HUD Data Clean-Up Guide Using the 0640 HUD Data Quality Framework Report

Transcription

1 This guide is a tool to help assist you with understanding the ART 0640 Report so that project data can be reviewed, verified, corrected, and ready for all HUD submissions! REPORT: ART < Public Folder < Art Gallery Reports and Resources < Art Gallery Reports < 0640: HUD Data Quality Report Framework PROMPTS: Select Provider CoC Code: LEAVE BLANK Select Reporting Group : LEAVE BLANK Select Provider: Search and select your project(s) EDA Provider: LEAVE AS DEFAULT PROVER Effective : set to match the end date Enter Start : 10/01/20XX Enter End PLUS 1 Day: set to today s date [or the end of the contract period] HOW TO READ THE REPORT: On the first excel tab labeled Tab A- Summary, you will see several tables. Each table provides an overview of project information and possible errors. 1. Table Q1. Report Validation All projects should have 0 number of persons with unknown age and 0 number of child and unknown-age Heads of Household. Youth providers may have children Heads of Household but these clients should be check for accuracy. Reference Tab B for details. 1

2 2. Table Q2. Personally Identifiable Information (PII) Numbers should be as close to 0 as possible for Client Doesn t Know/Refused, and numbers must be 0 for Information Missing and Data Issues. Reference Tab C for details. 3. Table Q3. Universal Data Elements Error Count should be as close to 0 as possible. Reference Tab D for details. 4. Table Q4. Income and Housing Data Quality Error Count should be as close to 0 as possible. Reference Tab E (), Tab F (Annual), Tab G (exit) for details about errors with data related to income. 2

3 5. Table Q5. Chronic Homelessness Error Count should be as close to 0 as possible. Reference Tab H for details about errors to questions related to determining chronic homelessness. 6. Table Q6. Timeliness Each Continuum of Care sets the standard for timeliness of data entry. Currently, the expectation is that data will be entered within 72 hours (3 days) of client entry/exit from a project. There is no data correction associated with this table; this table is to highlight were your project currently stands within the CoC s expectation. ULTIMATE GOAL: Little to no errors, missing data, or client don t know/refused for Q1-Q5 (target an error rate of under 5.00%) Key- General Report Responses Missing/Null Error DKR The field has no answer recorded. The field has an answer but the answer conflicts with other recorded responses. The field has an answer of Client Doesn t Know or Client Refused 3

4 HOW TO READ THE REPORT (continued): Tab B Detail Q1 Group Client U Provider Age at Relate HoH Vet LOS a xxxx a xxxx a xxxx a xxxx a xxxx a xxxx a xxxx a xxxx (#) (#) (#) (#) (#) (#) (#) (#) 7/29/ /5/ Child N 68 7/29/ /5/ Child N 68 7/29/ /5/ Child Y 68 6/10/2016 2/2/ Self null 165 6/10/2016 2/2/ Child N 165 6/10/2016 2/2/ Child N /18/2014 1/20/ Self N 33 12/18/2014 1/20/ Self N 33 This table contains a row for each client who was in the project during the reporting period, and a box for each data quality element. To be correct, all clients should have a valid age, relationship to Head of Household and Veteran status. Null and missing information are not valid responses. Anyone under age 18 should have N listed in the veteran status. There must only client per Group with Self listed in the Relate HoH Column. In general, those under 18 should not be listed as Self in the Relate HoH column (some exclusions exist for Youth Providers). To make corrections, you must be in back date mode to the date the client entered your project. Group Client Unique Provider Age at Relate HoH Vet LOS An number generated by ServicePoint to group households together The client number generated by ServicePoint (Use this number to open the client record within ServicePoint) An number generated by ServicePoint to identify /s The name of the Agency and the name associated with the client The date the client started the project The date the client left the project (If a client is still enrolled in the project, the field will show be blank) Age that the client was upon entry into the project Relationship the client has to the Head of Household; found on the Household Tab AND tied to the Assessment (ICA recommends correct the Relate to HoH on Q3 first). Veteran Status; found on the ClientProfile Total number of days between entry and exit 4

