LSA & SPM Data Preparation Guide

This guide is designed to help users complete the necessary steps of data preparation for the LSA and SPM.

What is the LSA?

The Longitudinal Systems Analysis (LSA) is a federal report submitted to HUD that informs the Annual Homelessness Assessment Report to Congress (for more, see this page on the HUD Exchange). While ICA will run the LSA on behalf of the CoCs, we need your help in ensuring that the data in the report is as accurate as possible. So, we would like to build on the ongoing data cleanup you regularly do by asking you to run the following data quality reports for FY2024 (10/1/2023-9/30/2024).

What data is pulled into the LSA?

Project Descriptor Data

Note: this data is maintained and reviewed by ICA staff

Project type, operating dates, organization information
CoC and location information
Funding Information
Bed Inventories

Enrollment Data

Entry/Exit dates (nights of stay)
Prior Living Situation
Relationship to Head of Household
Disability Status
Fleeing Domestic Violence Status
Chronic Status
Housing Move-In Date (if applicable)
Exit Destination

Client and Household Demographics

Age
Gender
Race
Ethnicity
Veteran Status

What is the SPM?

The System Performance Measures (SPM) is a federal report submitted to HUD that examines the performance of the local coordinated system of homeless assistance programs (for more, see this page on the HUD Exchange). While ICA will run the SPM on behalf of the CoCs, we need your help in ensuring that the data in the report is as accurate as possible. So, we would like to build on the ongoing data cleanup you regularly do by asking you to run the following data quality reports for FY2024 (10/1/2023-9/30/2024).

What data is pulled into the SPMs?

Enrollment Data

Entry/Exit dates (nights of stay)
Prior Living Situation
Exit Destination
Income for CoC-funded projects

When do I have to have data clean up completed?

While HUD hasn't yet released the official LSA deadline, they are anticipating that submission will begin in early November. The SPM submission will likely occur later this fall or early Winter. Therefore, we are asking you to complete your data clean up no later than 5pm on Friday, November 29 , 2024.

What projects does this affect?

The LSA and SPM pull data from specific continuum projects, regardless of funding source. The chart below indicates whether your specific project type participates in each. If you're unsure whether you have one of these project types, contact the helpdesk. We'll be happy to help you figure it out.

Project Type	LSA	SPM
Street Outreach (SO)	No	Yes
Emergency Shelter (ES) - Entry/Exit (E/E)	Yes	Yes
Emergency Shelter (ES) - Night-by-Night (NbN)	Yes	Yes
Safe Haven (SH)	Yes	Yes
Transitional Housing (TH)	Yes	Yes
Rapid Rehousing (RRH)	Yes	Yes
Permanent Supportive Housing (PSH)	Yes	Yes
Permanent Housing: Housing Only (PH-H)	No	Yes
Permanent Housing: Housing with Services (PH-S)	No	Yes

What do I need to do?

That depends on the types of project(s) you have, and if you have an emergency shelter, whether it is an entry/exit based or night-by-night based shelter. If you're not sure which project type(s) you have, contact the helpdesk for assistance - we're happy to help!

Street Outreach (SO)

Run these reports. The links will take you to the specific guides on how to run and utilize the report.
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
  - Last Date of Contact Report for Street Outreach and Supportive Services Only
  - Head of Household DQ Report
  - Income DQ Report (Optional: this provides detailed information on income errors that may help when using the canned Data Quality Framework)
Use the information in the guides linked above to clean up the data to the greatest possible extent.
Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

Emergency Shelters (ES) - Entry/Exit Based (E/E)

Emergency Shelters (ES) - Night-by-Night Based (NbN)

Run these reports. The links below take you to the specific guides on how to run and utilize each of the reports.
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
Use the information in the guides linked above to clean up the data to the greatest possible extent.
Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

Safe Havens (SH)

Run these reports. The links below take you to the specific guides on how to run and utilize each of the reports.
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
  - LSA Client Served Report
  - Head of Household DQ Report
  - Income DQ Report (Optional: this provides detailed information on income errors that may help when using the canned Data Quality Framework)
Use the information in the guides linked above to clean up the data to the greatest possible extent.
Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

Transitional Housing (TH)

Run these reports. The links below take you to the specific guides on how to run and utilize each of the reports.
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
  - LSA Client Served Report
  - Head of Household DQ Report
  - Income DQ Report (Optional: this provides detailed information on income errors that may help when using the canned Data Quality Framework)
Use the information in the guides linked above to clean up the data to the greatest possible extent.
Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

Rapid Rehousing (RRH)

Run these reports. The links below take you to the specific guides on how to run and utilize each of the reports
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
  - LSA Client Served Report
  - Head of Household DQ Report
  - Income DQ Report (Optional: this provides detailed information on income errors that may help when using the canned Data Quality Framework)
Use the information in the guides linked above to clean up the data to the greatest possible extent.
Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

Permanent Supportive Housing (PSH)

Run these reports. The links below take you to the specific guides on how to run and utilize each of the reports.
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
  - LSA Client Served Report
  - Head of Household DQ Report
  - Income DQ Report (Optional: this provides detailed information on income errors that may help when using the canned Data Quality Framework)
Use the information in the guides linked above to clean up the data to the greatest possible extent.
Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

Permanent Housing: Housing Only (PH-H)

Run this report. The link will take you to the specific guide on how to run and utilize the report.
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
  - Head of Household DQ Report
  - Income DQ Report (Optional: this provides detailed information on income errors that may help when using the canned Data Quality Framework)
Use the information in the guides linked above to clean up the data to the greatest possible extent.
Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

Permanent Housing: Housing with Services (PH-S)

Run this report. The link will take you to the specific guide on how to run and utilize the report.
- Canned Report: Data Quality Framework
  - Report Dates: 10/1/2023 - 9/30/2024
- BusinessObjects Reports:
  - Head of Household DQ Report
  - Income DQ Report (Optional: this provides detailed information on income errors that may help when using the canned Data Quality Framework)
- Use the information in the guides linked above to clean up the data to the greatest possible extent.
- Once you've confirmed that BusinessObjects is showing the projects as clean as you can get them, schedule a "final" version of the report in BusinessObjects.
- Once you've confirmed that the "final" versions of the reports are ready for review, contact the helpdesk and let us know. Your agency's system administrator will review the reports and let you know if any further action is needed on your end.

How should I submit the reports?

Run the report and clean up any data quality issues that are noted. Once you have a clean copy of the report, please:

Schedule the report and save it to your BusinessObjects inbox. Give it a name with the project name and the date run (e.g., LSA Client Served Report for ABC Shelter - 10132024)
Notify the helpdesk by sending an email to wyhmis@icalliances.org that includes the names of the reports in your BusinessObjects inbox. Your system administrator will view the report to verify your data and follow up if necessary.

Training Materials

Training slides can be found here.

Training Webinar Recording

Video password available from the helpdesk.

What if...?

If you get stuck, if something doesn't look right, or if you have any questions; you're always welcome to contact the helpdesk for assistance.