We are still seeing some reporting problems which mostly impacts the City of Portland related providers. This has to do with the changed and improved security in ServicePoint 5 preventing a few records of clients “shared” between different organizations from being seen by both the organization creating the client record and the other organization providing services to that client. We are actively working with Bowman Systems to resolve this small issue.
For everyone else, the reporting is back for HPRP. The attached video gives a guided tour of the new reporting interface and where to find your reports. This covers the My QPR and the HPRP incongruities reports.
Attached below are three documents related to the newly instituted process created to ensure that monthly HPRP financials in Service Point are reconciling with the monthly Payable Detail submitted to MaineHousing on the 30th of each month. This process will begin for the next reporting period on August 30, 2010.
While all the HPRP data is important, this sheet focuses on the data which is needed to make a record show up on the HPRP QPR. There are a number of things which must line up for data to qualify for the QPR. In short, every thing must be in its appropriate place and time. The hard part in looking at problem records is seeing what is missing or out of place. Methodically checking the items listed here should let you find the problem with most “problem records”
Q- What is the best way to enter a new HPRP Client’s data and initial services?
A- It is easiest if you are doing same day data entry and you follow the work flow listed below. If you do you will need to think less about date and time issues (and have less data entry issues as a result) because the work flow takes care of it for you.
The HMIS system is quite date and time stamp dependent. So dating and time stamping things correctly is important. If you do not do same day data entry, you need to make sure that the Housing Status is on or before the Entry/Exit Date and Time for the HPRP program and that the Service is provided after the Entry/Exit Date / Time for the HPRP program.
Work Flow for Same Day data entry.
First look for and exiting client record or enter a new client record.
If the client is part of a family/ Household enter family data (creating family member records).
Enter the client information on the HPRP Intake assessment.
Be sure to record the client’s Housing Status!
Enter the client information for the household members.
Be sure to record their Housing Status as well.
Return to the Head of household record if part of a household.
Enter the Entry Date (Brown Entry/Exit Button) You can accept the default time stamp.
If this is part of a Household be sure to check the check-boxes next to the household members.
Go to “Service Transactions”
Choose The Multiple Services button
Choose your Provider and Select your Service (Need) Type
(If you are doing same day data entry, and following this work flow, you can accept the default start Date / Time)
Choose your HPRP Case management service provided or financial assistance type from the pull down menu.
Wait for the screen to refresh
If the service is financial
Enter Source and Cost (If Financial Assistance)
Enter Units and choose Unit Type
If the service is Case Managment Services
Choose Service Need type from the pull down list
Enter the date of service
Choose the Service Provided from the pull down list
Enter the number of units
Choose the type of unit.
If this is part of a Household be sure to check the check-boxes next to the household members.
This form is a sample form for the HPRP process of capturing and recording the financial assistance and services delivered to HPRP clients. It provides a sheet to record the daily contacts by HPRP categories for clients served. Can be an assistance in record keeping and data entry
