HMIS Management Reports and Data Quality Training Last updated:1/26/2012

HMIS Management Reports and Data Quality Training Agenda  Scheduled 2:00 PM - 4:00 PM  Goal Teach data management and reporting personnel how to conduct data validation by running reports Show how to analyze and monitor data quality Identify and measure performance (QPR/APR – LAHSA funded agencies, performance evaluations – non-funded LAHSA agencies) Review management reports and data quality practices

HMIS Management Reports and Data Quality Training Agenda  Reports to Cover Agency Client Without Application Client Roster by Report Period Client Without Service During Period Report Family Type and Size Validation Report HUD Required Data Missing Report Client Service Aging Report  Training is for… Data Managers/Specialist Program Managers Executive Personnel

HMIS Management Reports and Data Quality Training Agency Client Without Application Report  Purpose Identify clients who have not been enrolled into a program Identify clients missing from reports Identify incomplete data  Data Taken From… Central Intake

HMIS Management Reports and Data Quality Training Agency Client Without Application Report Resolving the issue:  Delete the clients from HMIS OR  Enroll the Client into a program and give the Client a service with a case note and milestone attached to the case note  Generate the report to verify corrections Report used to find the following Data Quality issue:  Clients that are entered into the HMIS Central Intake Library but are not enrolled into a program Running the report:  Fill in the required fields on the report header  Export the report to excel and apply Wrap Text then Merge and Center  Report shows all Clients that were entered into HMIS Central Intake Library during the period for which the report was ran but whom were not enrolled into a program

HMIS Management Reports and Data Quality Training  Purpose Displays clients that are enrolled or reside in a program any time between “period begin” and “period end” dates. Use as a cross reference for QPR/APR Identify missing HUD required data elements or inconsistent data information Get picture of client service and case note activity  Data Taken From… Agency Services Client Roster By Report Period Report

HMIS Management Reports and Data Quality Training Client Roster By Report Period Report Report used to find the following Data Quality issues:  Incorrect Relation for HOH and Non-HOH  Incorrect DOB  Child marked as HOH  Chronically Homeless incorrect  Missing Housing Status at Exit  Fill in the required fields on the report header  Export the report to excel and apply Wrap Text then Merge and Center  Select the header row and apply Filter  Report shows all Clients that are/were enrolled in the program during the period for which the report was ran Running the report:

HMIS Management Reports and Data Quality Training Client Roster By Report Period Report Finding the issues: Issue: Incorrect Relation for HOH and Non-HOH Filter the HOH field for “Yes” values and the Relation field for values other than “Self” Filter the HOH field for “No” values and the Relation field for values of “Self” Issue: Incorrect DOB Filter the DOB field for any invalid dates Issue: Child marked as HOH Filter the HOH field for “Yes” values and the Relation field for “Child” values Issue: Chronically Homeless incorrect Filter the Chronic field for values of “Yes” and check the Disabled, Family Type, Prior Living Situation, Length of Stay, and Episodes fields to ensure that the answers are in accordance with HUD’s definition of Chronically Homeless  Correct demographic data as needed in the Snapshot and Household Demographic Pages

HMIS Management Reports and Data Quality Training Client Roster By Report Period Report Resolving the issues: Issue: Incorrect Relation for HOH and Non-HOH; Incorrect DOB In Household Demographics, update the field and then in the client’s Edit Snapshot page either reset the snapshot or update the field in the Demographics section of the Edit Snapshot page Issue: Child marked as HOH In Household Demographics,select an adult family member as HOH and then in the client’s Edit Snapshot page either reset the snapshot or mark the correct person as HOH in the Demographics section of the Edit Snapshot page Issue: Chronically Homeless incorrect Update the necessary fields in the Household Demographics, Program Entry, and Edit Snapshot sections  Generate the report to verify corrections

HMIS Management Reports and Data Quality Training Client Without Service During Period Report  Purpose Provide a list of clients without a service for the period defined Identify clients who need their records updated by adding a service or case management  Data Taken From… Agency Services – Program Entry and Services Pages

HMIS Management Reports and Data Quality Training Client Without Service During Period Report Report used to find the following Data Quality issues:  Clients enrolled in the program whom were never given a service  Clients enrolled in the program whom were given services but no milestone was attached  Clients enrolled in the program whom were not issued a service during the report run period  Fill in the required fields on the report header (usually use quarter dates)  Export the report to excel and apply Wrap Text then Merge and Center  Report shows all Clients that are/were enrolled in the program during the period for which the report was ran and who have one or more of the issues listed above Running the report:

HMIS Management Reports and Data Quality Training Client Without Service During Period Report Finding the issues: Issue: Clients enrolled in the program whom were never given a service These clients will have the word “Missing” under the “Last Day of Service” column Issue: Clients enrolled in the program whom were given services but no milestone was attached These clients will be listed on the report and have a their last day of service shown under the “Last Day of Service” column Issue: Clients enrolled in the program whom were not issued a service during the report run period These clients will be listed on the report and have a their last day of service shown under the “Last Day of Service” column  Correct demographic data as needed in the Snapshot and Household Demographic Pages

HMIS Management Reports and Data Quality Training Client Without Service During Period Report Resolving the issues: Issue: Clients enrolled in the program whom were never given any service Either provide a service to the client with a case note and a milestone attached to the case note OR submit an open/delete request to your assigned Agency Admin to remove the client from the program Issue: Clients enrolled in the program whom were given services but no milestone was attached Ensure that for each service the client has that there is a case note with the same date as the service and that each case note has a milestone attached Issue: Clients enrolled in the program whom were not issued a service during the report run period Either provide a service to the client with a case note and a milestone attached to the case note OR exit the client on their last service date  Generate the report to verify corrections

