06. How to Run a CAPER for HUD (CSV)
This guide provides instructions to users on how to generate the 2024 HUD-defined CSV Consolidated Annual Performance and Evaluation Report (CAPER) using ClientTrack.
Who should use this report?
This report should be utilized by users who have ESG-funded projects and need to generate their CAPER or users at other projects who have other needs to utilize or submit a CAPER. Unlike in our previous HMIS software, when reports are fully available the CAPER should not be used for general data quality or to generate quick statistics. If you are looking only to identify and correct data quality errors, we recommend using ClientTrack's HUD Data Quality report. If you're only looking for a list of clients your project is serving, we recommend ClientTrack's HMIS Active Client list report.
What do I need to know?
Report Processing Time
CSV Exports, including the CSV CAPER, are generated through the "Asynchronous Worker" tool provided by Eccovia. The Asynchronous Worker tool queues report requests and runs them when system availability permits, generally resulting in reports taking longer to run than in the previous HMIS software. This means that reports may begin running immediately if there are no other reports in the queue or may be delayed if other reports are in the queue. For this reason, ICA asks that agencies use this and other CSV Exports only when necessary and encourages agencies to plan to run CSV Exports well before they are due.
Security/Encryption Prompts
All CSV Exports, by default, are defaulted to prompt users for an encryption password. In order to upload the CAPER to Sage, the report must not be encrypted. Instructions below guide users through opting-out of encrypting the report when scheduling the export to run.
User Access to Download CAPERs
In order to download the completed CAPER in a format that will be accepted by Sage, you must have been granted "Files on Server" access. If, when you go to the Reports Workspace, you cannot see "Files on Server" or it is grayed out, please contact the helpdesk so that it can be turned on for you.
How can this report be used?
This report should be used primarily to generate a CSV CAPER when required for uploads to Sage or in other cases when a CAPER is the most appropriate available report.
How do I run the report?
Before beginning, ensure you have selected the correct workgroup and organization within your user settings.
Report Location: Reports Workspace > HMIS Exports > CSV CAPER - FY2024
Prompt Guide: Use this guide to determine how to set the prompts for the report.
| Section | Instructions |
|---|---|
| Saved Report Settings | Optional: Create or used a saved report setting if you desire. |
| Date Range | Set the date range for your CAPER here. You may use the Date Range List, or you can just enter the dates directly into the date fields. |
| Organization | Ensure the proper organization(s) is/are selected. By default, the system will select only the organization to which you are logged in. |
| Grant Program | Do NOT use this prompt. In the future this prompt may be used but it is not currently working as intended. |
| Grant(s) | Do NOT use this prompt. In the future this prompt may be used but it is not currently working as intended. |
| Project | Optional: Check "Filter by Project Type" and select the applicable project types. Required: Leave "HMIS Projects Only" checked unless otherwise directed by ICA. Required: Check "Filter by Project(s)" and select the applicable project(s) in the list. |
| Validation File | Leave "Generate Validation File" checked unless otherwise directed by ICA. |
Once the prompts are complete, Click "Run Export" in the lower right-hand corner. A popup named "Export Encryption" will appear.
Unless you specifically want an encrypted export, uncheck "Encrypt Export," then check "I assume the full responsibility of ensuring the security of the exported file(s) and any data contained within" and click "Done." Note: An encrypted export cannot be uploaded to Sage.
The report will automatically be added to the end of the queue and you will be able to download the files from "Files on Server" once they have finished running.
How do I read the report?
Running this report generates 4 zipped files, each containing one or more CSVs. If you wish to make a readable/printable version of this report, you will need to run an APR/CAPER Review once the 4 zipped files have been generated or upload it as a test file to Sage.
Files Generated
Four files will be generated and stored in "Files on Server" within the Reports Workspace when you run a CAPER. They will be named following this convention.
Note: If "Files on Server" does not appear or is grayed out for you, you will need to contact our helpdesk for "Files on Server" access.
HMIS APR_CAPER 2024 Validation_[Date, Time & TaskID].zip
This zipped file contains a copy of the data that was used to populate your CAPER and can be used, if desired, to identify potential data entry mistakes. This file contains identifying information including names and dates of birth and can only be shared when necessary and via secure transfer methods.
HMIS CAPER 2024 Export_[Date, Time & TaskID].zip
Download this one! This is the only file that you need to download in order to upload your CAPER to Sage. It contains the HUD CSV CAPER exactly as necessary for upload and must not be changed in any way or Sage may reject it.
HMIS APR_CAPER 2024 Pre-Load 2_[Date, Time & TaskID].zip
There is no need to download or use this file, though you are welcome to explore it if you wish. This file contains the results of various calculations needed in order to generate the CAPER.
HMIS APR_CAPER 2024 Pre-Load_[Date, Time & TaskID].zip
There is no need to download or use this file, though you are welcome to explore it if you wish. This file contains only a list of the enrollment IDs and associated data that was used to determine which enrollments (and clients) should be included in the CAPER.
What if I have more thoughts or questions?
Have questions, need support, or find a potential bug? Contact our helpdesk for assistance at mnhmis@icalliances.org.