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Background
The [HUDX-225] HMIS Data Quality Report is a HUD report that reviews data quality across a number of HMIS data elements. For more information you may click here to visit the OC HMIS Documents Page.
HMIS Data Quality Standards
From the OC HMIS Policies and Procedures (page 16, Section XII, b, ii): All data entered into the OC HMIS must meet applicable Data Quality standards based on project type as outlined in the table below:
| Project Type | UDE and Entry | Exit |
|---|---|---|
| Permanent Supportive Housing and Other Permanent Housing | 95% | 95% |
|
Homeless Prevention |
95% | 95% |
| Rapid Re-Housing | 95% | 95% |
| Transitional Housing | 95% | 95% |
| Emergency Shelter | 90% | 65% |
| Street Outreach | 85% | 50% |
| Services Only | 85% | 50% |
This means that all data elements required for that project type and funding source should meet the completeness thresholds in the above table. Data elements' completeness score is lowered when the responses for these data elements are blank, Data Not Collected, Client Doesn't Know, or Client Refused in HMIS. Run the following two reports every month to stay on top of your agency's data completeness.
**IMPORTANT NOTE** Under no circumstances may agency staff attempt to pressure a client who has refused to provide or does not know the answer to ANY data element into providing an answer so that the agency's data quality will not be impacted. Clients cannot be refused service if they refuse or do not know the answers to required data elements.
HMIS Data Quality Report
This is a report created by HUD to monitor data quality. Unlike the second report we will look at in this lesson, this report only captures data for the client's latest enrollment during the reporting period. This means if a client was enrolled in your Emergency Shelter project from January 1st, 2018 - January 15th, 2018, then moved to your Transitional Housing project on January 15th, 2018, only the Transitional Housing enrollment will appear on the HMIS Data Quality Report for the month of January 2018.
To run the HMIS Data Quality Report, select it from the HUD Reports section of the Reports library. Click Run to set up your parameters:
Parameters:
- Program Type
- Program Status (Select "Active" to only see your agencies Active programs)
- Program Name
- Start and End Date
- Output Mode (Regular = Summary, Details = Details)
Select Summary (Regular) for your Output Mode and Web Page for your Report Type for this lesson.
When your report runs, you will see table Q1 listing various categories of clients and how many clients in each category are represented in the report. Beginning with table Q2, you will see data elements grouped by type and their percentage of errors:
In this sample report, there is a 42.86% Error Rate for Race. This means that the program's completeness score for Race is 57.14% (100% minus the Error Rate). If you selected Web Page for your report type, you can easily see which records are causing completeness errors by clicking any of the numbers highlighted in yellow in this example. A new tab will open up showing you a list of all of the records that are missing whichever data element you clicked on. For example, if you were to click on the 2 under the Missing Information column for Race, you would see:
These are all clients that were entered into a program with missing information for Race. Using this report, you could search for each of these clients in HMIS, and correct any missing or incorrectly entered data elements included on the report. In the screen shot below, you can see that Mu Fasa does not have an answer selected for Race on the Client Profile page.
Subsequent sections will identify data quality errors in other data elements and offer the same ability to click on the Error Count to see exactly which enrollments are causing the error. Check out this article on saving web page reports to be able to save this report to your desktop and keep the live links to client profiles after you exit out of HMIS.
