The Transition Annual Performance Report [TAPR] September 2010

Title screen image from course: The Transition Annual Performance Report [TAPR] September 2010

Welcome to HUD’s tutorial on the reporting requirements for the new Transition Annual Performance Report in e-snaps, referred to as the Transition APR.

This tutorial will explain how to complete the Transition APR in e-snaps, HUD’s homeless assistance application and grant management system.

Course Menu

Who Should Complete this Tutorial
How to Complete the Transition APR (TAPR)
Demonstration of Questions
Key Points

 

Who Should Complete this Tutorial

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This tutorial is designed for grantees required to submit the Transition APR. Completion of the Transition APR is limited to those with projects funded by SHP, Shelter Plus Care, OR Section 8 SRO grants with an operating year end date between July 1, 2022 and May 31, 2011.

The tutorial is primarily focused on how to pull information from the HUD-40118 form to complete the Transition APR in e-snaps. Therefore, much of the tutorial will not be relevant if your HMIS is able to generate the new e-snaps APR report format. Please note that HMIS vendors are not required to have the new e-snaps APR in place until June 1, 2011.

HPRP grantees will not complete a Transition APR. Separate training, guidebooks, and information related to the HPRP APR will be available online at the HUD HRE website.

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Tutorial Objectives

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The objectives of this tutorial are to explain the rationale for the Transition APR, provide an overview of it, and show the steps required to complete the Transition APR, including how to login to e-snaps and how to pull necessary information from the HUD-40118 form.

It should take you approximately 30 minutes to complete this tutorial. You can stop the course and return to it at any time.

To learn how to navigate within this course, click the Help button in the upper right-hand corner.

Click the Next arrow button at the bottom of the screen to begin this course.

 

Rationale for the Transition APR (TAPR)

Graphical image from course titled: Rationale for the Transition APR (TAPR)

The Transition APR represents the first step in replacing the paper-based HUD-40118 form that is currently required for projects funded with SHP, Shelter Plus Care, and SRO grants. A transition report is necessary because the new e-snaps APR relies on client data collected according to the revised HMIS Data Standards that were released in March of 2010. Most projects did not start collecting the client data required to generate the new e-snaps APR until June 1, 2010, and they will not have a complete year of data to complete the new APR until June 1, 2011.

Additionally, HMIS vendors will need time to program the new APR report format.

http://www.hudhre.info/documents/FinalHMISDataStandards_March2010.pdf

 

What you Need to Complete the TAPR

The Transition APR is submitted in e-snaps, but it only relies on information that can be pulled from the HUD-40118 form or from existing project information.

Before you complete the Transition APR, you should gather:

http://www.hudhre.info/esnaps/

 

Overview of the Transition APR Guidebook

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

 

Overview of the Transition APR Guidebook (continued)

Graphical image from course titled: Overview of the Transition APR Guidebook (continued)

For each question in the Transition APR, the guidebook provides detailed information and screenshots on how to use data from the HUD-40118 to complete the questions in e-snaps.

This guidance is particularly important for questions where the response options have changed from the HUD-40118 Form to the new APR. The guidebook also includes a complete description of the process of completing the Transition APR in e-snaps.

 

How to Complete the Transition APR

Graphical image from course titled: How to Complete the Transition APR

There are three primary steps involved in completing a Transition APR in e-snaps.

In this next section, we will demonstrate each of these three steps. Some of these examples are lengthy. Remember, you can pause the tutorial using the circular button at the bottom of the screen. You can also exit the course at any time and then resume again when convenient.

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Creating an APR Form in e-snaps

Graphical image from course titled: Step 1: Creating the APR Form within e-snaps showing the 'Welcome to e-snaps' page on the Front Office Portal.

First, you must create an APR form in e-snaps.

You will need an account to use e-snaps. To log into e-snaps:

Once you have logged into e-snaps, to create an APR:

You can now begin entering data to set up your APR.

 

Completing Your Project Information

Graphical image from course titled: Step 2: Completing Project Information showing the e-snaps form 'Q1. Contact Information'

Now you are ready to complete your project information. For this step, you will need to reference your Grant Application and/or your Technical Submission.

You will start by entering the contact information for the person you would like HUD to contact with questions about this report.

The project information that you report in your APR must exactly match the information that you submitted to HUD in your most recent Grant Application and/or your Technical Submission.

Be sure that the grant number identified here is exactly the grant number on your award notice from HUD

In Question 3 you must specify:

You will only be asked to submit the APR according to the transition reporting requirements if your grant type is SHP, Shelter Plus Care, or SRO, and your operating year end date is between July 1, 2022 and May 31, 2011.

Click “Save” to update the form where noted, as you will need to complete additional information for certain selections. Click “Save & Next” when you have completed filling in the form.

You will also need to complete Question 4 on your project’s site information. You can find the information needed to complete these responses in your grant application. Once you have completed the Project Information section of the APR, click on “Save & Next.”

