Introduction to the New Annual Performance Report [APR] June 2010

Title screen image from course: Introduction to the New Annual Performance Report [APR] June 2010

Welcome to this tutorial on HUD’s new Annual Performance Report, referred to as the APR. The new APR will replace the paper-based HUD-40118 form, for projects funded with Supportive Housing Program (SHP), Shelter Plus Care, and Section 8 Moderate Rehabilitation SRO grants. The new APR will also be used for ARRA-funded Homelessness Prevention and Rapid Re-Housing Program grant annual reporting.

Course Menu

Welcome
Introduction to the New APR
Changes in the New APR
Resources
Summary of Key Dates

 

Welcome

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It should take you approximately 30 minutes to complete this module.

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Introduction to the New APR

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The APR is now entirely web-based using e-snaps, HUD’s homeless assistance application and grant management system. It has been expanded to report more meaningful data about clients served and program performance. Additionally, it synchronizes HUD’s grant reporting with the revised HMIS data standards published in March 2010. To view the e-snaps interface or the revised HMIS Data Standards, click on the links provided.

https://esnaps.hud.gov/grantium/frontOffice.jsf
http://www.hudhre.info/documents/FinalHMISDataStandards_March2010.pdf

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Submit APR Online

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The transition to the online APR system will be phased.

SHP, Shelter Plus Care and SRO projects with an operating year ending before or on June 30, 2022 will continue to submit the paper-based HUD-40118 form to HUD headquarters and the applicable field office. Projects that end after June 30th must start submitting the APR in the online e-snaps system.

 

e-snaps Reporting Requirements

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All grants will report fully in e-snaps by June 1, 2011; however, reporting requirements between July 1, 2022 and June 1, 2022 vary for different grant types.

HPRP grantees must complete the full HPRP APR in e-snaps within 60 days of the operating year end date. There is not a Transition APR for HPRP, since grantees have been collecting the client data required to produce the new APR since the inception of the program. Note: HPRP grantees must also submit a QPR for the quarter ending September 30th within the standard 10 day deadline.

SHP, Shelter Plus Care, and SRO grantees with operating years that end during the transition period have not collected a full year of data required to complete many of the new APR questions. While grantees will be expected to complete the APR in e-snaps during the transition period, they will only be asked to enter information that can be pulled from current HUD-40118 form. This abbreviated APR is referred to as the Transition APR. Detailed instructions mapping the HUD-40118 form to the e-snaps APR format are available in a Transition APR guidebook, which can be downloaded from the HRE.

SHP, Shelter Plus Care, and SRO grantees with operating years that end June 1, 2022 or after must complete the full APR in e-snaps within 90 days of their operating year end date. The questions required in the full APR will vary depending on the selected grant and component type.

HMIS Dedicated project grantees must complete the HMIS APR in e-snaps within 90 days of the grant operating year end date. With the exception of one question on data quality, HMIS grantees are expected to answer all questions since information about the HMIS implementation should be readily available. However, data quality is dependent on implementation of the revised HMIS data standards, so this question is not required during the transition period.

HMIS Dedicated project grantees must complete all questions on the HMIS APR in e-snaps within 90 days of the grant operating year end date.

 

Collect Data Under New Data Standards

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The new APR relies on data collected in HMIS according to the revised Data Standards published in March 2010. Effective June 1, 2010, grantees must collect client data consistent with the revised HMIS Data Standards; however grantees are not required to update data collected on clients prior to that date.

A few specific examples are provided to highlight some of the changes introduced by these new standards. Previously, data on disability conditions were only required for adults. Now these data elements also must be collected from children.

New data elements, such as housing status, have been added for both adults and children. And the response options for some data elements, such as prior living situation and destination after program exit, have been modified. “Don’t know” and “refused” have also been added as response options for most questions.

HUD’s training on the revised HMIS Data Standards can be downloaded from www.HUDHRE.info.

 

Progress Check 1

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Question 1: Why were changes made to the APR?
(Select all that apply)

The correct answer is: The APR was changed in order to provide more meaningful data about clients served, provide more feedback about program performance, and synchronize HUD's grant reporting based on the revised HMIS data standards.

Question 2: True or False: If you are an SHP project with an operating year ending between July 1, 2022 and May 31, 2011, then you can submit the paper-based HUD 40118 APR.

The correct answer is: SHP, Shelter Plus Care, and SRO projects with operating years ending July 1, 2022 or after must submit their APRs electronically using e-snaps.

Question 3: When are the HPRP grantees expected to submit an APR this year and in what format?
(select one)

The correct answer is: HPRP Grantees must submit the new APR in e-snaps within 60 days of the operating year end.

Question 4: When should you start collecting data under the revised HMIS Data Standards?
(select one)

The correct answer is: Grantees must collect client data consistent with the revised HMIS Data Standards as of June 1, 2010.

 

Changes in the New APR

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This section provides an overview of changes in the new APR. It will cover:

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Organization by Grant Type

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One of the new aspects of the e-snaps APR is that you will be able to select your grant and component types when you start the APR. This selection will filter out questions that do not apply to your component type and will display only those that you must complete.

When you select your operating year start and end dates, e-snaps will filter out the questions from the new APR that you are not required to answer during the Transition APR reporting period. Remember that the transition reporting requirements only apply to CoC projects, and that HPRP grantees do not have a Transition APR.

 

Adults and Children

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In the HUD-40118, most questions only collected information about adult participants. In contrast, most questions on the new APR report on all persons served by the program. Some questions ask for information to be reported separately for adults, children, and persons of unknown age. Adult/child status should be based on the person's age on the day he or she entered the program or on the first day of the operating year, whichever is later. If someone had more than one program stay, the information should be based on the person's most recent stay.

