LSA Client Served Report

This report is intended for data cleanup in preparation for the annual Longitudinal System Analysis (LSA) federal report. This is also a great report to run regularly to check your data quality throughout the year.

The report reviews housing move-in dates for housing projects, and for all projects, household types, households with head of household errors, demographic data quality. This report only looks at continuum projects that are the following project types: Emergency Shelter - Entry/Exit; Emergency Shelter - Night-by-Night; Safe Haven; Transitional Housing; Rapid Rehousing; Permanent Supporting Housing.

Running the Report

Report Path

Folders

> Public Folder

> casperwy_live_folder

>Data Quality

> LSA Client Served Report

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Provider:	Select the provider for which you wish to run the report.
Select CoC Code:	This prompt is for use by ICA System Administrators only. Leave incomplete (blank).
Show Client Names?	This prompt is available to allow users to determine whether the report needs to show client names on the Detail tab. In general, this should be left "no" unless generating the report for the purpose of checking individual client information and names are necessary, in which case the prompt should be changed to "yes."
EDA Provider	Select the same project as in "Select Provider:" above.
Enter effective date:	This prompt will default to 10/1/2024 - one day after the end of FY2024. Leave as is.
FY End Date PLUS One Day:	This prompt will default to 10/1/2024 - one day after the end of FY2024. Leave as is.
FY Start Date:	This prompt will default to 10/1/2023 - the start of FY2024. Leave as is.
2 Years before FY Start Date:	This prompt will default to 10/1/2021 - 2 years before the start of FY2024. Leave as is.

Using the Report

This report has seven tabs, each serving a specific purpose.

Important! If the "Show client names?" prompt is set to "Yes," then the report cannot be emailed (even within agencies) unless encrypted because it contains directly identifying information, nor can it be shared outside of the agency. If the "Show client names?" prompt is set to "No," caution must still be exercised as the information in the report could be used to indirectly identify individual clients.

Summary

These instructions can also be found in the first tab, Summary, of the report. Note these instructions refer to tables that are present on the Summary tab of the report.

Clean-Up Needed

If any data clean-up is needed, make any appropriate changes to the data where accurate data is available. If there are missing elements which cannot be fixed, you will just need to leave them missing. Once you've completed the clean-up, you can then re-run the report using the instructions above following the next BusinessObjectsRebuild.

Note: If you're unsure about how to clean-up data, please contact the helpdesk for assistance. We'll be happy to help!

Step 1 (RRH/PSH/OPH ONLY): Review & Correct Housing Move In Dates

This table lists the number of clients that have invalid Housing Move In Dates, meaning that the move in date is missing, or outside of the project entry/exit dates. On the Current FY Client Detail tab, invalid Housing Move In Dates are flagged in red. If a client is being served by your project, but has not yet moved in, the housing move in date must be made blank upon entry. Review the housing move in dates on the Current FY Client Detail tab and make needed corrections in the client profile. Only clients who were not housed or have not yet been housed should have an invalid housing move in date.

Step 2 (ALL PROJECTS): Review Data on Clients in Current Fiscal Year

Review the number of persons in each household type in the table below. Ensure the household types below match those served by your project. For instance, there should not be any children showing for projects that do not serve unaccompanied children. Use the Family Type column of the Current Year Client Detail tab to identify clients in the incorrect household type, and make corrections in the client profile. Persons with unknown household types are missing their date of birth.
One and only one member of each household should be the designated Head of Household. Errors will arise if multiple household members are designated as Head of Household or if no household members are designated as Head of Household. Either of these will flag as an error in the Relationship to HoH column on the Current Year Client Detail tab, and you can also see all clients with HoH errors on the Current Year HoH Errors tab. Make corrections to clients' Relationship to Head of Household in Community Services.
All clients should have complete and accurate information. Review the following table for DQ Errors and use the Current FY Client Detail tab to find clients with issues. Make corrections in Community Services and re-run the report to check that everything has been corrected.
All clients should have a Client Location CoC that matches the CoC of the provider. Review the following table for CoC(s) that your clients are associated with.

Current FY Client Detail

This tab shows clients from the Current cohort: clients who had an active project enrollment in FY22. It is separated into sections by provider.

