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    The [HUDX-225] HMIS Data Quality Report is a HUD report that reviews data quality across a number of HMIS data elements. For this reference tool, we have adapted and summarized the guidance provided in the HMIS Reporting Terminology Glossary, which includes the report programming specifications; where necessary, we have included key definitions from the HMIS Data Dictionary. For questions regarding this reference tool and the HUD Data Quality report, contact the Bitfocus Helpdesk. 

    You can find a downloadable PDF version of this information attached at the bottom of the article.

    Key Definitions

    • Missing Data: Missing data is defined to mean data where the answer is data not collected, is null or blank, or where the entire form or table record on which that field resides is completely absent.
    • Latest Project Stay Only: This report should use each relevant client’s latest project stay (i.e., latest program enrollment).

    Report Sections

    Header

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    Report Field Description
    Report Period

    These are the dates selected by the user in the report menu. If the program enrollment ends on a date during or after the reporting period, the report will include that client record.

    For example, if the report is run for the first quarter of 2017 (Jan 1 through Mar 31), and Client A has a program an exit date of Jan 2, the client will still be considered active for the reporting period and counted in this report. If Client 2 has an exit date of April 1, then Client B is also considered active during the reporting period. 

     

    Q1 Report Validation Table 

    The Q1 Report Validation table provides the total unduplicated counts for clients in each category. These counts are used later in the report for calculating error rates. 

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    Report Field Description
    Total number of persons served Count of people (all members of each household) with an active project enrollment during report period. 
    Number of adults (age 18 or over)  Count of every person 18+ years old with an active enrollment during report period. 
    Number of children (under age 18)  Count of every under 18 years old with an active enrollment during report period. 
    Number of persons with unknown age  Count of every person with missing DOB, incorrect DOB data quality field selection, or other incorrect DOB data that causes the system to be unable to calculate client age. 
    Number of leavers  Count of every person who exited the project and are no longer enrolled as of last day of reporting period. 
    Number of adult leavers  Count of every person 18+ years old who exited the project and are no longer enrolled as of last day of reporting period. 
    Number of adult and head of household leavers  Count of all adults and Heads of Households (HoH) who exited the project and are no longer enrolled as of last day of reporting period.
    Number of stayers Count of every person who was active in the project on last day of report date range. A stayer’s exit date is either blank or is dated after the report end date 
    Number of adult stayers Count of every person 18+ years old who was active in the project on last day of report date range 
    Number of veterans Count of people served during reporting period where Veteran Status = Yes 
    Number of chronically homeless persons  Count of adults, head of households and household members who meet the definition of chronic homeless based on combination of [Disabling Condition] field and fields in the Living Situation section of program enrollment screens in HMIS that indicate either more than one year of homelessness or more than four periods of homelessness in the past three years. 
    Number of youth underage 25  Count of people age 12-24 years old active during report range where no other household member is above 24 years old
    Number of Parenting Youth Under Age 25 with Children  Count of youth (defined above) with household members under age 18 who are designated as HoH’s child 
    Number of Adult Heads of Household  Count of HoH’s who are 18+ years old
    Number of child and unknown-age heads of household  Count of HoH’s who are under 18 years old or whose age is unknown 
    Heads of households and adult stayers in the project more than 365 days  Count of HoH and people over 18 years old with enrollment start date over a year ago (365 days). 

     

    Q2 Personally Identifiable Information (PII)

    The Q2 Person Personally Identifiable Information table shows counts of records where the named field contains Client doesn't know or Client refused, where data is missing , or where data does not comply with specific rules. Although records can meet criteria allowing them to be counted in more than one column, they are only counted in the column for the first match. 

    The % of Error Rate is calculated using the total number of persons served as the denominator (field 1 from Q1 Report Validation Table above). For example, in the screenshot, the sum of errors on the [Name] field errors equals 2 (0+1+1). The total number of persons served equals 46. 2/46 = 4.35% error rate.

    Numbers in parentheses after each element (i.e. Name ( 3.1 )) correspond to HUD data standard elements.

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    Report Field Client Doesn't Know/Refused Information Missing Data Issues % of Error Rate
    Name [Quality of Name] field contains Client doesn’t know or Client refused.  [First Name] or [Last Name] is missing .  [Quality of Name] field contains Partial, street name, or code name  % of error rate = sum of Name errors / total people served. 
    Social Security Number (SSN) [Quality of SSN] field contains Client doesn’t know or Client refused.  [Social Security Number] is missing. 