 

Household Type

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Introduction

Many questions collect information separately for persons in different household types. The types used are: households without children, households with at least one adult and one child, and households with only children. Sometimes grantees cannot categorize every person into one of these three types due to missing dates of birth, so these questions also include an unknown household category.

Households without children

A household that does not include children includes:

Households without children that contain multiple persons should be counted as one (1) household without children.

Households with at least one adult and one child

A second category of households are those that include at least two persons, one of whom is an adult and one who is a child.

Households with only children

A household with only children contains one or more persons age 17 or under, including unaccompanied youth, adolescent parents and their children, adolescent siblings, or other household configurations composed only of children.

 

Leavers and Stayers

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In the HUD-40118 form, some questions only collected information on clients who exited the program during the operating year. In the new APR, many questions now collect information on clients who 1) exited the program during the operating year –now called Leavers and 2) people who were enrolled in the program on the last day of the operating year, now called Stayers.

Note that the term “stayer” includes clients who exited and then re-entered the program before the end of the operating year.

 

Expanded Response Choices

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Some questions that were on the HUD-40118 form now have expanded choices in the APR to reflect the additional response categories in the revised HMIS data standards. Use the arrows in the upper right to navigate through some examples of questions with expanded response options.

Question - Destination

The destination response categories have been modified in the new APR to align with the revised HMIS data standards. In addition, destination information for clients is now separated out based on the length of time clients stayed in a program. Clients who stayed greater than 90 days are reported in one table, and clients who stayed 90 days or less are reported in another. If a client has more than one program stay within the operating year, this question should refer only to the last stay in the year. This breakout will allow projects to understand the extent to which program placement results vary for people who have brief involvement with the program as compared with those with more intensive involvement.

Question - Income Source Benefits

Income and non-cash benefit data are now reported in the APR for both leavers and stayers, whereas the HUD-40118 form only allowed projects to report income data for clients who had exited the program. Expanding these questions will allow projects to demonstrate progress for clients with long-term program participation, such as permanent supportive housing residents. These questions have also been expanded to report on children, which will allow programs to demonstrate performance in enrolling both adults and children in mainstream benefit programs.

Question - Data Quality

The new APR is based on client data collected in accordance with the revised HMIS Data Standards. To better understand the level of data used to produce the APR and each program's compliance with the revised standards, a new question has been added to document the rate of "don't know", "refused" and missing data for each required element about the clients served during the operating year. Domestic violence providers should report data completeness based on data recorded in a comparable database.

 

New Questions

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Introduction

The new APR adds new questions and expands others to provide more meaningful data.

Street Outreach and Engagement

A new question has been added to collect information on the number of people who were contacted through street outreach, reported separately by the number of times each person was contacted and where each person was contacted. The question also collects information on the number of people who were engaged by street outreach teams, and calculates a rate of engagement for each grant.

HPRP Questions

The HPRP APR includes questions that are only asked of HPRP grantees, including: questions from the Quarterly Performance Report, a question on changes in participants’ housing status from program entry to exit, and a program description.

Performance Measurement section

A new Performance Measurement section has been added to the APR. This section includes two types of performance measures:

HPRP programs will report on performance measures from the onset. Performance measures will be phased in for the SHP, Shelter Plus Care and SRO projects, starting with grants funded through the 2010 competition.

Income

Most HUD-40118 form questions have been revised to provide more meaningful data and to take advantage of the analytic capabilities offered by an HMIS. For example, the client cash-income question now:

 

HMIS Dedicated Projects

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The APR for HMIS Dedicated projects has been expanded dramatically from the HUD-40118. Now, HMIS dedicated projects will report on:

Information on the scope of HMIS implementation, system functionalities, policies and procedures, program and bed coverage, information on the quality of data entry for the required data elements, and financial information.

Since most of the information required to complete this section should be readily accessible, grantees will be expected to report on all questions during the transition period with the exception of the data quality question. Data quality is not required since this question relies on the new data standards which will not be fully implemented within communities until June 1, 2010. However, if HMIS administrators have access to data quality information, they are encouraged to complete this question earlier.

 

Progress Check 2

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Question 1: Which of the following changes have been made in the new APR?
(select all that apply)

The correct answer is: All of these changes have been made in the new APR. The new APR now includes expanded response choices to include more information on households, filters questions by grant and component types and also collects information on both Leavers and Stayers.

Question 2: How would you report a household consisting of a 17-year old pregnant female and her 15 year old brother?

The correct answer is: Everyone in this scenario is under 18; therefore, this household should be reported as a Household with only Children.

Question 3: How would you refer to a client who exited once, but re-entered the program and hasn’t left as of the end of the operating year?

The correct answer is: Although the client left previously, clients enrolled in the program on the last day of the operating year are considered stayers.

 

Resources

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User Guide and Additional Training

The HUD HRE website has a new section for the APR that connects you to technical assistance resources, and online training modules. Additionally, you can download resources such as user guidebooks with detailed instructions. Separate guidebooks are being created for CoC grant reporting between July 1, 2022 and May 31, 2011, CoC grant reporting starting June 1, 2011, HPRP grant reporting, and HMIS dedicated grant reporting. Please note that new resources will be rolled out over time so grantees should continue to visit the HUD HRE website for updated tools and resources.

http://www.hudhre.info/apr/

 

HRE Virtual Helpdesk

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If you cannot find the answers you need on the APR page of the HUD HRE, you can ask specific questions through the HRE Virtual HelpDesk. The process of submitting a question is shown here.

 

Summary of Key Dates

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In summary, here are the process changes for the New APR:

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Congratulations

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Feedback Survey

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http://abtassociates.checkboxonline.com/APRMod1.aspx

 

End of Course

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You have completed this tutorial.

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