306 Hennepin Shelter Hotline Summary Report

Date Created: 12/06/2023 | Date Updated: 12/18/2023

Purpose: What is this report used for?

The  HCC-99-SAG-306 - Hennepin Shelter Hotline Summary report provides information about individuals who are enrolled in Diversion through Hennepin Shelter Hotline (HSH) HMIS project or who are referred by HSH for shelter in Hennepin County. Information on outcomes of these individuals as well as services provided is available in the report.

Audience: Who should run this report?

This report is intended for use by Hennepin County planners and evaluators, Hennepin Shelter Hotline staff and managers, and Shelter Entry Operators (Adult Shelter Connect and Hennepin Shelter Team) in Hennepin County.

Note: A user's account settings and other visibility settings can affect what data the user will see when running a BusinessObjects report. For more information, please refer to the article Visibility Settings and Their Impact on BusinessObjects Reports.

Location: Where can I find this report?

In the BusinessObjects (BO) reporting tool, open these folders in order:

Public Folders => minnesota_live_folder => SSA Report Gallery => 5. Agency - Level => Hennepin County

Prompts: How do I run this report?

For each individual report run, the following report prompts are required. The report is hard coded to run only for the Diversion Provider (5084) in Hennepin CoC.

Enter start date: This is the beginning of the report period. The report will pull all entries to the diversion provider within the report period.
Enter end date: This is the end of the report period. The report will pull all entries to the diversion provider within the report period.
Enter effective date: Enter the same date as the end date

In-Depth: What questions can this report answer?

The focus of this report is identifying individuals who have had an entry/exit to Diversion. The report includes client-level details and will eventually be updated with summary counts.

Client Detail Tab: On this tab, all persons with an entry to Diversion during the report period are shown. The most recent entry to diversion is shown for each client. All members of the household are shown in the detail lines. The number of entries to diversion are counted based on entry exits per client id.
- How many (and which)HHs have gone through Diversion?
  - Single, Youth, or Family HHs identified.
- Which clients are missing certain key pieces of required data?
- Demographics of all clients in all HH’s served
  - Including chronic homeless, DV, Vet, and MN Homeless status
- What are the causes of housing crisis for HHs seeking shelter?
- What was the previous living situation of HH’s seeking shelter?
- Outcomes of Diversion for all HHs served
- Information about HH’s receiving Tier two services:
  - How many?
  - How long did they receive services?
  - What was the outcome?

Services Detail Tab: All services recorded within 90 days of the entry to Diversion are listed. The entry to Diversion must occur during the report period. Only services for the head of household (HoH) are reported in the detail lines. A client may have multiple services on multiple entry dates.
- How many (and which) HH’s received financial services as part of their Diversion
  - Single, Youth, or Family HHs identified, including HH size.
- Type and cost of services provided
- Demographics of all clients in all HH’s served
  - Including chronic homeless, DV, Vet, and MN Homeless status
- Whether the service was provided at the time of initial diversion or was provided after during Tier 2 services
- What are the causes of housing crisis for HHs receiving financial services?
- What was the previous living situation for HHs receiving financial services?
- What is the housing outcome at diversion exit for clients receiving financial services?

Referral Detail Tab: This tab lists all service referrals for Emergency Shelter that are created on the entry date to Diversion. The entry to Diversion must occur during the report period. Only service referrals for the head of household (HoH) are reported in the detail lines. A client may have multiple referrals on multiple entry dates.
- How many (and which) HH’s received a referral to shelter from Diversion
  - Single, Youth, or Family HHs identified
- How many (and which)HHs were referred to single or family shelter
- Whether the referral to shelter was at initial date of diversion or during a Tier 2 service
- Whether or not the HH completed their referral to shelter
- Demographics of all clients in all HH’s served
  - Including chronic homeless, DV, Vet, and MN Homeless shelter
- What are the causes of housing crisis for HHs referred to shelter?
- What was the previous living situation for HHs referred to shelter?

In-Depth: By Name List Columns and Calculations

The table below lists every column in the report together with details about how it is pulled from Business Objects. Certain column values, such as a client's most recent Entry/Exit provider, are pulled "live" and will always reflect the most recently recorded information. Users are directed to set the Effective Date prompt to match the report's run date to ensure that the most recent assessment values are also pulled into the report.

Important: Connections between data sources used in this report are made via the Client ID field. This means that if a client has duplicate client IDs pulling into the report, and both records are visible to the person running the report, their information can inflate summary counts. For example: if a client has two Client ID records, and on both records the client is indicated as a veteran, they will count twice on the Summary tab. Identifying and merging duplicate records will reduce inflation of summary counts.

