Background

 

211OC publishes quarterly Data Quality Report Cards that show the percentage of data completeness, data accuracy and data timeliness for each active project in the OC HMIS.

Agencies can review and assess their projects' data timeliness by running the Data Timeliness Reports. In accordance with the OC HMIS Policies and Procedures (XXI, b, iii), all data must be entered into HMIS within 3 days of it occurring.

 

There are details and summary reports for Project Entry, Project Start, and Services data timeliness.

 

It is recommended to run these reports on a monthly basis in preparation for the Reports Cards publication. 

 

Running the Data Timeliness Reports

Step 1: Navigate to the Data Analysis tab of the Reports Page in HMIS, by following the instruction in the Running a Saved Look article.

Step 2: Locate the Data Quality section under the Orange County Clarity Systems Reports, and click Run next to the specific report you would like to run.

 

 

Details Reports

The data timeliness details reports are client-level reports that show the number of days it takes to record start, exit, and services data for each client in HMIS. All these reports run for the past one complete month by default. It is not necessary to change the parameters of the reports in order to run them. 

 

Project Start Data Timeliness Report

This report compares the Client's Project Start Date and the Date the Client's Enrollments was created in HMIS. The Days between Project Start Date and Date Added in HMIS column show how long did it take to create the client's enrollment in HMIS. 

If you would like to change the Report Period, you can change the Project Start Date Filter.

 

 

Project Exit Data Timeliness Report

This report compares the Client's Project Exit Date and the Date the Client was exited from the project in HMIS. The Days between Project Exit Date and Date Recorded in HMIS column show how long did it take to exit the enrollment from HMIS. 

If you would like to change the Report Period, you can change the Project Exit Date Filter.

 

 

Services Data Timeliness Report

This report compares the date a service was provided to a client with the date the service was recorded in HMIS. The Days between Service Provided Date and Date Added in HMIS column show how long did it take to record the specific service in HMIS.

If you would like to change the Report Period, you can change the Services Start Date Filter.

 

Summary Reports

The data timeliness summary reports are project-level reports that show the count of clients in a specific Data Timeliness interval for each project. Similarly to the Details reports, the summary reports run for the past one complete month by default and have the same parameters as their correspondent details report.

The Data Timeliness intervals for all the summary reports are: 0-7 days, 8-14 days, 15-30 days, and more than 30 days. 

 

Project Start Data Timeliness Report

Project Exit Data Timeliness Report

Services Timeliness Report

 

Downloading Results to Excel

 

In order to access to all the data in the reports, you should download the results to excel.

 

Step 1: Click the cog next to run and then click download

 

 

Step 2: In the file format field, select Excel Streepsheer (Excel 2007 or later). In the Limit field, select All Results; and then click Download.