This article explains what Annual Assessments are, when and for whom they should be entered in HMIS, how to enter an Annual Assessment, and what BusinessObjects report can be used to determine which clients are coming due for an annual assessment.
What is an Annual Assessment?
When a client has been enrolled in a project for over 365 days, an assessment must be completed and entered into HMIS to capture any changes to the client's income, disabling conditions, health insurance, and non-cash benefits. This assessment must be completed even if there are no changes and must be completed within 30 calendar days before or after the head of household's anniversary of the project start date.
When should the Annual Assessment be entered in HMIS?
The annual assessment data elements must be entered with an Information Date of no more than 30 calendar days before or after the anniversary of the head of household’s Project Start Date, regardless of the date of the most recent ‘update’.
There should be one and only one Annual Assessment associated with any given client and Enrollment ID within the 60-day period surrounding the anniversary of the head of household’s Project Start Date.
Who needs an Annual Assessment?
Annual assessments are based solely on the head of household's anniversary date. The annual assessment must include updating both the head of household's record and any other family member's at the same time.
How to Enter an Annual Assessment
- Set Enter Data As Mode
- Search for client by name or HMIS ID. Use the Head of Household's profile.
- Set Back Date Mode if needed
- Click on the Entry/Exit tab
- Click the Notebook Icon to the right of the project entry with the anniversary and Add Interim Review
- Use Interim Review Type: Annual Assessment. If the client is part of a household, make sure the entire household is checked at the top.
7. Make any necessary updates in the assessment, and Save and Exit
Available Reporting Tools
BusinessObjects Report: A007 Annual Review Audit Report V5
The report titled "A007 Annual Review Audit Report V5" can be used to see which clients are in the 60 day window to have an annual assessment completed, which clients are approaching the 60 day window, and which are past due for the assessment.
The report is located in BusinessObjects, and therefore must be run by a user with an ART/BusinessObjects license. The report is located in the HMIS@NCCEH Gallery.
Report Prompts
1. EDA Provider: Leave as Default
2. Provider Group: Can select a provider group, or can leave as "None Selected" if you want to run by provider instead of a provider group
3. Provider(s): Optional. Can select specific provider(s) HMIS ID if not using a reporting group
4. Enter value(s) for Entry Exit Provider Program Type Code: make sure everything is selected
How to Read the Report
Use the report tabs to find the status of individual clients as of the date the report is run.
CoC APR or ESG CAPER
The canned Provider Reports CoC APR and ESG CAPER show when clients have errors related to annual assessments, and can be used to check if clients are missing an annual assessment. Clients would pull in as errors if the 60-day window to complete an annual assessment has passed and nothing was entered. In this case, an annual assessment can be added in back-date mode to a date that was within 30 days before or after the anniversary date of the project entry for the head of household.
In both the CoC APR and the ESG CAPER, 6c has "Income and Sources at Annual Assessment". Clients appearing in the error count here have a past due annual assessment.
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