1. Having Fun with Data Entry
Justina Fyfe - United Community Action Network
Michelle Helm - Portland Housing Bureau
Hope Browning - Neighbor Impact

2. Introduction
•What is Data Entry? The act of entering or updating data into a computer system. Data is often entered into a computer from paper documents using a keyboard, optical scanner or a data recorder. Over the last 5 – 10 years data that was collected in spreadsheets is now entered into and reported from a data base thereby reducing the need to consolidate date by hand to produce reports quickly and accurately based upon the information entered.

3. Data Entry Where does data come from and who does the data entry?
Medical
Office visit preliminaries – weight, BP, pulse, etc
Nurses, PA's, Doctors
Test Results – blood work, ex-rays, etc
Lab Techs, Specialists, etc
School
Enrollment forms
Office Personnel
Test/exam Scores
Teachers

4. Data Entry
Where does data come from and who does the date entry – continued
Agency
Applications for assistance based on funding source requirements
Designated Agency Staff (Case workers, Intake personnel, etc)

5. Data Entry Determination
Who determines what data is collected?
Medical
Federal Standards
Doctor's Associations
School
Standards for Education Data Collection and Reporting (SEDCAR)
National Center for Education Statistics (NCES)
National Cooperative Education Statistics Systems (NCESS)

6. Data Entry Determination
Who determines what data is collected? … Continued
Agency
Federal Funders
State Funders
Community Partners

7. What Data What data is required? Medical School
Name, DOB, Race/Ethnicity, Address, Insurance, medical documentation (history, test results, weight, height, etc)
School
Name, DOB, Race/Ethnicity, Address, Grade Level, Report Cards (did you pass or fail) etc.

8. What Data What data is required ….. Continued Agency
Federal funders request most data/information
Universal Data Elements (UDE's)
State funders comply/conform with Federal Standards
May also request additional information at specific times
Community Partners
Determined by need

9. What Data
What are UDE's?
13 key pieces of information or data including:
Universal Data Elements
Name
Disabling Condition
Social Security Number
Residence Prior to Project Entry
Date of Birth
Destination at Exit
Race
Relationship to Head of Household
Ethnicity
Client Location
Gender
Length of Time on Street, in ES or SH
Veteran Status
Adults - Adults/HoH - HoH

10. What Data What are UDE's ….. Continued 5 Additional Data Elements
Domestic Violence (Adults/HoH)
Services (Adults/HoH)
Income Received (Y/N) (Adults/HoH)
Non-Cash Benefits Received (Y/N) (Adults/HoH)
Covered by Health Insurance (Y/N) (All HH Members)

11. Data Usage Who are UDE's Reported on? What does this information do?
All household members entered into programs
What does this information do?
Data is pulled into a variety of reports
Data Quality/Completeness
ESG Caper
CoC APR
SPM's
AHAR

12. Data Usage Who uses the reports? What is the information used for?
Agencies
State Funders
Federal Funders
What is the information used for?
Program Compliance
Number served
Scoring for CoC Grant Application Process

13. Data Entry
Where and how is our data entered?
ServicePoint

14. Getting Started in ServicePoint
“Pre-flight check”
For a smooth data entry process
Know your workflow
Documents ready
Anyone ever made a purchase online? How about a reservation or registering for something online (everyone signed up for COFEE, right)? Those systems tend to pull you through the process: enter your name, your credit card number, shipping address… In ServicePoint, you need to know your steps and the order you do them matters. If you know where to look, there are hints of what you need to do, but you need to know your agency’s workflow because the system doesn’t pull you through the process.

15. Client Search/Create New Record
ClientPoint - file cabinet of records
Search first - save time and prevent duplicates
A wide search (eg. first 3 letters of first and last name) can catch typos and name variations
If no match, enter info for a new record
Data quality questions indicate the accuracy and quality of the corresponding data (required)
Avoid “Data not collected”  same as blank

16. Client Search/Create New Record
In ClientPoint:
Do a wide search for existing record
If no match, fill in the rest of the responses
Be sure to select appropriate Data Quality description
Add New Client with This Information

17. Households Tabs along the top are general hints of your next step
Household “buckets” help you organize clients who commonly present together
group entry or joint service
This Photo by Unknown Author is licensed under CC BY-SA

18. Households Households are flexible Do not delete existing households
Select different combinations of people from the household without having to create a new one
Do not delete existing households
Will negatively affect existing connections, causing problems for reporting and more
This Photo by Unknown Author is licensed under CC BY-SA

19. Households Households Tab Start New Household Select Household Type
Search and add household members (similar to search/create a record)
Click Continue
Indicate who is the Head of Household, and Relationship to Head of Household
Joined Household Date (same as earliest entry or earlier)
Save & Exit

20. ROI Release of Information Is there client consent to share data?
Each adult must give their own consent
Record denied ROIs too
Release Granted “No”, will not share
Example ROI

