Attendees: See Attached Sign-in Sheet. Introductions & Agenda Review. Notes are also available online for review,

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1 HMIS Agency Data Administrator Training Friday, July 28 1:00 pm 2:30 pm 421 N County Farm Rd. Wheaton, IL Conference Room 3500B Presenters: Julie Tremberth and Mike Conwood Attendees: See Attached Sign-in Sheet Introductions & Agenda Review Notes are also available online for review, Reports/Data Needs Review of HUD Updates and the 2017 Data Standard Changes (see attached presentation and the 2017 Data Standards Manual) If staff are using paper intakes to capture client level data, agencies are encouraged to use the Universal Intake (PDF), which will be updated for the September All User training to reflect the 2017 Data Standard Changes. This will help to ensure consistent and accurate data collection. While live data entry in HMIS may not be feasible for all agencies, we encourage programs to consider doing so whenever a secured internet connection is available to staff. Mike demonstrated the 0640 Data Quality Framework report. Agencies are encouraged to use this report as part of their monthly data quality checks. Problem areas highlighted o Timeliness of Data Entry data should be entered within 10 days o Annual Reviews An Interim Review of an Annual Type must be completed for all clients who are in a program for 365 days or more. These reviews must be completed as close to the client s anniversary date as possible, and must not exceed 30 +/- days from the anniversary of the client s program entry. o Social Security Number errors the number entered must match the information the client provided to the program. Partial and missing data will constitute as an error. Features Recently there was a surge of users who have deleted data in error. We do not train on deleting data unless absolutely necessary. Please remind staff to avoid trashcans and contact the Help Desk if assistance is needed. Other Updates Security Site Visits to wrap up by 8/11. Common issues identified at the visits align with the issues being reported in the 0640 Data Quality Framework report. In addition, we have also identified

2 agencies whose paper intakes do not include all required questions. We are working with these agencies to make these corrections. New End User Training Sept. 12th, MIS/47736/, which will include training on the new data standards. Training Attendance has declined, where 4 trainings were cancelled due to lack of registrations. HMIS is interested in User feedback, including Agency Data Administrators, regarding trainings attended All Annual End User Training will take place during the next ADA training, 9/22/2017. Space will be limited so please register early, 2017 DuPage HMIS Annual All User Training (HTML). We will also be scheduling a live and recorded webinar similar to last year. These dates will be announced shortly. Questions Request to add User creating and Entry/Exit Provider details to the 0640 Report since the training the NIL team has agreed to this report update. False Errors in reports In order to assess if the error is in data entry or in the report, please either send the HMIS Help Desk the report or contact us with which report and what data was used to complete the prompts. We will help investigate this further. HUD verification disappeared and is now back If a user ever notices some change in functionality or access, please feel contact the HMIS Help Desk. Chances are there was an administrative change to either the User or provider, which are managed by System Administrators. Annual Review clarification Please refer to the Standard Workflow Summary(HTML) on the HMIS website, and the HMIS Data Standards Manual and project specific manuals on the HUD Exchange (HTML). This is required for all projects and is based on the client s project Entry Date. Timeliness clarifications timeliness is based on a meta data element of entry/exit creation date and is compared to the client s project entry date. Deletion of Exits if a client was exited in error, and Exit can be deleted. Please use caution when deleting, and contact the Help Desk for support. Next Meeting Friday, 09/22/2017 All User Annual Training Space is limited and registration is required, 2017 DuPage HMIS Annual All User Training (HTML). An will be sent out at a later date regarding the webinar trainings. *November meeting moved to November 17 th due to the Holiday.*

3 DuPage HMIS Agency Data Administrator Training 2017 HMIS DATA STANDARDS JULY 28, 2017

4 HUD Updates Final HMIS Rule still pending Three Notices will be released in Draft form for a Comment Period Software and Data Quality Privacy and Security HMIS Governance New Data Standards effective 10/1/2017

5 2017 Data Standard Changes

6 Summary Re-Classification and numbering of data elements Updated Data Collection Guidance Picklist changes throughout Minor wording changes

7 Project Descriptor Data Element Managed by System Admin Data Provided by Agency Data Admin New Elements Operating Year Start Date Operating Year End Date New Federal Funding Sources Project Street Address

