HMIS Data Quality Training 211 Orange County Learning

HMIS Data Quality Training 211 Orange County

Learning Objective This training is scheduled for 2 hours. Objective 1. Teach users how to find deficiencies in data using the management reports. 2. Train users how to correct data quality errors found in the management reports. 3. Review other reports that deal with the timeliness and completeness of data. 4. Teach users about HUD data standards, and what the expectations from 211 Orange County are in regards to these standards. OCHMIS. org 211 Orange County 2

Agenda • Reports that will be covered: – Monthly Report Bundle • • Universal Data Elements_Agency_Details OC_Bed Utilization Program. Specific. Data. Element. Report_Entry_Summary Program. Specific. Data. Element. Report_Entry_Results Program. Specific. Data. Element_Exit_Summary Program. Specific. Data. Element_Exit_Results Client_Service_Aging_Report – Data Timeliness Reports • Data Timeliness report • OC_Data Timeliness at Service Entry • OC_Data Timeliness at Exit Date – Other Data Quality Reports • Client Last Permanent Zip Code Report • Family Type and Size Validation Report OCHMIS. org 211 Orange County 3

Universal Data Elements_Agency Report • Purpose of the report – Lists the number and percentage of clients that had a response entered for each HUD Universal data element. – Also lists the number and percentage of clients that had a blank response, or responded “don’t know” or “refused” for each data element. OCHMIS. org 211 Orange County 4

Universal Data Elements 3. 1 Name 3. 2 Social Security Number 3. 3 Date of Birth 3. 4 Race 3. 5 Ethnicity 3. 6 Gender 3. 7 Veteran Status 3. 8 Disabling Condition 3. 9 Residence Prior to Project Entry 3. 10 Project Entry Date OCHMIS. org 3. 11 Project Exit Date 3. 12 Destination 3. 13 Personal ID 3. 14 Household ID 3. 15 Relationship to Head of Household 3. 16 Client Location 3. 17 Length of Time on Street, in an ES or Safe Haven 211 Orange County 5

Expectations from 211 Orange County • All programs participating in HMIS (whether or not they are HUD-funded) should make an effort to have an answer (excluding don’t know, refused or data not collected) for all Universal Data Elements for 100% of their clients. OCHMIS. org 211 Orange County 6

Why this Expectation? • 211 Orange County reports to HUD the percentage of clients that have a response (excluding don’t know, refused or data not collected) for each of the Universal Data Elements Co. C wide. Programs that are NOT HUD-funded are also included in this count. • We have to meet a certain threshold for each data element as a Co. C in order to continue to receive HUD funding. • This means that your data quality can impact whether or not other Orange County agencies receive their funding! OCHMIS. org 211 Orange County 7

Universal Data Elements_Agency Report Now you try! • Are any of the data elements “Percentage” complete under 100%? – If yes, do you know how to troubleshoot that and find out why? (we’ll tell you on an upcoming slide) OCHMIS. org 211 Orange County 8

OC_Bed Utilization Report • Purpose of the report – Shows number of units and beds These numbers come from the HIC surveys submitted by each program at the beginning of each year. – Provides a count of the number of clients that are active in each program at a POINT IN TIME – Includes the number of clients in each household type – Includes the percent occupancy for each program (active clients/total beds) – Used to verify whether or not the clients enrolled in the program are also entered in HMIS by looking at number of clients. NOTE: If your program does not have any beds or vouchers, you do not need to run this report. This report should be run at least monthly to ensure your bed utilization is “normal, ” which in most cases should be between 65% and 105%. OCHMIS. org 211 Orange County 9

Expectations from 211 Orange County • All housing programs should have a bed utilization between 65% and 105%. – Less than 65% bed utilization usually indicates one of the following: • Some clients who have been enrolled in a program have not been entered in the HMIS • Not all beds are available for occupancy (ie. remodel) – Over 105% bed utilization usually indicates one of the following: • Some clients that have left the program have not been exited in HMIS • Beds are at capacity including using cribs or cots which weren’t included in the HIC. OCHMIS. org 211 Orange County 10

