter a report name.

2.      Description:  This is 0ptional – add a description for future reference.

3.      Provider Type:  Select Provider by clicking in the circle  to the left of Provider.

4.      Provider:  This should match the EDA project. If it does not match, reset your EDA in upper left corner.

5.      Select “This provider ONLY” by clicking in the circle  to the left of This provider ONLY. Under Provider Type, select “Provider” – If you’ve already EDA’d to your project’s correct provider, it will show up. Otherwise, you could also hit the “Search” button, and search for the provider at your agency for which you are wanting to run the report. Once you choose your Provider, the radio button should default to This provider ONLY.

*If you need to run your APR for multiple providers, please email the AKHMIS Help Desk at akhmis@icalliances.org, as we will need to create a Reporting Group for you. To assist in troubleshooting issues, we recommend first running the APR on each individual provider and reviewing the data before reviewing the data for a “combined” APR that is run by a reporting group.

6.      Program Date Range:  Enter the start date and end date. Use the actual end date, NOT “plus one day” like in BusinessObjects. Entry/Exit Types: Select HUD, RHY, or VA, depending on your project, by clicking in the box to the left of each. Select the Entry/Exit type that is used when entering clients into the project provider at your agency. For HUD CoC providers, the Entry/Exit Type should be HUD. If your project historically used another Entry/Exit Type, then check that Entry/Exit Type as well.

Note: Often, an Entry/Exit Type other than HUD for a HUD project is an error and may result in incorrect data entry and reporting. To confirm that all clients in the project have the correct Entry/Exit Type, we recommend running the report with all Entry Exit Types selected and running the report with only the HUD type selected. If the totals match on both reports, then all Entry/Exit Types are correctly noted as HUD. If totals do not match, one source of error might be that users at your agency are entering data into your HUD CoC provider and selecting an Entry Type other than HUD.

7.      To generate the report, click Build Report.

8.      Click Refresh to see it in the queue.

NOTE: Reports may take anywhere from 30 seconds to 30 minutes to complete, depending on the amount of data requested. You can click Refresh until your report shows up as Complete, or you can leave and return to check on it later. Your report will be in this location when it is finished, even if you log-out/log-in before returning.

View Report

Once the report is complete,

1.      Click the magnifying glass  to review.

2.      Click Download to save the report in a .zip file to your computer.

OR

3.      Review the report results on the screen below the search fields. Review your data and make any necessary corrections. See section Data Quality and the APR to understand how to identify errors.

4.       Once you have made all corrections, rerun your report. You can use the Use Previous Parameters button on the upper right of the prompts to pull in the prompts you most recently used.

5.      When all data is ready for submission. Click Download. This will download a CSV file that you will upload into Sage. This will generate a zip file that includes CSV files needed to upload into Sage. Click “Save File.” REMEMBER! If you are planning to use this CSV file to upload into Sage, you should not open the CSV file as that can cause HUD to believe it was tampered with and therefore reject the submission!

NOTE:  Issues running the AP for under or over a one year period

Annual Assessments:

The CoC APR is designed to be run for a one-year period. If the report is run for a period of time that is shorter or longer than this will negatively impact the sections that calculate Annual Assessments for Income. This is related to the calculation of the required Annual Assessment that occurs either + or – 30 days of the client’s anniversary (Project Entry) date.

Point in Time Count:

If the report is run for a shorter period of time and that period of time does not cover a specific PIT date then that PIT date should reflect a 0 count since the report is not pulling in all clients served for that point in time.

If the report is run for longer period of time, i.e. greater than one year then we do not recommend using the PIT counts in the report since they will not accurately represent the information for the clients as HUD has not provided in the report specifications how to cover periods of time longer than one year.

Data Quality and the APR

Report Features

The APR is a canned report in Community Services (not BusinessObjects). If you make a change and immediately re-run the report, the change will show up in the report. You do not have to wait for an “BusinessObjects Refresh.”

As you review your data, you will notice several tables and fields that notify you of data quality issues and data entry errors. Numbers that are blue are hyperlinks that will open a pop-up to give you the specific clients IDs making up that number. Go to their client files and make any necessary corrections.

Several tables also report on clients that are missing their required Annual Assessment (due annually within 30 days of the client’s anniversary date – month and day - into your project).

    This report also allows you to search for specific clients to see how they are reporting. In the

Client Filter section, type in a client’s ID and click “Highlight Clients.” You can search for multiple client by separating their ID numbers by commas.

The client(s) you searched for can be found in the cells that are then highlighted in a light teal.