8 Universal Data Elements One and only one per Client Record Changed/New Elements: Gender Non-Conforming

9 Universal Project Stay Data Elements One or more values per client or household project stay. Changed/New Elements: Project Start/End Housing Move in Date Living Situation and Exit Destination

10 Common Project Specific Data Elements Changed/New Elements: Contact

11 Individual Federal Partner Program Elements - RHY Referrals Provided By retired Family Unification Achieved retired Referral Sources picklist Critical Issues reduced Services Provided reduced Project Completion Status reduced Counseling new element Safe and Appropriate Exit new element Aftercare reduced

12 Individual Federal Partner Program Elements - VA Changed/New Elements: Use of Crisis Services retired VAMC Station Code changes from text field to Dropdown list Connection with SOAR - New

13 Meta Data Elements New Elements: Written Client Consent

14 ART Gallery Report 0640 HUD Data Quality Framework Report Contents 1. INTRODUCTION: REPORT INSTRUCTIONS AND PROMPTS: DESCRIPTION AND LAYOUT: Summary Tabs B through I Detail Tabs Tab C Additional Information ALERTERS: This report contains no Alerters INPUT CONTROLS: Tabs B, C, D, H and I TECHNICAL INFORMATION: How the data are pulled: Technical Notes: Modification options: MAPPING OBJECTS: REVISION HISTORY: Bowman Systems Page 1 of HUD Data Quality Framework Report ART Gallery Report v5

15 1. INTRODUCTION: This report is intended to be used to provide HUD with Data Quality metrics on a CoC for use in the Annual CoC Program Competition. It is also consistent with CoC and ESG Program (ESG will be updated in the latter part of 2017) Data Quality reporting. Programming specifications are provided for this report as a part of the HMIS Reporting Glossary. It is expected that all or parts of this report will be used in the CoC annual grant application (to discount system performance measures accordingly); Annual Performance Reports for CoC; and CAPER reports (CAPER is pending). Placing the code in the Glossary allows other federal partner projects can also adopt these tables or methods for their reporting purposes. This report should be run as needed to report to HUD and to maintain data quality throughout the year. HUD specifications can be found here: Standard Reporting Terminology Glossary.pdf Prerequisites and workflow requirements: Use of a standard HUD Workflow by participating providers Proper recording of CoC Code, Program Type Code and Shelter Service Code in the Admin Provider Configurations for each provider in the dataset. Compatibility and system requirements: This report requires ServicePoint or higher and ART REPORT INSTRUCTIONS AND PROMPTS: The easiest way to start using this report is to navigate to the auto mapper. This is a folder that has the reports automatically mapped to your site, so that you don t have to map them yourself. You can navigate to the auto mapper as shown in Figure 2.1 below: Figure 2.1 Requests for additional information concerning the report function/design should be directed to Bowman Systems Customer Support Specialist (CSS) staff. Bowman Systems Page 2 of HUD Data Quality Framework Report ART Gallery Report v5

16 How to run: Upon opening the report, the User will be prompted to specify parameters which control the data returned by the report. Once the User has provided these parameters by responding to the user prompts, a green check mark will appear next to each field to indicate that a selection has been made. The User should then single click the Refresh Data button to generate the report. The user prompts contained in this report are: Figure Select Provider(s): This prompt is optional. Click the refresh list icon and wait for the left window to refresh. Now select the providers to include by highlighting them in the left window and moving them into the right window using the right selection arrow. 2. Select CoC Code(s): This prompt is optional. Either leave None Selected in the prompt or click the refresh list icon and wait for the left window to refresh. Now select the provider CoC Codes to include by highlighting them in the left window and moving them into the right window using the right selection arrow 3. Select Reporting Group Name: This prompt is optional. Either leave None Selected in the prompt or click the refresh list icon and wait for the left window to refresh. Now select the Reporting Group Name to include by highlighting it in the left window and moving into the right window using the right selection arrow. 4. EDA Provider: The user should select the EDA provider to run the report as, or leave it at the " Default Provider " if the default has the appropriate security level. 5. Enter Effective Date: Enter or select the desired Effective Date 6. Enter Start Date: Enter the desired Start Date. 7. Enter End Date PLUS 1 Day: Enter the desired End Date plus 1 day. Bowman Systems Page 3 of HUD Data Quality Framework Report ART Gallery Report v5