Why this Expectation? • All housing programs (whether or not they are HUD funded) are included on the HIC (Housing Inventory Count), which is a list of all homeless beds in Orange County. • The bed utilization for each program should be within this range (65%-105% utilized). • 211 Orange County submits an AHAR (Annual Homelessness Assessment Report) yearly for each program type (emergency, transitional, permanent supportive housing) – We cannot qualify to submit the AHAR report if our bed utilization as a Co. C is outside of the bed utilization range. – If we do not qualify to submit the AHAR report, the Co. C loses points on the Co. C APR which could equate to Orange County losing money, which equates to individual agencies receiving reduced funding. OCHMIS. org 211 Orange County 11

OC_Bed Utilization Report Now you try! • Do the number of clients look correct for each program? • Do the number of clients in households with children look correct? • Do the number of clients in households without children look correct? • Is the bed utilization between 65%-105%? – If not, do you know why? How do you troubleshoot that? OCHMIS. org 211 Orange County 12

Universal Data Elements_Agency_Details • Purpose of the report – Troubleshoot the results of the Universal Data Elements_Agency report – Troubleshoot the results of the OC_Bed Utilization report – Find clients that have “don’t know, ” “refused, ” “data not collected” or blank responses for any of the Universal Data Elements. – See a list of clients that were active at some point during the reporting period for each program. – Find other data quality errors. This report should be run at least monthly. Orange County’s threshold goal for data quality is 100% for all data elements. OCHMIS. org 211 Orange County 13

Finding Issues • Export the Universal Data Elements_Agency report to Excel for troubleshooting. – Troubleshooting the Universal Data Elements_Agency report • You can filter any data element by response to see which clients have “don’t know, ” “refused, ” “data not collected” or blank responses which need data to be entered. – Troubleshooting the OC_Bed Utilization report • For programs that are over or under utilized, look at the list of clients to determine which client(s) have an incorrect entry/exit dates or missing exit dates. OCHMIS. org 211 Orange County 14

Correcting Issues • Don’t Know, Refused, Data Not Collected or blank responses on the Universal Data Elements_Agency report – Go to the client’s Manage Snapshot page, and correct the data on the client’s program entry snapshot (snapshot 1). – If the client has been exited from the program, the enrollment will have to be reactivated to edit the snapshot. • Clients with incorrect entry dates – Go to the client’s program entry page, change the client’s program entry date, and save (if the enrollment is exited, it will need to be reactivated). • Clients with incorrect exit dates – Reactivate the client. Go to the client’s program exit date, click on exit client out of program, and enter exit date. (If you don’t have access to reactivate clients, sign up for the Mark for Delete training) OCHMIS. org 211 Orange County 15

Universal Data Elements_Agency_Details Report Now you try! 1. Export the report to Excel 2. Add a filter to the column header 3. Filter a data element for blanks, “don’t know” and/or “refused” • Does your data set have very many records with missing data? • If HMIS is missing data, – Do you have the information in the client file? – Did you ask the client the question at intake/exit? OCHMIS. org 211 Orange County 16

Program Specific Data Elements Reports • • Reports – Program. Specific. Data. Element. Report_Summary – Program. Specific. Data. Element. Report_Results – Program. Specific. Data. Element_Exit_Summary – Program. Specific. Data. Element_Exit_Results Purpose of these reports – Summary reports list the percentage of clients that had a response for each program specific data element at entry and exit. – Results reports list each client that was active in the program during the reporting period, and their answers to the program specific data elements. – If the Summary level report shows missing data elements, use the Results report to drill down at a client level to see who has missing data. This report should be run at least monthly. Orange County’s threshold goal for data quality is 100% for all data elements. OCHMIS. org 211 Orange County 17