The final part of this step is to confirm your grant number. Carefully check to verify that you have entered the appropriate grant number, since grant numbers change upon renewal. If you find that you made a mistake, return to Question 1 to correct the number and click “Save” to record the revised number. Once you are sure you have entered everything correctly, click the check box on this screen and click “Save & Next”.

Review your Submission Summary information. If the words “Please complete” appear in the “Last Updated” column, then you need to return to the specified screen to complete the question before the system will allow you to submit the form. You should “Export to PDF” to save a copy of the report for your records.

Then press “Submit”. Your screen will now show that your Project Information has been submitted.

To complete the client and financial portions of your APR, you must click on the folder icon in the row labeled “APR Step 2 – Transition APR” for this Project. This will open the Transition APR form associated with this grant, and the information you submitted in “APR Step 1- Project Information” will be visible within this form as well.

 

Entering Client Information

Graphical image from course titled: Step 3: Completing Client Information

Now you can begin completing the client and financial information in the Transition APR. Remember, the Transition APR only includes content that can be pulled from the HUD-40118 form or from existing project information.

Again, the Transition APR Guidebook provides detailed instructions for each question, showing you how to map client information from the HUD-40118 form to the Transition APR.

 

Demonstration of Questions

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This section of the tutorial will demonstrate how to use the data from the HUD-40118 form to complete the Transition APR in e-snaps for the following examples:

After the demonstration you will have an opportunity to try a couple of questions on your own.

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Question 8: Persons Served

Graphical image from course titled: Question 8: Persons Served showing a representation of the HUD-40118 form highlighting the question 'Persons Served during the operating year' and below it a screen from the new Transition APR showing the form Q8. Persons Served.

For question 8 of the new APR, you will be asked to report on the number of “Persons Served”, broken out by different household types. We will now demonstrate how to pull information from the HUD-40118 form to complete Question 8 during the transition period.

Let’s start with the “Adults” who are served in Households “Without Children.” To fill in this box, you must: Refer to question 2 on the HUD-40118 form, titled “Persons served during the Operating year.”

Locate the column in question 2 labeled “Number of Singles Not in Families.”

e-snaps groups together the total number of persons served within the operating year while the HUD-40118 reports separately:

For example, if you reported on the HUD-40118 that you had 10 singles not in families in row a. and then 15 singles not in families in row b., the total number of “Adults” in households “Without children” that you’d report in question 8 on the new APR, would be 25. We can repeat this process for “adults” and “children” in households “with children and adults”. Refer back to question 2 on the HUD-40118 form.

Locate the column labeled “Number of Adults in Families.”

Add together the number that is reported in row a. under this column and the number reported in row b. of this column and enter this total number into the Adults field in the households “with Children and Adults” column.

To report children, locate the column labeled “Number of Children in Families.”, still on question 2 of the HUD-40118. Add together the number that is reported in row a. and the number reported in row b. of this column and enter this total into the “Children” field of the “With Children and Adults” column.

In question 2 of the HUD-40118, unaccompanied youth were included in the column "Singles Not in Families;" therefore, for the Transition APR, the unaccompanied youth are grouped with the adults who are already reported in the “Without Children” column. You should leave the “With Only Children” column blank during the transition period. The “Total” column on the new APR is auto-populated based on what you enter into the columns above.

This concludes the demonstration on how to answer Question 8.

 

Question 16: Age

Next, we will demonstrate how to complete Question 16 of the new APR. In this question, you report the total number of persons served within each age group, separated for different household types. You are only required to provide the portion of this information that can be pulled from your HUD-40118 form. We will demonstrate how to transfer some data into e-snaps for each of the household types, but you will need to refer to the Transition APR guidebook for complete instructions.

Let’s start with the column labeled “Without Children.” To answer this question you must: Refer to question 5 on the HUD-40118 APR, titled “Age and Gender.” Locate the section labeled “Single Persons.” Since the new APR reports males and females together by age group for this question, you will need to add the numbers of males and females together to get a total number of persons for each age group.

For instance, add the number of “18-30” year old “Male” clients to the number of “Female” “18-30” year olds, as reported in row d. Enter this total number of clients into e-snaps Question 16 in the row labeled 18-24 and the column labeled “Without Children.” Since this age range is different from the age range in the HUD-40118 form, you should leave the row labeled “25-34” blank. There are several questions that have different response categories between the HUD-40118 and the e-snaps questions. You can refer to the Transition APR guidebook for instructions about how to address any inconsistencies.

The next portion of question 16 we will demonstrate is the column labeled “With Children and Adults.” Refer to the section in question 5 labeled “Persons in Families.”

Let’s start in the row labeled under five. In order to get this number from HUD-40118 we must add together the numbers reported in rows l. and m., which are labeled “Under 1” and “1-5.” Add the number of “Male” clients reported for these two age ranges to the number of “Female” clients reported for these two age ranges.

