Milwaukee Shelter Report

MKE Shelter Report Guide

Find this report by navigating to Data Analysis - Dashgreatlakes Clarity System Reports > Milwaukee CoC > 2022 MKE Shelter Report v.1.1

Running the report

Reporting Period Filter

•         This is where the date range is input
•         Important note - When running reports in the Looker interface (any reports in the Data Analysis reporting section in Clarity HMIS) you must set the end of the reporting period to include the day AFTER the final day you wish to use.
•         You must include the day AFTER your final day in order for the data to be correct. For example:
• o   Running a report from January 1^st, 2023 to June 30^th, 2023, you must use:
  •  2023/01/01 until 2023/07/01
• o   Running at report from July 1^st, 2023 to December 31^st, 2023, you must use:
  • 2023/07/01 until 2024/01/01

Program Name

Please choose your program name from the list. Typing a few letters will help narrow down the list of programs to make it easier to find.

Understanding the Report

HoH Entering During Reporting Period

•         This is the number of Heads of Housesholds (HoHs) that entered during the reporting period
•         This number is clickable and will bring up the list of clients fitting the criteria.

HoH Exits During Reporting Period

•         This is the number of HoHs that exited during the reporting period
•         This number is clickable and will bring up the list of clients fitting the criteria.
• 

Number of MKE City-County CoC Assessments for HoH Enrollments (1 is correct)

•         This chart will show clients that are HoHs that entered during the reporting period and should have a MKE City-County CoC Assessment done
•         Client Assessments having a value of 0 are missing and should be completed. This chart is a way to help improve data quality.
• 

ISP at Entry Table

•         This will show those that either had an ISP at entry (found in the MKE City-County CoC Assessment) or were excluded due to having a stay less than 7 days or being at the end of the reporting period.

•         These numbers are clickable and will bring up the list of clients fitting the criteria.
• 

Exit Interview Table

•         These fields are populated according to the responses in MKE City-County CoC Assessment, in this example “client refused” was selected.
•         These numbers are clickable and will bring up the list of clients fitting the criteria.
• 

Homeless History Tracking Forms (HHTFs) information

Total HHTFs (In reporting period)

•         This number is generated by the number of people who entered during the reporting period who have a MKE City-County CoC Assessment done under the specified program enrollment.
•         In this case, there are 21 assessments for those that entered

Total Missing HHTFs (in reporting period, >=7)

•         These are the ones missing assessments, and will be the same as the chart referenced above (Number of MKE City-County CoC Assessments for HoH Enrollments (1 is correct)

Total Excluded (outside of reporting period)

•         These are excluded from needing an assessment because they meet one of the following:
• o   Their enrollment date was BEFORE the reporting period
• o   Their enrollment date was AFTER the reporting period

HHTF = Yes (In reporting period)

•         These are part of the (21) Total HHTFs (In Reporting Period) that answered “Yes” to the HHTF question within the MKE City-County CoC Assessment

HHTF = No (In reporting period)

•         These are part of the (21) Total HHTFs (In Reporting Period) that answered “No” to the HHTF question within the MKE City-County CoC Assessment

Total Excluded (<7 Days)

•         These are the number of clients that are excluded from the required HHTF within the MKE City-County CoC Assessment due to their stays being less than 7 days.

Notes about numbers

•         In this example, we have 60 people entering the program during the time frame. 60 MKE City-County CoC Assessments should therefore be completed, (along with 60 HHTFs, etc.)
• o   21 were completed
• o   35 are missing
• o   4 are excluded
• o   21+35+4 = 60
•         Adding numbers like this can be useful for troubleshooting data and finding where data quality could improve.

HHTFs for All Clients Served within Reporting Period

This chart will show all the data used to generate the above numbers by counting the number of assessments of anyone with enrollments during the time period. Duplicated assessments will be highlighted in yellow, these are data errors that should be fixed, as there should be only 1 assessment within each program enrollment. Missing assessments will be highlighted in black, these also should be fixed if possible.

•         In this example, there are 105 people that have some sort of activity within the reporting period (they either were already enrolled or entered the program during the reporting period.)
•         60 people entered
•         34 people were already enrolled
•         There are 22 assessments that are duplicated, so we should only be counting 11 (as one of the duplicates should be deleted).
•         60 + 34 + 11 = 105

Total HoH Enrollments (Enrolled > 90 Days)

This chart will list all HoHs that have stays longer than 90 days regardless of if they entered during the reporting period or not.

Downloading as PDF

These are the best parameters to use to ensure good visibility of all the data:

Downloading as CSV

This can be very useful to access the raw data used to make all the calculations.