HMIS Management Reports and Data Quality Training  Data Taken From… Agency Services – Program Entry  Purpose Identify inconsistent family type information Identify family type information errors and make corrections Family Type and Size Validation Report

HMIS Management Reports and Data Quality Training Family Type and Size Validation Report Report used to find the following Data Quality issues:  Clients whose “Family Size” does not meet the definition of the client’s “Family Type” or vice-versa  Fill in the required fields on the report header  Export the report to excel and apply Wrap Text then Merge and Center  Report shows only HOH with inconsistent family size and type Running the report:

HMIS Management Reports and Data Quality Training Family Type and Size Validation Report Finding the issues: Issue: Clients whose “Family Size” does not meet the definition of the client’s “Family Type” or vice-versa These Clients will have a “FALSE” indicator which means that their “Family Size” or “Family Type” violates the definition listed in column header under which the “FALSE” indicator appears  Correct demographic data as needed in the Snapshot and Household Demographic Pages

HMIS Management Reports and Data Quality Training Finding the Issues: Family Type and Size Validation Report A ‘FALSE’ appearing under a column heading means the Family Size or Family Type violates the definition stated in the column heading. Example 1

HMIS Management Reports and Data Quality Training Family Type and Size Validation Report A ‘FALSE’ appearing under a column heading means the Family Size or Family Type violates the definition stated in the column heading. Example 2 Family Type Finding the Issues:

HMIS Management Reports and Data Quality Training Family Type and Size Validation Report Resolving the issues: Issue: Clients whose “Family Size” does not meet the definition of the client’s “Family Type” or vice-versa If the “Family Size” is incorrect fix the “Family Size” by adding or removing family members using the Household Demographic page and then resetting the Client’s snapshot If the “Family Type” is incorrect fix the “Family Type” by changing it in the Household Demographics section and then resetting the Client’s snapshot or go to the Client’s Edit Snapshot page click the Demographics button and change the “Family Type” field on the page that pops up  Generate the report to verify corrections

HMIS Management Reports and Data Quality Training HUD Required Data Missing Report  Purpose Identify missing HUD required data and ensure required information is captured  Data Taken From… Agency Services – Central Intake, Household Demographics, Program Entry and/or Exit

HMIS Management Reports and Data Quality Training HUD Required Data Missing Report Report used to find the following Data Quality issues:  Missing data required by HUD First name, last name, DOB, Family Type, Gender, Race, Ethnicity, Disabled, Veteran, Prior Living Situation, Length of Stay, Client Zip, etc.  Fill in the required fields on the report header  Export the report to excel and apply Wrap Text then Merge and Center  Report shows all Clients that are/were enrolled in the program during the period for which the report was ran Running the report:

HMIS Management Reports and Data Quality Training HUD Required Data Missing Report Finding the issues: Issue: Missing data required by HUD ex. first name, last name, DOB, family type, gender, race, ethnicity, disabled, veteran, prior living situation, length of stay, client zip, etc. The missing data will appear in yellow highlight on the report

HMIS Management Reports and Data Quality Training HUD Required Data Missing Report Resolving the issues: Issue: Missing data required by HUD ex. first name, last name, DOB, family type, gender, race, ethnicity, disabled, veteran, prior living situation, length of stay, client zip, etc. Add the required data in HMIS in the necessary locations: Household Demographics, Client Intake, Snapshot, Program Entry, or Program Exit pages  Generate the report to verify corrections

HMIS Management Reports and Data Quality Training Client Service Aging Report  Data Taken From… Agency Services – Program Entry, Case Management, or Services Pages  Purpose Provide a list of clients without a service for 30 days or more Identify clients who need their records updated by adding a service or case management Serve as an additional layer of checking service activity for clients in the program and follow up efforts

HMIS Management Reports and Data Quality Training Client Service Aging Report Report used to find the following Data Quality issues:  Clients enrolled into the program whose last date of service is 30 days or more  Clients enrolled into the program whom were never given a service  Fill in the required fields on the report header  Export the report to excel and apply Wrap Text then Merge and Center  Report shows all Clients that are/were enrolled in the program during the period for which the report was ran  One sheet on the report shows active clients and the other shows exited clients Running the report:

HMIS Management Reports and Data Quality Training Client Service Aging Report Finding the issues: Issue: Clients enrolled into the program whose last date of service is 30 days or more The number of days passed since the last service will appear in red under the appropriate day range column Note that for active clients the number days since last service is the difference between the last service date and the current date and for exited clients it is difference between the last service date and the exit date. Issue: Clients enrolled in the program whom were never given a service These clients will have a value of “Missing” under the “Last Service Date” column

HMIS Management Reports and Data Quality Training Client Service Aging Report Resolving the issues: Issue: Clients enrolled into the program whose last date of service is 30 days or more Either provide a service to the client with a case note and a milestone attached to the case note OR exit the client on their last service date Issue: Clients enrolled in the program whom were never given a service Either provide a service to the client with a case note and a milestone attached OR delete the client from the program  Generate the report to verify corrections

HMIS Management Reports and Data Quality Training HMIS Contact Information LAHSAPrimary Contact Phone Data Analysts Monica Theresa Gerardo Ismael Surain Technical Support HMIS TrainingCarrisa OutcomesLeslie Sanchez (213) (213)