For example, if the HUD-40118 form showed 2 males in the “1-5” box, 4 males in the “Under 1” box, 3 females in the “1-5” box, and 1 female in the “Under 1” box, the total of these two rows should be 10 children. Enter this total number of children in e-snaps Question 16 in the row labeled “under 5” and the column labeled “With Children and Adults.”

You can continue transferring the remaining child and adult data from the “Persons in Families” section of question 5 on the HUD-40118 form to the “With Children and Adults” column in the new APR. Remember that you should use the Transition guidebook for direction on where to record age information and which fields to leave blank. The last section of question 16 that we’ll review is the column labeled “With Only Children.” Unaccompanied minors are reported on the HUD-40118 as single persons in the “17 and under”row.

Add together the number of “Male” clients and the number of “Female” clients reported in row e. and enter this total number of children into e-snaps in the row labeled “5-12” and the column labeled “With Only Children.” Leave the rows labeled “under 5” and “13-17” blank in the Transition APR.

This concludes the demonstration on how to answer question 16.

 

Question 23: Income

Graphical image from course titled: Question 23: Income showing a representation of the HUD-40118 form highlighting question 11 and below it a screen from the new Transition APR showing Q23. Client Monthly Cash-Income Amount Number of Adult Leavers.

The final question we will demonstrate is question 23, “Client Monthly Cash-Income Amounts for Adult Leavers.”

A Leaver is a person who exited during the operating year and was not present in the program on the last day of the operating year. This is the same universe that was reported on the HUD-40118 form. However, question 23 requests more detailed information than the HUD-40118 form.

Therefore, you are only required to provide the information that can be pulled from your HUD-40118 form.

To start, refer to question 11 on the HUD-40118 form. Find section 11.A., “Monthly Income at Entry,” and locate the column labeled “All”. Note that the new APR does not request information separately for clients who were chronically homeless at entry.

For this question, all of the data from rows a. through d. can be easily transferred to the “Income at Entry” column in the corresponding rows in question 23 of the e-snaps APR.

For the remaining columns, there are some discrepancies before between the response categories in the two questions. For example, let’s look at row e., labeled “$501-$1,000”. This data should be moved to the “$501-$750” row in the “Income at Entry” column in the Transition APR. The row labeled “$751-$1,000” should be left blank.

Details on which rows to transfer data to and which rows to leave blank are provided in the Transition APR guidebook. Refer to the guidebook for assistance completing the rest this column.

Repeat the same process for the next column in e-snaps question 23, labeled “Income at Exit” data, pulling data from the HUD-40118 question 11.B. “Monthly Income at Exit”. You do not need to enter information in any columns other than “Income at Entry” and “Income at Exit”.

This concludes the demonstration on how to answer question 23.

 

Try-it exercise 1: Question 15a1 Gender – Adults

Graphical image from course titled: Try-it exercise 1: Question 15a1 Gender – Adults showing a representation of the HUD-40118 form highlighting question 'Age and Gender' and below it a screen from the new Transition APR showing Q15a1. Gender for Adults.

Now you have an opportunity to try filling out the Transition APR! You can use the guidebook or try the exercise without the guidebook. You will receive feedback on whether or not you correctly answered each of the examples.

The first exercise involves e-snaps Question 15a1 Gender for Adults. Refer to the information in the HUD-40118 table, and then type in the number of adult males that should be entered into the “With Children and Adults” column in e-snaps. Click submit when you are done.

 

Try-it exercise 2: Question 17 Race

Graphical image from course titled: Try-it exercise 2: Question 17 Race showing a representation of the HUD-40118 form highlighting a table of ethnicity and race and below it a screen from the new Transition APR showing Q17. Ethnicity and Race.

Now try e-snaps question 17 on race. Refer to the information in the HUD-40118 table, and then type in the number of persons that should be entered into the “Multiple Races” column in e-snaps. Click submit when you are done.

 

Key Points

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To conclude this tutorial, we will summarize key points about the Transition APR.

The Transition APR is required to be submitted in e-snaps for SHP, S+C, and SRO projects with operating years that end between July 1, 2022 and May 31, 2011.

Projects need the following items to complete the Transition APR:

Client information on the Transition APR will only include information that was also required for the HUD-40118 APR.

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Additional Resources

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

 

Next Steps for the Full APR

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Although CoC-funded projects (with the exception of HMIS projects) are not expected to complete the new APR until June 2011, there are some things you can do now to get ready for the new APR.

 

Congratulations

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Congratulations! You have completed this tutorial on the Transition APR.

Check the APR page of the HUD HRE for additional training and technical assistance resources related to the transition and new APRs.

Please provide your feedback on this module by clicking the next button to complete the feedback survey.

http://www.hudhre.info/

 

Feedback Survey

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http://abtassociates.checkboxonline.com/TAPRMod2.aspx

 

End of Course

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You have completed this tutorial. Click the EXIT button in the upper right hand corner to close.

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