Successful Exits/Retention by Project Report

The Successful Exits/Retention Report is built based upon HUD's System Performance Measure 7: Successful Placement from Street Outreach and Successful Placement in or Retention of Permanent Housing. The calculations are programmed to align with the specifications provided by HUD for this measure.

Running the Report

Report Path

Folders

> Public Folder

> casperwy_live_folder

> Outcome Reports

> Successful Exits/Retention by Project

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Federal Partner(s):	This prompt is for use by ICA System Administrators only. Leave the prompt blank unless otherwise instructed by an ICA team member.
Select Project(s):	Select the project(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Reporting Group" prompt must be left to "none selected" or left incomplete (blank).
Select Reporting Group:	Select the reporting group for which you wish to run the report. Note: If this prompt is completed, the "Select Project(s):" prompt must be left incomplete (blank).
Select CoC Code:	This prompt is for use by ICA System Administrators only. Leave set to "none selected."
Select Program Type(s):	This prompt is for use by ICA System Administrators only. Leave the prompt blank unless otherwise instructed by an ICA team member.
Join split projects?	This prompt is available to allow users to determine whether grants/programs that were split into multiple projects (e.g., site-based and tenant-based, divided by CoC or region) should be grouped together within the report or reported as separate projects. In general, this should be left "no" unless generating the report for a purpose which requires a grant be reported as a single set of numbers instead of multiple numbers, in which case the prompt should be changed to "yes."
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."
Enter Start Date:	Enter the start date for the reporting period in M/d/yyyy format. For example, if you're running a report for 7/1/2021-6/30/2022, the date entered in this box would be 7/1/2021.
Enter End Date PLUS 1 Day:	Enter the date after the last date of the reporting period in M/d/yyyy format. For example, if you're running a report for 7/1/2021-6/30/2022, the date entered in this box would be 7/1/2022.
Enter effective date	Enter the date after the last date of the reporting period in M/d/yyyy format. For example, if you're running a report for 7/1/2021-6/30/2022, the date entered in this box would be 7/1/2022.
EDA Provider	If only one project is selected in "Select Project(s):" above, select the same project here. If more than one project is selected in "Select Project(s):" or a reporting group has been selected in "Select Reporting Group:", then select one of the projects within the selected projects or reporting group.

Using the Report

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

Important! Because the report contains identifying information (names), the report cannot be emailed (even within agencies) unless encrypted, nor can it be shared outside of the agency.

Summary

This tab shows the names of all the projects included in the report, along with the number and percent of exits that were deemed successful, and for permanent supportive housing, the number of exits and retentions that were deemed successful.

BIPOC Breakdown

This tab shows the names of all the projects included in the report, along with the number and percent of exits that were deemed successful; and for permanent supportive housing, the number of exits that were deemed successful or retained; broken down based on whether the individual client is or is not BIPOC (Black, Indigenous, or other Persons Of Color) based on the race and ethnicity information provided by the client.

Client Detail

This tab has a row for each individual and shows their destination (if they have exited). Each of the exit types is defined below.

Exit Type	Definition
Successful	A positive/successful exit destination where the client/household has exited to a place where they are expected to be able to live indefinitely.
Negative	A negative exit destination where the client/household has exited to either an unknown location or to a place where they are expected to be able to live only temporarily.
Excluded	Clients who are excluded from the rate of success entirely because they went to specific destinations, including deceased clients and those who went into foster care, plus those who went to some institutional situations, such as a hospital or long-term care facility.
Retained	PSH Only: Clients who remained in the project on the last day of the reporting period and are considered successful.
-	Non-PSH: This indicates the client has not exited and is excluded from the counts on the report.

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 Missouri Helpdesk, please be prepared to read/send information off of this tab to the individual who assists you.

Frequently Asked Questions

How did ICA develop this report?

ICA started with the original report developed by WellSky (the vendor) and then modified it to meet the needs of the CoC. The report looks at outcomes based upon project type:

Street Outreach

Who is counted? All clients who exit street outreach during the report period.

What is a positive outcome? Exits to any temporary destinations, some institutional destinations, and any permanent destinations.

Emergency Shelter, Safe Havens, Transitional Housing, Rapid Rehousing & Other Permanent Housing

Who is counted? All clients who exited emergency shelter, safe havens, transitional housing, or rapid rehousing programs within the report period, as well as clients who exited other permanent housing without moving into project-provided housing.

What is a positive outcome? Exits to permanent destinations.

Other Permanent Housing (includes Permanent Supportive Housing, Permanent Housing Only, and Permanent Housing with Services)

Who is counted? All clients who exited other permanent housing who had been housed by the project, plus any clients who remained in the project as of the end of the report period.

What is a positive outcome? Clients who exited to permanent destinations, plus all clients who remained in the program at the end of the report period.

Note: ICA adapted the System Performance Measure #7 report provided by WellSky. Instead of showing each of the above as separate categories, the ICA report provides only the percentage that applies to the specific project type, broken out for each project included in the report.

Are any clients excluded from the report?

Yes, a handful of clients are excluded based upon their destination. The project type, plus the excluded destinations, are listed below.

Emergency Shelter

Hospital or other residential non-psychiatric medical facility
Residential project or halfway house with no homeless criteria
Deceased

All Other Project Types

Foster care home or foster care group home
Hospital or other residential non-psychiatric medical facility
Long-term care facility or nursing home
Deceased

How are unknown destinations handled?

Unknown destinations, which are listed below, are considered negative outcomes regardless of project type.

Client doesn't know
Client refused
Data not collected
No exit interview completed
Other

Will the Successful Exits/Retention report match my CoC-APR or ESG-CAPER?

The numbers will usually be identical, but may be slightly different in one specific circumstance. The Successful Exits/Retention report will include only the most recent exit in the event clients exit from multiple projects within the report period.

Can I see HUD's programming specifications myself?

Absolutely. They're available on the HUD Exchange: CoC System Performance Measures Programming Specs

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.