Victim Service Providers Reporting Process

OHCS VSP Reporting Process

Victim Service Providers (VSP) are required by HUD to house data in a separate HMIS comparable database. Due to this requirement, OHCS System Query reports cannot be run on OHCS-funded VSP data.

OHCS grantees should submit VSP data via CAPERs on all OHCS-funded programs and providers, including on behalf of applicable subgrantees. VSP subgrantees and those not directly contracted with OHCS must submit via their OHCS-contracted granting agency. Please note:

• CAPERs should be run monthly and submitted via SharePoint no later than the 20th each month.
• OHCS staff are unable to provide technical assistance for comparable databases. Every HMIS comparable database can run CAPERs, as HUD requires this feature for the software.
  

HMIS VSP Reporting Process

1. Run CAPER reports on all OHCS-funded VSP projects. Please reference the reporting timeline below for corresponding dates. 
1. Please run a separate CAPER for each individual project. 
2. See Page 2 for reporting periods and submission deadlines for the 2025-2026 fiscal year. 
2. Download CAPER—must download in .CSV file format only. 
1. In the name of the .CSV file, please include:
   
• The Provider agency name,
  
• The individual Project name if applicable, and
• The reporting period dates.
2. Example: Housing Solutions_Tulip House Shelter_1.11.24_4.30.25.csv
3. Upload each CAPER as a .ZIP file to your agency’s SharePoint folder with the instructions below.

Only OHCS direct grantees may submit files via SharePoint. OHCS-contracted grantees are responsible for submitting reports on behalf of their VSP subgrantees.

File Submission Access

1. OHCS uses Microsoft SharePoint for all secure file sharing. Please do not send CAPER reports or any other client-levelinformation via email.    
   
2. If your agency has been identified as a grantor of OHCS funds to a VSP subgrantee, you 
   
   will have a folder set up in SharePoint for VSP data submissions (see screenshot). 
3. To upload your VSP reports: 
1. Go to Microsoft SharePoint. 
2. Select the “VSP” folder, then your agency’s folder. 
3. Click “Upload” and select the entire .ZIP file to upload

If your agency does not yet have a SharePoint hub and/or VSP folder set up, or if you are a new grantor of VSP funding, please email hcs.reporting@hcs.oregon.gov.

Additionally, permission to access SharePoint is granted on an individual basis using a unique email address. If you need to update or change which staff members have access to OHCS file-sharing, please contact us at hcs.reporting@hcs.oregon.gov.

For more detailed instructions, please review the guidance for accessing your agency’s SharePoint folder(s) here: HSD External File SharePoint Guide & Recording for Partners/External Agencies

Resources

For more information on VSPs and their HMIS set-up, please refer to the HUD Comparable Database VSP Resources available on the OMC HMIS Learning Library or HUD Exchange.

• Manual Comparable Database Decision 
• Tree Comparable Database Vendor Checklist
  

Created by OHCS Housing Stabilization Division. Please email any questions or concerns to hcs.reporting@hcs.oregon.gov

Revision Date: 9/4/2025