Column	Definition	DQ Flags and How to Correct Them
EE Group	If a client was served alone, this column will show their Entry ID. If the client was served with a household, this column will show their Entry Group ID.	N/A
Client Id	The client's Community Services ID	N/A
Client Name	If the 'Show Client Names?' prompt is set to 'Yes', this column will show the client name. If the 'Show Client Names?' prompt is set to 'No', this column will show 'Client Names Hidden' in grey. This is Personally Identifying Information - do not share this.	N/A
Entry Date	Client's date of enrollment into the project.	N/A
Exit Date	Client's exit date from the project, if they have exited.	N/A
Housing Move In Date	The client's Housing Move In Date (HMI) for housing projects. For non-housing projects, this column will show "n/a".	For housing projects Bold red text if HMI is null HMI is not between the entry and exit date HMI is the same date as the exit date for a PSH project (these clients do not count as housed Ensure the HMI is accurate for the enrollment.
Valid Housing Move in Date	Whether the Housing Move In Date (HMI) is valid or not, for housing projects. For non-housing projects, this column will show "n/a". Will show 'After FFY' if the HMI falls after the report period.	No Ensure the HMI is accurate for the enrollment.
Entry Exit Destination	The exit destination for the enrollment, if the client has exited.	Highlighted text if Don't Know/Refused Check data entry: add in exit destination Red text if missing and client has an exit date Check data entry: add in exit destination
Relationship to HoH	Relationship to Head of Household (taken from the Entry assessment, NOT the Households tab)	Highlighted text if there is either no head of household in the group or more than one individual marked as head of household in the group Check data entry: ensure one and only one head of household per group
Household Type	Household Type, determined by the ages of the clients in the household.	Highlighted text if Unaccompanied Child/Children Check program requirements: This is a warning since many programs are not able to serve unaccompanied children. If your project can serve Unaccompanied Children, this warning is fine. If your program is not allowed to serve unaccompanied children, check data entry so that unaccompanied children are properly enrolled in households with adults or that the clients' ages are correct.
Age	Age	Missing if null Add date of birth Highlighted text if; Client age is greater than 105 Date of Birth if greater than the Entry date Date of Birth is the same as the Entry date and the client is marked as head of household Check and update date of birth
Vet	Client's veteran status	Missing if null Add veteran status Highlighted text if Don't Know/Refused, or if the client is under 18 and marked a veteran Check data entry: add veteran status and ensure that minors are not marked veterans
Disability	The 'Does the client have a disabling condition' question.	Missing if null Add disability status Highlighted text if Don't Know/Refused Check data entry: add disability status
Gender	Gender.	N/A
Race	Race	Highlighted text if Don't Know/Refused/Data not collected/missing Check data entry: add disability status
Ethnicity	Ethnicity	Highlighted text if Don't Know/Refused/Data not collected/missing Check data entry: add disability status
Chronic DQ	For adults or heads of household, if the chronic homelessness questions are complete.	Error if data is incomplete Complete chronic homelessness questions
Serious Mental Illness	If the client has a Serious Mental Illness, as indicated in the Special Needs Assessment, as of project entry.	N/A
Substance Use Disorder	If the client has a Substance Use Disorder (either Alcohol Use Disorder, Drug Use Disorder, or Both Alcohol and Drug Use Disorder), as indicated in the Special Needs Assessment, as of project entry.	N/A
HIV/AIDS	If the client has HIV/AIDS, as indicated in the Special Needs Assessment, as of project entry.	N/A
DV DQ	For adults or heads of household, if the domestic violence questions in the special needs assessment is complete.	Error if data is incomplete Complete domestic violence questions
Enrolled October 31	If the client was enrolled in the project on the night of October 31.	N/A
Enrolled January 31	If the client was enrolled in the project on the night of January 31.	N/A
Enrolled April 30	If the client was enrolled in the project on the night of April 30.	N/A
Enrolled July 31	If the client was enrolled in the project on the night of July 31.	N/A

Current FY NBN Client Detail

This tab will only show if the report is run for a Night-by-Night Emergency Shelter project, or if the CoC the report is run for contains a NBN project.

This tab shows clients from the Current cohort: clients who had an active project enrollment in FY22 in a night-by-night emergency shelter. It is separated into sections by provider.

Column	Definition	DQ Flags and How to Correct Them
EE Group	If a client was served alone, this column will show their Entry ID. If the client was served with a household, this column will show their Entry Group ID.	N/A
Client Id	The client's Community Services ID	N/A
Entry Exit Provider	Entry Exit Provider	N/A
Entry Date	Client's date of enrollment into the project.	N/A
Exit Date	Client's exit date from the project, if they have exited.	N/A
Shelter Stay Start Date	Start of shelter stay	N/A
Shelter Stay End Date	End of shelter stay	N/A
Enrolled October 31	If the client was enrolled in the project on the night of October 31.	N/A
Enrolled January 31	If the client was enrolled in the project on the night of January 31.	N/A
Enrolled April 30	If the client was enrolled in the project on the night of April 30.	N/A
Enrolled July 31	If the client was enrolled in the project on the night of July 31.	N/A

Current FY HoH Errors

This tab is filtered to show only the clients from the Current cohort (active enrollment in FY22) who had a head of household error.

Column	Definition	DQ Flags and How to Correct Them
EE Group	If a client was served alone, this column will show their Entry ID. If the client was served with a household, this column will show their Entry Group ID.	N/A
Client Id	The client's Community Services ID	N/A
Entry Exit Provider	Entry Exit Provider	N/A
Entry Date	Client's date of enrollment into the project.	N/A
Relationship to HoH	Relationship to Head of Household (taken from the Entry assessment, NOT the Households tab)	N/A
HoH Error	If there is an relationship to head of household error in the entry group.	No HoH: no client in the group is marked as the head of household Check data entry: mark one person in group as head of household Multi HoH: more than one client in the group is marked as the head of household Check data entry: mark only one person in group as head of household
Age	Age	N/A

Additional Information

This tab contains information about the report that can be utilized by ICA staff to determine whether the report was run properly by the user. If you seek assistance with this report from the ICA Wyoming Helpdesk, please be prepared to read/send information off of this tab to the individual who assists you.

Need Assistance?

If you need assistance running the report, understanding the information in the report, or troubleshooting potential errors, please reach out to the ICA Wyoming Helpdesk. Include the name and date of the BusinessObjects report as it appears in your BI Inbox in your request for assistance. Do not attach the report to any emails going to the helpdesk as the report contains personally identifying information and cannot be transmitted unless encrypted.