9. Correcting Data: Annual Assessment Errors

Projects funded by HUD CoC are required to collect “Annual Assessments” from clients enrolled 365+ days in your program once per year (within 30 days of their anniversary date).

• The date of the Annual Assessment must be within 30 days prior or after (+/-) of the anniversary date (Head of Household’s Project Start Date) in the program.
• Even if nothing has changed, an interim (type: Annual Assessment) must still be recorded.
• Annual Assessment anniversary date is based on the Project Start Date, not the Housing Move-In Date, of the Head of Household.

This error is due to (1) individual needing an Annual Assessment recorded OR (2) the “Annual Assessment” recorded has an Interim Review Type as a “1 year”.

• If you see an error for an Adult household member that entered the project on a different day than the Head of Household but does have an Annual Assessment recorded on the same day as the Head of Household, you can ignore this error.
• If you see an error for an Adult household member that entered the project on the same day as the Head of Household and doesn’t have an Annual Assessment recorded, update from the Head of Household's client record to include the Adult household member in an Annual Assessment review.

Adding an Annual Assessment

Even if nothing has changed, an interim Annual Assessment must still be recorded.

1. Enter EDA mode to the correct provider and open the Head of Household’s client record. (Note: You do not need to be in back date mode when correcting this error.)
2. Click on the Entry/Exit tab.
3. Click on the Interims icon to the right of the HUD-CoC entry.
4. Complete prompts in the first pop-up.
   1. If serving a household, be sure to include all applicable household members in the update by checking the boxes. 
   2. Entry/Exit Provider and Entry/Exit Type will be pre-populated based on the Entry record.
   3. Interim Review Type: Annual Assessment
   4. Review Date: +/- 30 days of client’s anniversary date based on Project Start Date.
   5. Click on Save & Continue.
5. Update data elements (for each household member) on the assessment in the Entry/Exit Interim Review pop-up. If nothing has changed, move to next step!
6. Click on Save & Exit.

Changing the Review Type

Make sure the incorrectly coded interim review you are updating falls +/- 30 days of the Head of Household’s anniversary date.

1. Enter EDA mode to the correct provider and open the Head of Household’s client record. (Note: You do not need to be in back date mode when correcting this error.)
2. Click on the Entry/Exit tab.
3. Click on the Interims icon to the right of the HUD-CoC entry.
4. Click on the edit pencil to the left of the interim review that represents the Annual Assessment (just coded incorrectly!).
5. In the next pop-up, change the Review Type to Annual Assessment.
6. Click on Save & Continue.
7. Click on Save & Exit.

If an Annual Assessment was recorded outside of the +/- 30 days, you must first change that Interim Review Type to “Update” to document that a review of the client record occurred, then you must record an Annual Assessment within 30 days of the client’s Anniversary Date.

• If you see an error for an Adult household member that entered the project on a different day than the Head of Household but does have an Annual Assessment recorded on the same day as the Head of Household, you can ignore this error.
• If you see an error for an Adult household member that entered the project on the same day as the Head of Household and doesn’t have an Annual Assessment recorded, update from the Head of Household's client record to include the Adult household member in an Annual Assessment review.

Changing the Review Type and adding an Annual Assessment

1. Enter EDA mode to the correct provider and open the client’s record. (Note: You do not need to be in back date mode when correcting this error.)
2. Click on the Entry/Exit tab.
3. Click on the Interims icon to the right of the HUD-CoC entry.
4. Click on the Edit Pencil to the left of the interim review that represents the households update (just coded incorrectly!).
5. In the next pop-up, change the Review Type to Update.
6. Click on Save & Continue.
7. Click on Save & Exit.
8. Then, you must record an Annual Assessment within 30 days of the client’s Anniversary Date. Review the steps for Adding an Annual Assessment.

There are two scenarios that will cause this error:

1. Review range straddles the start date of the Prior or Current year prompts.  The review may display as missing even though it was recorded within the +/-30 day allowed window.
   1. Example: A review is recorded on 9/30/2016 and anniversary date is 10/1/2016.  Technically the review occurs in prior year.
2. More than one annual review was recorded within the Prior or Current date range.  

Both issues could result in the client not being counted correctly.