Background

APR and ESG CAPER repository uploads must be in a CSV.zip file format for submission to the Sage HMIS Reporting Repository. APR and CAPER reports are run within the HMIS and downloaded as CSV files. This guide will show you the steps to follow in HMIS, as well as what parameters to enter to retrieve the appropriate CSV.

Checking APR or CAPER Data Quality

To confirm data quality before generating a CSV file, run the [HUDX-228] ESG CAPER [FY 2023] or [HUDX-227] Annual Performance Report [FY 2023] as instructed below with a Report Output Format of PDF or Web Page. Web Page output types allow you to click on data quality errors. Then, select the Drilldown Output Format which will generate either a CSV containing exactly which enrollments contain the error or a Webpage to complete data corrections interactively.

Accessing the APR and ESG Reports

Step 1: Click on the Launch icon, and select the Reports icon.

Step 2: Once on the Reports main page, click the down arrow next to the HUD Reports to expand the section.

Step 3: Click the Run button next to the reports:

[HUDX-227] Annual Performance Report [FY 2023] OR
[HUDX-228] ESG CAPER [FY 2023]

Report Parameters

Enter the following parameters, and click Ok. The following parameters apply to both APR and ESG CAPER requests:

Parameter	Value
Switch Access Agency(ies)	If you have access rights to more than one agency, you will see this option. Choose the agency on which you will be reporting.
Choose a CoC filter category	"Agency COC"
CoC	"CA-602"
Choose Program Type(s)	All program type(s) funded by the contract you are preparing a report for, usually “Active”
Choose Program Status	All program type code(s) funded by the contract you are preparing a report for
Choose Program(s)	All program(s) funded by the contract you are preparing a report for
Apply Client Location filter	"No"
Legacy Feature: Service Based Funding Source	"Not Based on Funding Source"
Enter the starting report date	The date you would like the reporting period to start
Enter the ending report date	The date you would like the reporting period to end
Select Report Output Format	CSV-Upload for uploading in Sage PDF or Web Page for completing data quality corrections
Drilldown Output Format	CSV to review data in a spreadsheet or Web Page to correct immediately

The file will be sent to the Report Queue. Once the report is processed, you send a notification that the report is ready.

To open the report, either select Open on the popup or click the Queue icon and then click Download to open your report.

APR Note:

Sage Validation Error - Q16 & Q18 not validating with Q5

Occasionally a Validation Error may occur during the Sage upload.

The likely cause of this problem is a household that does not have a head of household defined ([Relationship to Head of Household] = Self) in the program enrollment. Please see the Program Household section of this article for instructions on editing the Program Household.

Q22e Common Errors

Sometimes children of Head of Households will appear as having Data not collected, even though their HoH has it record. This is because children who are entered after the HoH will be counted as Data not collected, because the data was initially not collected for them. Children who are entered with the HoH will be counted where the HoH is being counted, however. If this error occurs please add a note explaining that the children were added after their HoH and therefore those records were not counted even though their HoH has an Approximate Homelessness Date Started record collected.
Another reason children of Head of Households will appear as having Data not collected, even though their HoH has this recorded, is because the HoH's Approximate Homelessness Date Started was before the child's Date of Birth.