5 Tab C- Detail Q2 HUD Data Clean-Up Guide Client U 362 abcd e0000f00 0 abcd e0000f00 0 abcd e0000f00 0 abcd e0000f xxxx xxxx xxxx xxxx Provide r Agency - (#) Agency - (#) Agency - (#) Agency - (#) 7/29/ /5/2015 7/29/ /5/ /18/2014 1/20/ /18/2014 1/20/2015 Nam e SSN DOB Ra ce Et h Gende r Entr y Days Day s 4 56 DKR Missing Error DKR This table contains a row for each client who was in the project during the reporting period, and a box for each data quality element. To be correct, there can be no Missing or Errors. To make corrections, you must be in back date mode to the date the client entered your project. These issues need to be corrected on the Client Profile. Client Unique Provider SSN DOB Race Eth Gender Days Days The client number generated by ServicePoint (Use this number to open the client record within ServicePoint) An number generated by ServicePoint to identify /s The name of the Agency and the name associated with the client The date the client started the project The date the client left the project (If a client is still enrolled in the project, the field will show be blank) data quality. The and Data Quality field on the ClientProfile must both be completed and be congruent. Social security number data quality. The Social Security and SSN Data Quality fields on the ClientProfile must both be completed and be congruent. of Birth Data Quality. The of Birth and of Birth Type fields on the ClientProfile must be congruent. Race data quality. Missing and DKR responses responses on the Race field on the ClientProfile will be marked. Ethnicity data quality. Missing and DKR responses on the Ethnicity field on the ClientProfile will be marked. Gender data quality. Missing and DKR responses on the Gender field on the ClientProfile will be marked. The number of days taken to enter information into HMIS after the client s actual entry. The number of days taken to enter information into HMIS after the client s actual exit. 5

6 Tab D Detail Q3 HUD Data Clean-Up Guide Group Client U 362 Client 362 a a a a a abcd e0 000f000 xxxx abcd e0 000f000 xxxx abcd e0 000f000 xxxx abcd e0 000f000 xxxx abcd e0 000f000 xxxx Provider Vet (#) 7/29/ /5/2015 (#) 7/29/ /5/2015 Error (#) 6/10/ /22/2016 Overlap No Overlap No Overlap No Overlap Relate HOH Loc Disab (#) 12/18/2014 1/20/2015 Overlap Error Error No (#) 12/18/2014 1/20/2015 Overlap Error Error Dest Error This table contains a row for each client who was in the project during the reporting period, and a box for each data quality element. To be correct, there can be no Errors or Overlap, meaning the client has multiple entries into projects at the same time. These issues need to be corrected in the Assessment, except the Dest which will be corrected in the Assessment. Group Client Unique Provider Vet Overlap Relate HoH Loc Disab Dest An number generated by ServicePoint to group households together The client number generated by ServicePoint (Use this number to open the client record within ServicePoint) An number generated by ServicePoint to identify /s The name of the Agency and the name associated with the client The date the client started the project The date the client left the project (If a client is still enrolled in the project, the field will show be blank) Veteran Data Quality. Missing, DKR, or Error responses on the Veteran Status field on the ClientProfile (corresponds to the Vet error on Tab B). Whether or not the client has overlapping entries in the project. All client records with an Overlap listed in this column must be corrected. When this column says Overlap there are two entries for the same project with overlapping service dates. Can be found on the / tab. There is an error in the Relationship to the Head of Household field on the Assessment. There is an error in the Location field on the Assessment. There is an incongruent response between with the Disability field on the entry assessment and on the Disability HUD verification tables on the Special Needs Assessment OR incongruent responses within the Disability HUD Verification table on the Special Needs Assessment (e.g. the same disability type has two active answers) Destination Data Quality. Errors and DKR on the Destination field on the Assessment will be marked. 6

7 Tab E Detail Q4 and Tab G- Detail Q4 Client U Inc YN Income Source Start End Amount xxxx001 xxxx002 xxxx003 xxxx004 xxxx005 xxxx006 xxxx DNC Y N Earned Income (HUD) 1/24/ N SSI (HUD) 8/11/2011 5/31/ Y Other (HUD) 12/15/2015 3/29/ SSI (HUD) 10/1/2015 8/21/ This table contains a row for each income source reporting an error. To be correct, blank Inc YN responses must be updated to reflect a response. DNC responses should be reviewed and corrected, if it is known that the client did or did not have income at the time of /. Y responses should always include an income source, start date, and amount. N responses should not have income sources associated with the no response; income sources should be end dated appropriately. These issues on Tab E need to be corrected in the Assessment and issues on Tab G will be corrected in the Assessment. Client Unique Inc YN Income Source Start End Amount The client number generated by ServicePoint (Use this number to open the client record within ServicePoint) An number generated by ServicePoint to identify /s The client s response to if the client has Income at the time of / The type of income the client reported at the time of / The date the client first reported the income source received The date the client s income source received stopped being true (date before the client reported the change) The monthly amount received from the income source 7

