ESG - CAPER (Consolidated Annual Performance and Evaluation Report)

This article assists HMIS users in running, reviewing, saving/exporting, and printing the ESG-CAPER (the Consolidated Annual Performance and Evaluation Report designed for the Emergency Solutions Grant federal funding source.)

Updated: January 2023

 

Before Running the Run the Report

Determine which projects should be included in your report.

  • If running for 1 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.
  •  

 

Running the Report

  1. Select Reports on the left hand menu to open the report dashboard.
  2. Under Provider Report, click on FY2023 ESG CAPER 
  3. Complete the report prompts.
    • 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*
  4. Click Build Report
  5. 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" 

CAPER_APR_Prompts.jpg

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., women served in a men-only shelter,  a household with children type served in a single adult shelter, or an 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.
  • 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.

 

Saving or Exporting the Report

  1. Scroll up to the Report Options section at the top of the page and click Download.
  2. Save the .zip file to your computer.
    • If downloading the report to send to a funder, the following naming convention is suggested: HUD - CAPER - Agency/Project Name - Project Type - Date    (example: HUD - CAPER - ABC Street Outreach - SO - 12.25.2021)
    • The .zip file contains 39 .csv files, one for each table in the CAPER. Do not change any of the data in these files or the names of these files or the CAPER may not be accepted by Sage.
  • 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 CAPER from HMIS

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

  1. 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

  1. Go to www.sagehmis.info.
  2. 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.
  3. Select CSV-CAPER 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. 
  4. Complete the reCAPTCHA by clicking the check box that says I'm not a robot. If prompted, complete any verifications required. 
  5. Click Upload and Test
    1. If Sage was unable to validate your CAPER, 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 CAPER, you will receive a message confirming the upload has passed all validations. 

 

Creating a Printable CAPER from Sage

These steps can only be completed if Sage was able to validate your CAPER.

  1. Scroll down to the bottom of the screen and click Create Report. 
  2. 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. 
  3. Print the document following the standard practice on your computer (varies by 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. 

Testing a CAPER without logging into Sage does not attach the CSV-CAPER file to the annual CAPER 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

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

Please see additional HUD resources for Sage below:

  • Sage ESG-CAPER Guidebook: The Guidebook provides information about HUD’s ESG CAPER reporting requirements for recipients (like State DHHS or City gov) and subrecipients (individual agencies), and also instructs ESG subrecipients on uploading their ESG CAPER CSV directly into Sage.
  • Sage Guidance for ESG subrecipients Webinar: HUD training to review: How to upload the ESG CAPER report via Comma Separated Value (CSV) into Sage, Data flow from HMIS to Sage, Common data errors and how to resolve them, Coordination with recipients

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 ESG-CAPER

Slides: How to Run and Read the ESG-CAPER

Katie Wiseman -
Have more questions? Submit a request

Comments

Powered by Zendesk