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4.10. County Data Reports

Executive Summary: In early 2016, the Balance of State CoC began collecting "County Where Served" on all adults. Later that same year, we began also collecting "County of Prior Residence". The idea to add these data elements to our assessments came from the Balance of State HMIS Advisory Committee who indicated that they need to know this kind of information for local planning purposes. These two reports were written to answer questions of movement between counties and a county level count of clients served, by Provider or Project Type.

Purpose: The County Data by Project Type report's purpose is to show movement between counties at the Project Type level and to show counts of adults, children, and households by county. The County Data by Provider report's purpose is to show movement between counties within a provider and to show total clients served in each county at the Provider level. The reports can also be filtered to only look at Veterans.

Audience
: This report is intended for two main types of consumers:

  1. Local and regional planning groups, including Executive Directors, Homeless Planning Regions, Coordinated Entry committees, government officials, etc.
  2. Grant applicants looking for information about what counties they are serving their clients in.

Frequency: As needed.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and work flow requirements: All workflows include the data elements necessary for this report to run correctly. The following fields are used in calculating the analyses in these reports:

  1. Date of Birth
  2. Relationship to Head of Household
  3. Entry and Exit Dates
  4. Veteran Status
  5. County Where Served
  6. County of Residence Prior

Instructions:

  1. For basic instructions on how to use ART to run a report, click here.
  2. The reports are located in the Public > Balance of State > As Needed and Custom Reports folder. They're called "County Data by Project Type" and "County Data by Provider".
  3. If you are interested in finding data to help with an application for funding or you would just like to see county data at the Provider level, you should run the "County Data by Provider" report. If you are interested in seeing county data on clients served by different kinds of projects (like Shelter, Transitional Housing, Safe Haven, Permanent Supportive Housing, Prevention, or Rapid Rehousing), you should run the "County Data by Project Type" report. If you are wanting to only look at "Literally Homeless" clients by HUD's definition, you should run that one on three Project Types: Emergency Shelters, Safe Haven, and Outreach.

  4. The prompts are similar to most ART reports, and self-explanatory, but the prompt to be aware of here is the optional Vets Only prompt. If you leave it unanswered, the report will include all clients regardless of their Veteran Status, and if you select Yes, the report will return Veterans only.
  5. It is recommended that you only run this report back to October of 2016 since that is when we first started collecting County of Residence Prior.
  6. Click Run Query once all the prompts are selected appropriately.


The County Data by Provider Report:

County Movement tab Grouped by provider, this tab shows data only for those households that came from a different county than the one they were served in. The data is ordered by the highest number of households with the same combination of Counties. Please note that "Missing" County data may exist because the data element wasn't required at that time. It is fine to go back and answer those fields if it would help your local planning groups to have a more accurate picture of where people are coming from and going to. It is also the case that this data will get better as time goes on and as clients exit and new clients enter.


Clients Served in County tab Grouped by provider, this tab shows how many Adults, Children, and Households were served in each county.


HHs by From County Grouped by County of Residence Prior, this tab gives a visual representation of which counties clients are coming from, and what providers they are winding up being served in.


HH by Served In County— Grouped by Provider, this tab gives a visual representation of which counties the clients served at that provider are coming from.


County Detail  Grouped by Provider, this tab shows Client IDs counted in this report.


Additional Information Just shows what prompts were selected when running the report.



The County Data by Project Type Report:

This report only pulls in households and individuals who were served in one of the Project Types you selected in the prompts. If you only want to see clients who would be considered "literally homeless" by HUD, you would choose Emergency Shelter, Safe Haven, and Street Outreach. If you are only interested in seeing movement between counties or counts of households for Shelters, then you would only choose Emergency Shelter. The Project Types will not be grouped anywhere in the report; all numbers will be aggregated.

County Movement tab— This tab shows data only for those households that came from a different county than the one they were served in. The data is ordered by the highest number of households with the same combination of Counties. Please note that "Missing" County data may exist because the data element wasn't required at that time. It is fine to go back and answer those fields if it would help your local planning groups to have a more accurate picture of where people are coming from and going to. It is also the case that this data will get better as time goes on and as clients exit and new clients enter.


Clients Served in County tab— This tab shows how many Adults, Children, and Households were served in whichever project type(s) were selected in the prompts in each county.


HHs by From County— Grouped by County of Residence Prior, this tab gives a visual representation of which counties clients are coming from, and what counties they are winding up being served in.


HH by Served In County— Grouped by County Served, this tab gives a visual representation of which counties the clients served in a given county are coming from.


County Detail— Grouped by Provider, this tab shows Client IDs counted in this report. If there is a red Missing, it means the data element was in place prior to that client's Entry and should have been entered. Blank cells are also missing, and it would be best if that data were updated, but it was not technically required at the time that client entered. Please use the Data Quality All Workflows report to track down missing Relationship to Head of Household and County data.

Additional Information— Just shows what prompts were selected when running the report.


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