17 3. DESCRIPTION AND LAYOUT: 3.1 Summary This tab contains the Report Validation Table and information about Data Quality for the projects selected in the prompts. Figure 3.1a Notes: Q1 is a validation table. Not all values are not necessarily used in the report. All counts for the entire report are as of the last project stay Age is calculated at Entry for the last project stay Chronic Homelessness is calculated at entry for the last project stay Head of Household is determined by the Relationship to Head of Household data element Bowman Systems Page 4 of HUD Data Quality Framework Report ART Gallery Report v5

18 Figure 3.1b Notes: Q2 provides Client Doesn t Know/Refused and Missing Data counts for Personally Identifiable Information Data Issues refer to Partial Name, Partial SSN or Approximate DOB Figure 3.1c Notes: Q3 provides Client Doesn t Know/Refused and Missing Data counts in the Error Count column Project Entry Date provides information about overlapping project stays Disabling Condition provides information about both the Does Client Have Disabling Condition and inconsistent values in the Disability Sub assessment Destination is only calculated for Leavers. Bowman Systems Page 5 of HUD Data Quality Framework Report ART Gallery Report v5

19 Figure 3.1d Notes: Q4 provides Client Doesn t Know/Refused and information about Missing Data counts for Income at Entry, Annual and Exit Only adults are included in this section Only Stayers 365+ days and Leavers are included. If additional client detail is needed run either the 0260 CoC APR DQ report or the 0703 Income Growth Report. Figure 3.1e Notes: Q5 provides a count of total records for Adults and Heads of Household Missing Time in Institution counts clients above who have a Residence Prior of Institution and are missing Length of Stay Missing Time in Housing counts clients above who have a Residence Prior of Housing and are missing Length of Stay Approximate Start Date of Homelessness, Number of Times Homeless and Number of Months Homeless include both Missing and Client Doesn t Know/Client Refused Bowman Systems Page 6 of HUD Data Quality Framework Report ART Gallery Report v5

20 Figure 3.1f Notes: Q6 provides a count of total Entry Records and Exit Records for all project types that is categorized by the number of days between the event and the data entry into HMIS. Figure 3.1f Notes: Q7 provides a Record Count for Adult/Head of Household Clients in Outreach or Emergency shelter AND a Record Count all clients in Emergency Shelter NbN Inactive records for Contacts are those where more than 90 days pass from an Outreach Contact and no exit is recorded Inactive records for Bed Nights are those where more than 90 days pass from a recorded shelter night and no exit is recorded Bowman Systems Page 7 of HUD Data Quality Framework Report ART Gallery Report v5

21 3.2 Tabs B through I Detail Tabs These tabs contain the detailed information for each of the tables on Tab A and are marked accordingly in the header (Figure 3.2). Client Doesn t Know/Refused (DKR) and Missing (Error) are marked accordingly. Income errors are marked in terms of the Annual Assessment Status. Figure Tab C Additional Information This tab contains the information included in the prompts and a list of all providers in the report with Client Count and Last Entry Exit Count specified per provider. Figure 3.3 Bowman Systems Page 8 of HUD Data Quality Framework Report ART Gallery Report v5

22 4. ALERTERS: 4.1 This report contains no Alerters. 5. INPUT CONTROLS: 5.1 Tabs B, C, D, H and I Tabs B, C, D, H and I have Input Controls that will assist the user in filtering the data to a smaller dataset to identify and locate clients with data quality issues similar to those found on Tab B (figure 5.1). The income tabs do not have input controls, but other reports like the 0260 CoC APR Data Quality Report or the 0703 Income Growth Report can be used to better locate clients with data errors. Figure 5.1 Bowman Systems Page 9 of HUD Data Quality Framework Report ART Gallery Report v5