Program Specific Data Elements 4. 1 Housing Status 4. 2 Income and Sources if yes, indicate all sources and dollar amounts for the sources that apply 4. 3 Non-Cash Benefits if yes, indicate all sources that apply 4. 4 Health Insurance 4. 5 Physical Disability* 4. 6 Developmental Disability* 4. 7 Chronic Health Condition* 4. 8 HIV/AIDS* 4. 9 Mental Health Problem* 4. 10 Substance Abuse* 4. 11 Domestic Violence If yes, ask when experience occurred 4. 12 Contact 4. 13 Date of Engagement 4. 14 Services Provided** 4. 15 Financial Assistance Provided** 4. 16 Referrals Provided** 4. 17 Residential Move-In Date 4. 18 Housing Assessment Disposition 4. 19 Housing Assessment at Exit NOTE: For data elements with asterisk (*) that are answered yes, also answer questions below – Expected to be of long-continued and indefinite duration and substantially impairs ability to live independently – Currently receiving services or treatment for this condition? (at entry) – Received services/treatment while in the program? (At annual assessment and at exit) Data elements with 2 astericks (**) pertain to specific funding source OCHMIS. org 211 Orange County 18

Expectations from 211 Orange County • All HUD-funded programs should make an effort to have an answer (excluding “don’t know, ” “refused” or “data not collected”) for all Program Specific Data Elements for 100% of their clients. • Non-HUD-funded programs who have agreed to participate in HMIS should also make an effort to have answers for 100% of their clients. OCHMIS. org 211 Orange County 19

Why this Expectation? • HUD is taking steps to become more strict with their data thresholds, and we want to be prepared when a threshold is set since they are retroactive. OCHMIS. org 211 Orange County 20

Finding Issues • Run the results report for the same reporting period as the summary report. • For any program specific data elements that are less than 100%, you can filter that data element for blank, “don’t know”, “refused” or “data not collected” responses to see which clients are missing data. OCHMIS. org 211 Orange County 21

Correcting Issues • Client has blank, “don’t know, ” “refused” or “data not collected” responses for program specific data elements – Go to the client’s program entry or exit page (depending on the report you ran), enter the client’s data for those data elements, and save. OCHMIS. org 211 Orange County 22

Program Specific Data Elements Now you try! 1. Export the report to Excel 2. Add a filter to the column header 3. Filter a data element for blanks, “don’t know, ” “refused” and/or “data not collected” • Does the make-up of the clients on the report match the clients actually enrolled in the program? (ie. gender, age, veteran status, etc. ) OCHMIS. org 211 Orange County 23

Client_Service_Aging_Report • Purpose of this report – Lists the last service date for all clients that were active during the reporting period. – The report is broken into a list of clients that are still active, and a list of clients that have been exited. – For active clients, the report lists the number of days between the last service date and the current date. – For exited clients, the report lists the number of days between the last service date and the client’s exit date. *This report is required for all Supportive Services Only and Outreach programs. OCHMIS. org 211 Orange County 24

Expectations from 211 Orange County • Clients that have not had a service in the last 30 days should be exited from HMIS (with some exceptions). • Clients that have not received any services while in the program should have their enrollment deleted from HMIS (with some exceptions). OCHMIS. org 211 Orange County 25

Why this Expectation? • In most cases, if a client has not received a service in more than 30 days, the client is no longer participating in the program, and should be exited. • Similarly, if a client has not received a service while enrolled in the program, the client is not participating in the program, and their enrollment should be deleted. OCHMIS. org 211 Orange County 26

Finding Issues • Clients without services for more than 30 days – Filter the <30 days column by blank fields to see a list of clients that have not received services in over 30 days. • Clients that never received a service – Filter the last service date column by “missing” to see client’s that do not have any services listed for their enrollment. OCHMIS. org 211 Orange County 27

Correcting Issues • Client without services for more than 30 days – Go to the client’s services provided or case notes page to add new services for the client OR exit the client from the program on the last date the client received a service. • Clients that never received a service – Go to the client’s services provided or case notes page to add new services for the client OR delete the client’s enrollment from the program. OCHMIS. org 211 Orange County 28

Client_Service_Aging_Report Now you try! OCHMIS. org 211 Orange County 29

Data Timeliness Reports • Reports – Data Timeliness report – OC_Data Timeliness at Service Entry – OC_Data Timeliness at Exit Date • Purpose of these reports – To compare the date a client entered or exited a program or received services to the date the data was entered in HMIS. OCHMIS. org 211 Orange County 30

