Background

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. This includes enrollments, exits, assessments, and services.

 

Monitoring Services Timeliness

To monitor data timeliness for services, use the Services Timeliness Report in the Data Analysis tab, for more information on how to access this tab please review the Running HMIS Canned Reports Knowledge Base article:

 

 

Set your reporting period to whatever time period you want to look at services data for.

 

**Remember that in Looker, you must add one day to the end of your reporting period. For example, if your reporting period is January 1st, 2018 - December 31st, 2018, you need to enter January 1st, 2019 as the end date. 

 

 

Download the report as Excel and make sure to select All Results in the Limit section, or else you will be missing data from the report:

 

 

Open the report in Excel. Type "Days Between Service Provision and Service Record" in cell K1 to add a "new" column:

 

 

To calculate the number of days between when a service was actually provided to the client and when it was entered into HMIS, we want to subtract the "Services Service Added Date" from the "Services Service Start Date." As long as you have not added any additional columns to the report, you can copy and paste the formula "=(J2-I2)" (no quotation marks) into cell K2, and drag the formula down to the bottom of the column. Now you should see numbers populate in column K. Apply a filter to your header row (row 1.)

 

Follow these steps to view all of the services that were entered into HMIS 3 days or longer after they were provided:

 

• Click the filter arrow on column K
• Hover over Number Filters
• Click on Greater Than Or Equal To
• Enter 3 into the box
• Click OK

 

Now your spreadsheet is filtered to only show you the services that were entered into HMIS three (3) days or longer after they were provided.

 

Calculating Average Number of Days to Enter Services

To calculate the average number of days your project takes to enter services for the time period you specified in your reporting period, you will need to use a PivotTable.

 

Click on Insert in the top left corner, then click PivotTable.

 

 

A popup should appear and all of the data on your spreadsheet should be selected automatically. Click OK.

 

 

A new tab will appear in your spreadsheet. On the right side you will see a sidebar called PivotTable Fields. Drag Programs to the Rows section and drag Days Between Service Provision and Service Record to the Values section.

 

 

Click on Sum of Days and click Value Field Settings. Change the value to Average and click OK.

 

 

Now you will see a list of your programs and the average number of days each program takes to record services.