CoC - APR (Annual Performance Report) – HMIS@NCCEH ZenGuide

This article assists HMIS users in running, reviewing, saving/exporting, and printing the CoC-APR (Annual Performance Report designed for Continuum of Care funded projects). But, all projects can run this report.

Note: This report is separate from the CE APR required for submission by CE project types.

Updated: January 2023

Before Running the Run the Report

Determine which projects should be included in your report.

If running for one project, select Enter Data As mode before going to the Reports menu.
If running for multiple projects, do no use Enter Data As mode. Write to Helpdesk if you need a Reporting Group created for multiple projects.

Determine which date range to include in your report:

Between a given date range, the CoC APR will pull only the most recent enrollment information in that date range.
Changes saved in HMIS are reflected immediately in reports (unlike Business Objects).
From this example, a CoC-APR report date range of 01/10/2025 - 02/05/2025, the enrollment on 01/29/2025 will appear, and the client will be included in question 5a, Number of Stayers.
A CoC-APR report date range of 01/10/2025 - 01/28/2025 would include this client in question 5a, Number of Leavers.

Running the Report

Select Reports on the left hand menu to open the report dashboard.
Under Provider Report, click on FY20xx CoC-APR
Complete the report prompts.
- Type in a name that will remind you what project & purpose is for this report
- Leave Provider Type set to Provider
- Select the appropriate provider from the dropdown menu next to Provider*
  - If EDA is set to a specific project, this field will automatically display the project for which EDA was selected.
- Under the dropdown menu, click This provider ONLY
- Next to Program Date Range*, enter the first and last day of the reporting period. Do not add one day to the end of the reporting period.
- Select the appropriate Entry/Exit Types*
Click Build Report
Refer to "Report Run History" section at the top of the screen for completed report.
- Click Refresh to monitor the status of report.
- Click Magnifying Glass to open report once Report Status column shows "Complete"

Reviewing the Report

Review each table of the report for completeness and accuracy. Each of the blue numbers in the report can be clicked on to show the list of clients in the category. Make sure to pay special attention to the following tables and items:

Table 4a - Project Identifiers in HMIS: Confirm your agency name, project name, HMIS project type, CoC Code, and Victim Service provider status are all accurate.
Table 4a: Confirm the total active clients and total active households appears accurate
Table 5a - Report Validations Table: Confirm the total numbers appear accurate for your project.
- For Street Outreach project types only: Count of Clients for DQ column may appear with different counts that the Count of Clients column. The totals appearing in the latter are the total clients with an entry/exit into the project during the reporting period, while the former are the total clients with an entry/exit PLUS a recorded Date of Engagement.
Table 5a - Report Validations Table: Confirm or correct row 15 Number of Child and Unknown-Age Heads of Households.
Table 6a, 6b, 6c, 6d and 6f - Data Quality: Check clients with missing information, data issues, or don't know/refused.
Clients who are not in the population served by the program showing up on the report (e.g., a household with children type served in a housing project that only serves single adults, or a single adult veteran only program with few veterans than total population) and any individuals in unknown household types.
Clients with Data Not Collected, Client Doesn't Know or Client Refused in any question of the report. Clients may refuse to answer a question, or may not know the answer to a question, but make sure that any fields listed as Client Doesn't Know or Client Refused are few.
For Permanent Housing projects, check 7a to confirm the total clients moved into housing with Housing Move-In Dates recorded.
Make sure point-in-time counts in tables 7b and 8b do not exceed the program's capacity.

Make any appropriate changes in the client record and rerun the report to confirm that the data has been corrected. This report is "live" and does not require an overnight refresh.

Exporting the Report

Scroll up to the Report Options section at the top of the page and click Download.
Save the .zip file to your computer.
If you would like a PDF version, you can Print to PDF at this time. If you have difficulties printing, you will need to contact your own internal technical support.

SPECIAL NOTE FOR USERS WITH APPLE (MAC) COMPUTERS: you cannot use the Safari web browser to download the official .csv zipfile!

Creating a Printable APR from HMIS

Exported data is difficult to read. To save a printable version to save or share the APR results, follow these steps after reviewing the data.

Print the document using the printer icon at the top or the keyboard shortcut CRTL + P (the shortcut may vary by computer).
- If you would like a PDF version, you can save to PDF at this time. If you have difficulties printing, you will need to contact your agency's internal technical support.

Testing the Report to Sage

Go to www.sagehmis.info
On the right-hand side of the page, under the header "Test your report output", click Upload the CSV output from an APR, CAPER/ESG-CV, or YHDP Supplemental Reporting Tool to check and view the results.
Select CSV-APR FY2023 from the dropdown menu. Click on the Browse (or Choose File) button to select the .zip file from your computer that you downloaded in the Save/Export the Report section.
Complete the reCAPTCHA by clicking the check box that says I'm not a robot. If prompted, complete any verifications required.
Click Upload and Test
1. If Sage was unable to validate your APR, an error message will appear in red text. Make applicable corrections, or contact the Data Center if you need assistance.
2. If Sage was able to validate your APR, you will receive a message confirming the upload has passed all validations.

Creating a Printable APR from Sage

These steps can only be completed if Sage was able to validate your APR or to share results with team members.

Scroll down to the bottom of the prompts and click Create Report.
Sage will take a at least a few seconds, if not a minute or two, to generate the report. When it is finished, click on VIEW THIS REPORT to open the report in a printable format.
Print the document following the standard practice on your computer (varies by computer but try the keyboard shortcut CRTL + P).
- If you would like a PDF version, you can save to PDF at this time. If you have difficulties printing, you will need to contact your agency's internal technical support.

Testing a APR without logging into Sage does not attach the CSV-APR file to the annual APR submission or send the report to HUD. The process above is designed to solely enable the user to test the report and make a printer-friendly version.

Submitting an Official Report through Sage

Go to www.sagehmis.info.
Log-in using your Sage username and password.
Upload the CSV-APR (.csv file) to Sage to review, resolve, and submit (with CoC approval)

Please see additional HUD resources for Sage below:

Sage CoC APR Guidebook: a guidebook for HUD’s CoC APR reporting requirements
Create an Account in Sage Video: HUD released “how-to” video demonstrating how users can set up accounts in Sage.
Overview of the Sage HMIS Repository Webinar: HUD recording which reviews the process of setting up an account in Sage and provided guidance on HUD’s expectations for the transition from e-snaps to Sage.
Ask A Question (AAQ) Portal: If the Primary Contact information submitted to HUD via e-snaps is out of date, Grantees need to notify HUD immediately via the AAQ and also update the Applicant Profile in e-snaps.

SPECIAL NOTE FOR USERS WITH APPLE (MAC) COMPUTERS: you cannot use the Safari web browser to download the official .csv zipfile!

ARE YOU LOOKING FOR MORE RESOURCES? BELOW ARE SOME SUGGESTED RELATED ARTICLES AND VIDEOS!

Video: How to Run and Read the CoC-APR

Slides: How to Run and Read the CoC-APR

In Depth Training: February 2024 Monthly Training Slides and Recording (2/21)

CoC - APR (Annual Performance Report)