21. Parent Provider, if different from login provider
ROI
ROI is required for all levels where data is entered:
Why???
These providers are where the data is being entered, and where data will be sharing from
An ROI assigned to an incorrect provider will affect data sharing and potentially, reporting
Login Provider
Entry Provider
Parent Provider, if different from login provider
Data Sharing

22. Entry/Exit Assessment

23. Entry/Exit Assessment
Search for the program that they will be receiving assistance under
Select the type of program:
Basic – HUD – PATH – RHY – VA, Etc

24. Entry/Exit Assessment
Does this information look familiar

25. Entry/Exit Assessment
This        changes to this  
Click to add text

26. Entry/Exit Assessment
From this           to this

27. Entry/Exit Assessment
To complete, click on HUD Verification, click NO at the top, then change the appropriate type to Yes – Save & Exit

28. Entry/Exit Assessment
There are four items that require HUD Verification:
Insurance
Disability
Non-Cash Benefits
Income

29. Entry/Exit Assessment
Income section also provides a quick reference to monthly and annual gross income

30. Entry/Exit Assessment
The above information is important as it pulls into various reports.
Not all agencies or programs require address information – however, if you are paying rent it is good to have the location and landlord information!

31. Entry/Exit Assessment
If they are a DV victim/survivor, then the following 2 questions need to be answered.
Once the above information is complete you can Save & Exit if single person or all HH members have been completed.   
If there is more than one HH member, then click Save and return to the top of the page to use the Add Household Data Button 

32. Entry/Exit Assessment

33. Entry/Exit Assessment
Using information from your file case notes enter the reason they are leaving the program.
Based on your discussion with the participant prior to exit, enter where they will be going at exit.  Review the list as there are many options.
The Exit is done utilizing the pencil next to Exit Date

34. Interim Assessments *****************************
Interim Assessments are completed in order to track change over time.

35. Interim Assessments What types of changes are tracked?
Anything dynamic – income, insurance, disability, etc.
Housing Move-In Date
Head of household changes 1 2
Then... 3

36. Interim Assessments Adding Interim Review Steps
1. Include the appropriate HH members
2. Interim Review Type
3. Review Date: Date changes take place/review takes place
4. Save & Continue
5. Update Information
6. Save and Exit 1 2 3 4

37. Interim Assessments
Annual Reviews Annual Reviews must be completed +/- 30 days of HoH's entry anniversary date. It is recommended that you match the Annual Review date with the anniversary date.
Adding Annual Review Steps
1. Select all stayers
2. Interim Review Type = "Annual Assessment"
3. Review Date = Anniversary date of HoH's entry
4. Save & Continue
5. Update Information
6. Save & Exit 1 2 3 4

38. Interim Assessments Updating HUD Verification Steps
1. Update Yes/No question
2. Click magnifying glass 1 2

39. Interim Assessments Updating HUD Verification Steps
3. Sort rows by clicking column headers
4. Click pencil to edit 3 4

40. Interim Assessments Updating HUD Verification Steps
5. Add end date and Save 5

41. Interim Assessments Updating HUD Verification Steps
6. Scroll Down and hit Add to add a new line of data   
7. Complete the Start Date, Source of Income
8. Save assessment 6 7 8

42. Reports can be accessed from any screen using the left hand menu
Reporting
There are three types of Reports
Canned Reports
Many open to all
Art Reports
Special License Required
Custom Reports
For specific programs
Reports can be accessed from any screen using the left hand menu

43. Reporting
Canned Reports

44. Custom Reports include both ART and Special Program Reports
Reporting
Custom Reports include both ART and Special Program Reports

45. Reporting
One of the most commonly used Canned Reports is the ESG Caper
Used as a quick report to determine participant counts
Errors in data
Clicking on the number you can see participant ID numbers so you can go directly to that individual to correct 
Mostly for the quarterly OHCS Reports

46. ESG CAPER To run the ESG Caper Report
From the Dashboard under provider reports click on ESG Caper

47. ESG CAPER

48. ESG CAPER

49. ESG CAPER

50. ESG CAPER
This report includes HUD UDE's, Living Situation at entry, Length of time on program, Exit Destination >90 days on program or <90 days on program, etc.
There are more than 26 elements in the 10 or more pages to this report. 

51. Federal Funding
HUD-
VASH

52. Federal Funders - Manuals
COC: Continuum of Care
ESG: Emergency Solutions Grant
HOPWA: Housing Opportunities for Persons with AIDS
SSVF & GPD: Supportive Services for Veterans Families & Grant Per Diem
PATH: Projects for Assistance in Transition from Homelessness
RHY: Runaway & Homeless Youth

53. Open Discussion
What kinds of challenges are there to meeting the data needs of the different federal funders? Feel free to share some of your experiences, thoughts, and wisdom.