Policies and Procedures: What an Organization Should Do When a Project Is Closing Or Ending

If it has been verified that an organization’s providers/projects will stop operating, the provider will need to be closed in HMIS.  Organizations need to do the following:

1.       Run and submit all final reporting obligations for this provider.

2.       Confirm that there are no open client records in the closing provider by running a CoC-APR.

3.     Identify any open client Entry/Exits with these reports and exit them on the last date of service or the last date the provider was operating.

4.    If the project uses Shelters (formerly ShelterPoint), check open clients out on the last date of service or the last date the provider was operating.

5.       Review Data Completeness Report for corrections and updates.

6.       Email the Help Desk with the following information about the provider that needs to be closed:

a.     Date the project closed (may be the grant end date, date stopped serving clients, or date that the organization or project closed or lost funding)

b.       Why is this provider closing?

c.   Are the clients being transferred to a different service provider? If so, at the same organization or at a different organization?

Reports to Run to close all activity in client records

Canned Reports

CoC-APR 

To find these reports, click on Reports on the navigation pane on the left side of the screen.

Select the CoC-APR report.  The year on this title may change as the report is updated but will be named CoC-APR.

Businessobjects Reports

Clients Active in Period, Data Completeness Report and Services

To find these reports,

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

2.       Click BusinessObjects in the navigation pane on the left side of the screen. 

3.     When the BusinessObjects Launch Pad opens in a different tab,  click on the Folders icon, then click on Public Folders.

4.    The reports can be found in the Public Folders / anchorage_live_folder /

·         .00 Data Quality and Completenesso   Data Accuracy - Clients Active in Period

o   Data Accuracy – Calendar for NbN ES (Night-by-Night shelters only)

o   Data Accuracy – ShelterPoint Overlap

o   Data Completeness -2022 Data Standards UDEs

o   Data Completeness – Annual Assessments (CoC funded projects)

o   Data Quality Performance Scorecard

·         .03 Shelter-Outreach-SSO

o   Entry Exit and Shelter Stay Comparison

o   Shelter Exits Needed

o   Street Outreach Status