23 6. TECHNICAL INFORMATION: 6.1 How the data are pulled: The first query, EE Providers, pulls providers from resourcepoint_u in the following ways: Providers in the Select Provider(s) prompt Providers with a new CoC Code as selected in the Selected CoC Code(s). AND Providers in the Select Reporting Group Name prompt The second query, NBN Providers, pulls providers from resourcepoint_u in the following ways: Providers in the Select Provider(s) prompt Providers with a new CoC Code as selected in the Selected CoC Code(s). AND Providers in the Select Reporting Group Name prompt Provider Program Type Code is Emergency Shelter and Method for Tracking Emergency Shelter Utilization is Night By Night. The third query BISData, pulls in clients from eecutoff_u in the following way: Entry Exit data where the Client is active, the Entry Exit is active, and the Start Date for the entry overlaps the goal posts or the prior year goal posts for providers in list with those from Provider EE AND Provider is not Street Outreach OR Provider is Street Outreach and there is a Date of Engagement recorded on the EE that is not after the Report End Date OR Providers that are listed in the Provider Shelter NbN where clients have a shelter stay or service transactions as described below: o Pulls service transactions for Clients with provider in list with Provider Shelter NbN where the Client is active and there is an active service, current or prior year AND either Service Shelter = Yes OR one of the listed shelter service codes. The fourth query Detail, pulls in clients from client_u in the following way: Combined query 1 pulls details from NbN Combined query 2 pulls details for Street Outreach projects with Date of Engagement (not after Report End Date) and Date of Contact (not after Report End Date) The fifth, sixth and seventh queries Disab, Inc Entry and Inc Exit, pull in clients from eecutoff_u in the following ways: Disability Determination is Yes, Long Duration is Yes and Sub assessment values fall within the Entry/Exit Income at Entry and Income at Exit are Yes for Receiving Income with HUD Income Types and sub assessment values fall within the Entry/Exit The eighth query Annual Assmt, pulls in clients in the review_u in the following way: Annual Assessment is recorded within the Entry/Exit that is in the date range. Bowman Systems Page 10 of HUD Data Quality Framework Report ART Gallery Report v5

24 6.2 Technical Notes: 1. This report must process a significant amount of data when run for a full CoC. If there is report processing slowness, it may either be scheduled or run the report with only the Bowman Systems LLC provider selected for the first run of the day and then re run with the desired dataset. 2. The logic in this Data Quality Report Framework varies from other ART Gallery DQ report logic and therefore reports should not be compared when identifying errors or counts. 3. Non HUD values appear as missing throughout the report. 4. Future dated Entry Exits will not tally in the report count, but will appear in the detail tab. 5. HUD has indicated to System Administrators that the report format will not match up to the screens provided in the HDX for data entry. Use care when transferring data. Multiple report runs may be required for some communities to pull the needed datasets. 6.3 Modification options: 1. This report is based on HUD established Data Quality Framework reporting specifications provided to HMIS Software Solutions Providers. Modification is not recommended. Bowman Systems Page 11 of HUD Data Quality Framework Report ART Gallery Report v5

25 7. MAPPING OBJECTS: A listing of the report objects and their source universe and source folder is provided below. Objects are arranged by query and by object type. Bowman Systems Page 12 of HUD Data Quality Framework Report ART Gallery Report v5

26 QUERY NAME OBJECT TYPE FIELD NAME LOCATION Provider Provider folder CoC Code Provider / HUD Standards Information / CoC Code folder Result CoC Code Start Date Provider / HUD Standards Information / CoC Code folder Objects: EE Providers resourcepoint_u NBN Providers resourcepoint_u BISData ee cutoff_u CoC Code End Date HUD Standards Information Method for Tracking Residential Program Occupancy HUD Standards Information Program Type Code Provider / HUD Standards Information / CoC Code folder Provider / HUD Standards Information folder Provider / HUD Standards Information folder Query Filters: Reporting Group Provider Provider folder Provider Provider folder CoC Code Provider / HUD Standards Information / CoC Code folder Result CoC Code Start Date Provider / HUD Standards Information / CoC Code folder Objects: Provider / HUD Standards Information CoC Code End Date / CoC Code folder HUD Standards Information Method for Tracking Residential Program Occupancy HUD Standards Information Program Type Code Provider / HUD Standards Information folder Provider / HUD Standards Information folder Query Filters: Reporting Group Provider Provider folder Client Uid Client Unique Id Entry Exit Uid Entry Exit Provider Id Entry Exit Entry Date Entry Exit Exit Date Entry Exit Group Id Entry Exit Type Entry Exit Provider Program Type Code Result Client Age at Entry Objects: Client Date of Birth Client Date of Birth Type Client Gender Client Ethnicity Client First Name Client Name Data Quality Client Soc Sec No Dashed Client SSN Data Quality Client Veteran Status US Military Veteran Bowman Systems Page 13 of HUD Data Quality Framework Report ART Gallery Report v5

