Audit Frequency: We highly recommend that you review the reports on a monthly basis to help reduce the amount of cleanup that occurs each quarter. Thank you for your help keeping your CoDa records accurate and up-to-date!
A. SCREENING & ASSESSMENT
1. Report: Missing Screening Details
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What to check for: This report shows case records that are missing key details from the initial screening, including one or more of the following:
- Screening/Intake Note - see example of missing entry below in turquoise
- Service Entry - see example of missing entry below in pink
- How to fix: Click on the link of the case record that needs to be updated. Add the relevant item based on what's missing from that case - a) add a service entry to log the initial screening/engagement, and/or b) enter a screening/intake note.
2. Report: CCAP Screening + Assessment
- What to check for: Clients who have received a housing prioritization assessment and have not yet been moved in the ENROLLED program status (still in SCREENING status). If you see your name on this list in the "Created by" column, it means that you recently conducted an assessment and did not yet change the program status.
- How to fix: Click on the link of the case record that needs to be updated. Change the Program Status from SCREENING --> ENROLLED. Additionally, if the case record is missing the "Housing Prioritization Status" or "Shelter Status" you will need to update these as well (see screenshot below).
B. PROBLEM-SOLVING FUNDS: Missing Financial Transaction
3. Report: CCAP Problem-Solving Funds
- What to check for: Clients who have "Successfully Problem-Solved" as an exit reason but are missing a problem-solving financial transaction.
- How to fix: Look for any case records that are missing a "Total $" of problem-solving funds (see pink below). Click on the case record to add the financial transaction OR if there is already a financial transaction, check to make sure that "Assistance Source" = PROBLEM-SOLVING FUNDS.
C. MISSING CLIENT/HOUSEHOLD DATA:
4. Report: CCAP Households w/o Children
- What to check for: This report shows active CCAP households who do not have any children under 18 listed in the household AND the client is not pregnant.
- How to fix: Look for your name in the "Most Recent Staff Contact" column. If you don't see your name, no action required. Otherwise, click on the link of the client's household name and add any missing family members.
5. Report: CCAP Missing Due Date
- What to check for: This report shows active CCAP clients who are listed as "Pregnant" on their contact record but do not have a due date.
- How to fix: Look for your name in the "Most Recent Staff Contact" column. If you don't see your name, no action required. Otherwise, click on the link of the household and find the client with the missing due date. If you do not know the exact due date, you can provide an estimate (e.g. end of the month the client is due) or project out 9 months from the case record open date (if you have no information at all). OR if you know that the client is no longer pregnant, change the "Pregnant?" field from YES --> NO.
D. EXIT AUDIT:
6. Report: CCAP Exit Data Audit
- What to check for: This report shows clients that were referred to housing based on the exit reason, but are missing the "Housing Referral Completed Date" (see example in purple below) and/or do not have an updated "Housing Prioritization Status" (see example in pink below) on the case record.
- How to fix: Click on the client's case record and update the relevant information - add the referral completed date or change the housing prioritization status to "Housing Referral Completed."
E. HOUSING TRACKER: Missing Intake or Exit Housing Tracker
7. Report: Missing Intake Housing Tracker
- What to check for: Missing INTAKE or housing trackers on enrolled cases.
- How to fix: Look for your name on the report. If you don't see your name, that means everything has been entered correctly. No additional action required! If you do see your name, it means you were the last person to update the case record and need to enter an Intake Housing Tracker. Click on the case record and add a housing tracker.
8. Report: CCAP Housing Tracker Audit
- What to check for: Missing PROGRAM EXIT housing trackers OR duplicate housing trackers. The report also provides a final opportunity to check if any intake housing trackers have been missed.
- How to fix: This audit applies to all programs. Click here for instructions.