Column Name	Calculation Details	Notes
Number of Families in Diversion		This is a count of Client Unique Ids where the individual is the HoH and has an entry to Diversion in the Report Period.
Number of Families receiving services		This is a count of Client Unique Ids where the individual is the HoH and has a service within 90 days of an entry to Diversion.
Client Unique ID	=[Client Unique Id]
Group Id	=[Group Id Adj]	ID used to identify clients enrolled together in a particular Entry/Exit
EE Id	=[Entry Exit Uid]	ID used to identify an individual Entry/Exit episode
Fam Type	=[Fam Type YACM]	s = Single, C = Child age between 0 and 17, Y = Youth age between 18 and 24, A = Adult age greater than 24, M = Missing
HH ID	=[Entry Exit Household Id]	ID used to identify members of a household who are served together
Client ID	=[Entry Exit Client Id]
H	=If([dtlHoH h c]="h";"H")	If the Relationship to Head of Household is “Self (head of household)”, then column is H.
Relate HoH	=[dtl HoH Abbvr]	This is an abbreviation of the Relationship to Head of Household field. Data not collected = DNC, Head of household’s child = Child, Head of household’s other relation member (other relation to head of household) = Other, Head of household’s spouse or partner = Partner, Other: non-relation member = Other-non, Self (head of household) = Self.
Provider	=[Entry Exit Provider Id]
Entry Date	=[Entry Exit Entry Date]
Entry Date (on Services Detail)		This is a rollup of all Entry Exit dates during the Report Period
Exit Date	=[Entry Exit Exit Date]
Number of entries this period	=NoFilter(Count([EE Entry].[Entry Exit Uid]) In ([Merge Unique Id]))	This is a count of the entries to Diversion during the Report Period.
Received Tier 2	=[Is this client receiving Tier 2 Extended Diversion Services?(6466)]
Service Start Date	=[Service Provide Start Date]
Service Occurred at Initial Entry		If the entry date to Diversion is equal to the Service start date, then ‘X’.
Service Provided	=[Service Code Description]
Cost	=[Service Funding Source Cost]
Family Size	=[HH Size]	This is a count of the client unique id in the group id for the entry to Diversion.
Referral Date	=[Service Refer Date]
Provider Referred to	=[Service Referto Provider]
Referral Outcome	=[Service Refer Outcome]
Need Status	=[Need Status]
Outcome of Need	=[Need Outcome]
If Need not met, reason	=[Need Reason Unmet]
Age at Entry	=[dtl Age at Entry]	Age is based on the number of days between date of birth and the entry date.
Gender	=[dtl Gender2024 Detail]	This is a concatenation of the ‘Gender’ and ‘If Different Identity, please specify’ fields.
Race and Ethnicity	=[dtl RaceEth2024 Detail]	This is a concatenation of the ‘Race and Ethnicity’ and ‘Additional Race and Ethnicity Detail’ fields.
Vet	=If([dtl Age at Entry]>17 Or [dtlVet]="Yes (HUD)";[dtl Vet])	Displays the ‘Client Veteran Status’ field if the client was 18+ at the time of entry.
Tribe	=[If Native American, of which tribe are you an enrolled member?]
CH Index	=[Is Client on the Chronic Homeless Index?(4969)]
HUD CH	=[CH Chron Homeless-MO]	“Yes” is displayed if the client’s responses to the 3.917 (prior living situation) series indicates that the client is chronically homeless by HUD’s definition. Must also have a disability of long duration.
MN Hmls	=If([dtl Adult Child HoH] InList("Adult HoH";"Child HoH";"Adult") ;If([MN Homeless Def]="X";"LTH";[MN Homeless Def]))	This field displays the client’s homeless status by Minnesota’s definition. It is slightly different than the HUD definition
What led to your housing crisis	=[What led to your current housing crisis?]
Housing Crisis Reason Category	=[Select the category that best fits the client’s situation
DV	=[Is the client a victim/survivor of domestic violence?]	Displayed if client is an adult or Head of household.
DV Flee	=[If Yes for domestic violence victim/survivor, is the client currently feeling?]	Displayed if client is an adult or Head of household.
DV When	=[If Yes for domestic violence victim/survivor, when did the experience occur?]	Displayed if client is an adult or Head of household.
Disab YN	=[Does client have a disability of long duration?(1067)]
City of prior residence (MN only)	=[City of prior residence (MN only)(944)]
State (location of prior residence)	=[State (location of prior residence)(928)]
Primary Language Spoken	=[Primary Language Spoken(550)]
Res Prior to Project Entry Category	=If( [dtl Adult Child HoH] InList("Adult HoH";"Child HoH";"Adult");[Res Prior Categories])	Displayed if client is an adult or Head of household.
Res Prior to Project Entry	=If( [dtl Adult Child HoH] InList("Adult HoH";"Child HoH";"Adult");[Res Category Detail])	Displayed if client is an adult or Head of household
Diversion event outcome	=If([Most Current Diversion Outcome]="Yes"; "Diverted"; If([Most Current Diversion Outcome]="No"; "Not Diverted"))	Displays whether or not a client was diverted to a safe location other than shelter
Exit Destination	=[Entry Exit Destination]	Displays exit destination noted at initial diversion. Does not include final exit destination if the client went on to receive Tier 2 services
Follow up Date - Tier 2 End date	=[Entry Exit Review Date]	This field indicates the end of Tier 2 services
Extended Services Exit Destination (Tier 2 services only)	=[Exit Destination: Post-Diversion(6467)]	This field indicates where the client exited to after receiving Tier 2 services