Expectations from 211 Orange County • All data should be entered into HMIS within 3 days of the date it occurred. OCHMIS. org 211 Orange County 31

Why this Expectation? • HUD requires each Co. C to set a data timeliness policy for the agencies to follow. • The less lag time there is between the date the entry, exit, or service occurred and the date it is entered in HMIS, the more likely it is that the data is accurate and complete. OCHMIS. org 211 Orange County 32

Finding Issues • The Data Timeliness reports group data by programs, and have 7 columns for the number of days an entry, exit, or service has been lagging. • To find clients that have data outside of our guidelines, filter the details section by lag time that is more than 3 days. • Please note: Data timeliness issues that have already occurred cannot be corrected. This report is to determine what your data timeliness currently is, and if future data needs to be entered in a more timely manner. OCHMIS. org 211 Orange County 33

Data Timeliness Reports Now you try! OCHMIS. org 211 Orange County 34

Client Last Permanent Zip Code Report • Purpose of this report – This report is grouped by program, and lists the number and percentage of clients whose last known permanent address was in each zip code. – The number and percentage of clients that are missing a zip code is also included. – Only programs with clients that are missing zip codes have been included on this report. OCHMIS. org 211 Orange County 35

Client Last Permanent Zip Code Report Now you try! OCHMIS. org 211 Orange County 36

Family Type and Size Validation Report • Purpose of this report – Find clients whose family type does not match their family size. – This report only lists clients that have inconsistencies in their family type and family size data. OCHMIS. org 211 Orange County 37

Finding Issues • Clients whose family size does not match their family type – These clients will have a false indicator which means that their family size or family type does not match the column header under which the false indicator appears • Unaccompanied = 1 • Single parent >= 2 • Two parents >= 3 • Adults no children >=2 • Foster parent >= 2 OCHMIS. org 211 Orange County 38

Correcting Issues • # of Family Members is Correct, but Family Type is Incorrect – Go to the client’s Manage Snapshot page, and correct the family type on each client’s program entry snapshot (snapshot 1). – If the client has been exited from the program, the enrollment will have to be reactivated to edit the snapshot. • Family type is Correct, but # of Family Members is Incorrect – Go to the client’s Client Intake_v 5 page, and make sure all clients have the same Household ID and Family ID. Also make sure that all family members are listed in the household members grid. – Go to the client’s program entry page, click on edit snapshot, and click on reset to reset the client’s snapshot. The number of family members is automatically calculated based on the number of clients in the household. – If the client has been exited from the program, the enrollment will have to be reactivated to edit the snapshot. OCHMIS. org 211 Orange County 39

Family Type and Size Validation Report Now you try! OCHMIS. org 211 Orange County 40

Validating Active Clients • On a monthly basis, validate the number of active clients for your project – Verify the correct number of active clients by running the Universal Data Elements report 211 Orange County 41

Validating Exited Clients • Once a month, validate the number of exited clients for your project – Verify if you have the correct number of exited clients by running the Universal Data Elements. – Verify if the clients have the correct destination by running the Program Specific Data Elements 211 Orange County 42

Universal Data Element Details Report • Run the Universal Data Elements Detail Reports by entering the parameters requested • Review the Entry Date and Exit Date fields. – Entry date with no exit date (active clients) – Entry date with exit date (inactive clients) 211 Orange County 43

Universal Data Elements Details Report Now you try! OCHMIS. org 211 Orange County 44

Data Quality Checklist Short • This form was created to assist users in validating their data quality and reduce the corrections that need to be made. OCHMIS. org 211 Orange County 45

Data Quality Checklist Long This checklist was created as a check and balance of each data quality item. OCHMIS. org 211 Orange County 46

Questions? • HMIS Help desk – (714) 589 -2360 – HMIS-Helpdesk@211 oc. org • Website – http: //ochmis. org/hmis-help/data-qualityreports/ OCHMIS. org 211 Orange County 47