Beginning on April 1, 2017, Continuum of Care (CoC) homeless assistance grant recipients must submit their Annual Performance Report (APR) data through a new online database – the Sage HMIS Reporting Repository (Sage). Communities will no longer submit APRs in e-snaps. This change in systems applies to all CoC homeless assistance grants (e.g., Supportive Housing Program, Shelter Plus Care, Section 8 Moderate Rehabilitation Single Room Occupancy Program, CoC Program) administered by the Office of Special Needs Assistance Programs (SNAPS) – regardless of when they were initially funded.
Access to Sage
To receive access to Sage, recipient staff need to access the Sage portal (www.sagehmis.info) and enter the contact information and the recipient affiliation (i.e., CoC). The CoC Primary Contact, who is the person identified by the Collaborative Applicant in the FY2016 CoC Program Registration as the Primary Contact, will then need to approve all users. The CoC Primary Contact will be notified when a user requests access and the user will be notified when the CoC authorizes that user’s access. The CoC Primary Contact should regularly access Sage and approve user access. HUD recommends that recipients provide CoC Primary Contacts a list of users they want approved for Sage access.
HUD prepopulated Sage with the contact information of all the CoC Primary Contacts. If the Primary Contact information submitted to HUD via e-snaps is out of date, CoCs need to notify HUD immediately via the Ask A Question (AAQ) portal and also update the Applicant Profile in e-snaps.
Uploading Aggregate Client Data
A key feature of Sage is that recipients will upload a CSV-APR report file, with aggregate data on persons served by their project. It is critically important that the CSV-APR report file only include aggregate data on persons served. Recipients must not upload client-level, personally identifiable information, such as client name, date of birth, or Social Security Number, in Sage. Victim services providers must also be able to generate the CSV-APR report file, using the data that you have collected in your comparable database.
HMIS Leads should work with their local HMIS and comparable database vendors to access necessary reports and materials in preparation for the changes to the APR. In a previous listserv message, HUD stated that HMIS vendors should have the new CSV-APR report programmed into their software by April 1, 2017. If you do not have access to the new CSV-APR report, then you must follow-up with your HMIS Lead and your CoC to ensure that they are both working with the HMIS vendor to identify the reason for the delay and the expectation for a rollout of the new CSV-APR report.
CoC APR Resources
Sage CoC APR Guidebook: For information about HUD’s CoC APR reporting requirements, users should refer to the CoC APR Guidebook. HUD has revised the guidebook to include all APR types in a single document, so recipients will have one source of information for all APRs (CoC Full APR, HMIS APR, CoC Planning Grant APR, and the SRO APR).
Sage CoC APR Templates: HUD has published the CoC APR templates for the various types of APRs that recipients must submit.
Create an Account in Sage Video: To further assist communities in preparing for Sage, HUD recently released a brief “how-to” video that demonstrates how users can set up accounts in Sage.
Overview of the Sage HMIS Repository Webinar: On March 16th, HUD hosted a live webinar that reviewed the process of setting up an account in Sage and provided guidance on HUD’s expectations for the transition from e-snaps to Sage.
HUD hosted other webinars on submitting APR data in Sage the week of April 17, 2017: The webinars covered: how to access Sage, including a brief overview of the various user levels; how to complete the CoC Program APR in Sage; and how to access additional resources and guidance on the CoC Program APR and Sage. HUD anticipates posting these by May 1, 2017.
If you have questions about these reporting requirements, please submit them through the HUD Exchange Ask A Question (AAQ) portal. On Step 2 of the question submission process, select the appropriate report or reporting system in the “My question is related to” dropdown.