8 Tab F- Detail Q4 Annual Client U Client xxxx Merge Review Review Inc YN 10/5/2014 Y Income Source Start End Amount Reporting Range Child Support (HUD) 11/8/ Not In Range xxxx /30/2014 N Not In Range xxxx /15/2014 N SSI (HUD) 2/15/ Prior Year xxxx Review PAST DUE xxxx Review Due NOW This table contains a row for each income source and/or client reporting an error at the time of the Annual Assessment. To be correct, any Not in Range responses need to have the interim report type changed from Annual to Update. Clients with a Prior Year or Review Due NOW reporting need to have the Annual Assessment conducted for the current year. Client with Review PAST DUE are beyond the HUD approved timeframe to complete the Annual Assessment-notify your HMIS System Administrator for directions on how to correct. Annual Assessments are to be completed on a yearly basis, based on the enrollment anniversary date into a project (30days before/after entry date). Client Unique Merge Review Review Inc YN Income Source Start End Amount Reporting Range The client number generated by ServicePoint (Use this number to open the client record within ServicePoint) An number generated by ServicePoint to identify /s The date the Interim Review was completed The client s response to if the client has Income at the time of / The type of income the client reported at the time of / The date the client first reported the income source received The date the client s income source received stopped being true (date before the client reported the change) The monthly amount received from the income source Indicates status of client annual assessment 8

9 Tab H- Detail Q5 HUD Data Clean-Up Guide Client U 1 Client 1 1 Provider Proj Type Inst House Apprx Times Mnths RRH 12/30/2016 missing xxxx001 (#) 7/29/2015 RRH 6/23/2016 1/1/2017 xxxx (#) xxxx (#) RRH 8/1/2016 3/30/2017 This table examines Chronic Homeless Definition linked entry assessment questions. This table contains a row for each client the reports reads missing or incongruent data. All corrections need to be made on the / tab under the Assessment. Client Unique Provider Proj Type Inst House Apprx Times Mnths The client number generated by ServicePoint (Use this number to open the client record within ServicePoint) An number generated by ServicePoint to identify /s The name of the Agency and the name associated with the client The type of homeless service project, such as street outreach (SO), rapid rehousing (RRH), emergency shelter (ES), transitional housing (TH, permanent supportive housing (PSH), or services only (SSO) The date the client started the project The date the client left the project (If a client is still enrolled in the project, the field will show be blank) Errors related to clients who have a Residence Prior to project entry as Institutional setting and are missing a length of stay Errors related to clients who have a Residence Prior to project entry as a Housing setting and are missing a length of stay The approximate date the client reported the current episode of homelessness began. The number of times the client reported having been literally homeless in the past three years. The number of calendar months the client reported having been literally homeless in the past three years. 9

10 Tab I- Detail Q7 Client U Provider Proj Type Age/HoH Record Type Record RRH 12/30/2016 Child HoH Outreach 7/29/2015 xxxx001 (#) 7/29/2015 RRH 6/23/2016 1/1/2017 Adult HoH outreach 6/30/2016 xxxx (#) xxxx (#) RRH 8/1/2016 3/30/2017 Adult HoH outreach 8/1/2016 This table contains a row for each Adult/Head of Household coming into contact with a Street Outreach Service or Emergency Shelter AND a record count for all clients in a Night by Night Shelter. Client Unique Provider Proj Type Age/Ho H Record Type Record The client number generated by ServicePoint (Use this number to open the client record within ServicePoint) An number generated by ServicePoint to identify /s The name of the Agency and the name associated with the client The type of homeless service project, such as street outreach (SO), rapid rehousing (RRH), emergency shelter (ES), transitional housing (TH, permanent supportive housing (PSH), or services only (SSO) The date the client started the project The date the client left the project (If a client is still enrolled in the project, the field will show be blank) Distinguishes if the client is a child or an adult Distinguishes if the record was created by Outreach or Night by Night services The last documented contact recorded. Any client whose last Contact record was more than 90 days past, and the client has no exit recorded, will appear as INACTIVE RECORD COUNT on Table Q7 on the Summary tab. 10