27 Detail ee cutoff_u Filter Objects: Result Objects: Relationship to Head of Household Client Primary Race Client Secondary Race Third Race Fourth Race Fifth Race Client Location Does the client have a disabling condition Entry Exit Date Added Entry Exit Date Updated Residence Prior to Project Entry On the night before did you stay on the on the streets, ES or SH in the past three years including today Approximate date homelessness started Regardless of where they stayed last night Number of times the client has been on the street including today Total number of months homeless on the street, in ES or SH in the past three years Length of stay in previous place Entry Exit Destination Entry Exit Review Id Income from Any Source Client Inactive Entry Exit Inactive Date of Engagement Service Provide Provider Service Inactive Service Code Service Shelter Item Service Provide End Date Service Provide Start Date Client Uid Client Unique Id Entry Exit Uid Entry Exit Provider Id Entry Exit Entry Date Entry Exit Exit Date Entry Exit Group Id Entry Exit Provider Program Type Code Service Uid Bowman Systems Page 14 of HUD Data Quality Framework Report ART Gallery Report v5

28 Service Code Service Provide Start Date Service Provide End Date Service Provider Provider Client Inactive Entry Exit Inactive Date of Engagement Filter Date of Contact Objects: Service Inactive Service Code Service Shelter Item Client Uid Client Unique Id Entry Exit Uid Entry Exit Provider Id Entry Exit Entry Date Entry Exit Exit Date Entry Exit Group Id Entry Exit Type Entry Exit Provider Program Type Code Client Age at Entry Does the client have a disabling Result condition Objects: Recordset Id Disability Type Disability determination If yes, expected to be of long Disab and continued duration and ee cutoff_u substantially impairs ability to live independently Start Date End Date If Yes for Domestic violence victim/survivor, when experience occurred Client Inactive Entry Exit Inactive Inactive Provider Date of Engagement Filter Service Provide Provider Objects: Service Inactive Service Code Service Shelter Item Service Provide End Date Service Provide Start Date Income Entry Client Uid Bowman Systems Page 15 of HUD Data Quality Framework Report ART Gallery Report v5

29 ee cutoff_u Income Exit ee cutoff_u Result Objects: Filter Objects: Result Objects: Filter Objects: Client Unique Id Entry Exit Uid Entry Exit Provider Id Entry Exit Entry Date Entry Exit Exit Date Entry Exit Group Id Entry Exit Provider Program Type Code Client Age At Entry Source of Income Monthly Income Income from any source Recordset Id Start Date End Date Client Inactive Entry Exit Inactive Inactive Date of Engagement Service Provide Provider Service Inactive Service Code Service Shelter Item Service Provide End Date Service Provide Start Date Inactive Receiving Income Source Client Uid Client Unique Id Entry Exit Uid Entry Exit Provider Id Entry Exit Entry Date Entry Exit Exit Date Entry Exit Group Id Entry Exit Provider Program Type Code Client Age At Entry Source of Income Monthly Income Income from any source Recordset Id Start Date End Date Client Inactive Entry Exit Inactive Date of Engagement Service Provide Provider Service Inactive Bowman Systems Page 16 of HUD Data Quality Framework Report ART Gallery Report v5

30 Income Assmt review_u Result Objects: Filter Objects: Service Code Service Shelter Item Service Provide End Date Service Provide Start Date Inactive Receiving Income Source Client Uid Client Unique Id Entry Exit Uid Entry Exit Provider Id Entry Exit Entry Date Entry Exit Exit Date Entry Exit Group Id Entry Exit Provider Program Type Code Client Age At Entry Source of Income Monthly Income Income from any source Recordset Id Start Date End Date Client Inactive Entry Exit Inactive Date of Engagement Service Provide Provider Service Inactive Service Code Service Shelter Item Service Provide End Date Service Provide Start Date Inactive Receiving Income Source 8. REVISION HISTORY: Version V1 V2 V3 V4 V5 Description of Changes Original version BETA Revision: Adjusted calculations for Client Location and Tab E Multi value; added Annual Assessment info. Revision: Adjusted calculations for DOB, HoH Relate; added Dummy EE Provider. Revision: Removed EE Provider matching EE Provider for Contact. Revision: Adjustment to Annual Assessment calculation; addition to Tab B detail for LOS variable. Bowman Systems Page 17 of HUD Data Quality Framework Report ART Gallery Report v5

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