    [Quality of SSN] field contains Approximate or partial SSN reported or the SSN violates Social Security Administration rules for a valid SSN:

    • Contains a non-numeric character
    • Is not 9 digits long
    • First three digits are 000, 666, or in the 900 series
    • The second group / 5th and 6th digits are 00
    • The third group / last four digits are 0000
    • SSN has repetitive (e.g. 333333333) or sequential (e.g. 345678901, 987654321) numbers for all 9 digits 
    		 % of error rate = sum of SSN errors / total people served. 
    Date of Birth (DOB) [Quality of DOB] field contains Client doesn't know or Client refused.  [Date of Birth] is missing. 

    [Quality of DOB] field contains Approximate or partial DOB reported or where DOB is:

    • Prior to 1/1/1915
    • After the date the client record was created
    • Equal to or after the project start date 
    		 % of error rate = sum of DOB errors / total people served. 
    Race [Race] field contains Client doesn't know or Client refused, even if a specific race is also selected.  [Race] is missing.  None  % of error rate = sum of Race errors / total people served. 
    Ethnicity [Ethnicity] field contains Client doesn't know or Client refused.  [Ethnicity] is missing.  None  % of error rate = sum of Ethnicity errors / total people served. 
    Gender [Gender] field contains Client doesn't know or Client refused. [Gender] is missing.  None  % of error rate = sum of Gender errors / total people served. 
    Overall Score Overall error rate % = the unique count of clients with PII errors / total people served. Each client is counted only once, even if there are multiple data quality issues in multiple fields in this table. 

     

    Q3 Universal Data Elements

    The Q3 Universal Data Elements table shows counts of records where the named field contains Client doesn't know or Client refused, where data is missing, or where data does not comply with specific rules. Unlike the Q2 table, the error counts in the Q3 table are not separated by type and are combined into one count. 

    The % of Error Rates are calculated using the following fields from the Q1 Report Validation Table as the denominators, depending on the error count:

    • Number of Adults (Veteran Status)
    • Total Number of Persons Served (Project Start Date, Relationship to Head of Household, Disabling Condition)
    • Number of Adult HoH + Number of Child and Unknown Age HoH (Client Location)

    Numbers in parentheses after each element (i.e. Veteran Status ( 3.7 )) correspond to HUD data standard elements.

    2017-09-14_14-47-30.jpeg

    Report Fields Error Count % of Error Rate
    Veteran Status

    Count of:

    • adults where [Veteran Status] is Client doesn't know, Client refused, or missing ;
    • [Veteran Status] is Yes, but client age is less than 18. 
    		 % of error rate = count of Veteran Status errors / number of adults. 
    Project Start Date Count of overlapping enrollments by client in the same project, indicated by [Program Start Date] occurring before the [Program Exit Date] for an earlier project start.  % of error rate = count of Project Start Date errors / total number of persons served. 
    Relationship to HoH

    Count of enrollments where:

    • [Relationship to Head of Household] is missing;
    • There is no HoH indicated for the household;
    • More than one client in the household is identified as HoH. 
    		 % of error rate = count of Relationship to HoH errors / total number of persons served. 
    Client Location

    Count of households where:

    • HoH is missing [Client Location] code (Continuum of Care (CoC) location) at project start;
    • Code does not match HUD-defined codes

    Note: this field is auto-populated for all records entered manually. 

    		 % of error rate = count of Client Location errors / sum of adult HoH and child/unknown age HoH. 
    Disabling Condition

    Count of enrollments where:

    • [Disabling Condition] is Client doesn't know, Client refused, or missing;
    • [Disabling Condition] is No, but at least one of the following is marked Yes:
      • [Long Term Physical Disability]
      • [Substantially Impairs Independence]
      • [Long Term Chronic Health Condition]
      • [Long Term Mental Health Problem]
      • [Long Term Substance Abuse Problem]
    		 % of error rate = count of Disabling Condition errors / total number of persons served. 

     

    Q4 Income and Housing Data Quality

    The Q4 Income and Housing Data Quality table shows counts of records where the named field contains Client doesn't know or Client refused, where data is missing, and/or where a response to whether client has income is inconsistent with income source information. The error counts in the Q4 table are not separated by error type but are combined into one count. 

    The % of Error Rates are calculated using the following fields from the Q1 Report Validation Table as the denominators, depending on the error count:

    • Number of Leavers (Destination)
    • Number of Adult HoH + Number of Child and Unknown Age HoH (Income and Sources at Start)
    • HoH and adult stayers in the project more than 365 days (Income and Sources at Annual Assessment)
    • Number of adult and HoH leavers (Income and Sources at Exit)

    Numbers in parentheses after each element (i.e. Destination ( 3.12 )) correspond to HUD data standard elements.

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    Report Fields Error Count % of Error Rate
    Destination

    Count of leavers where [Destination] is Client doesn't know, Client refused, No exit interview completed, or missing. 

    		 % of error rate = count of Destination errors / number of leavers. 
    Income and Sources at Start

    Count of number of adults and HoH where:

    • [Income from Any Source] at project start is Client doesn't know, Client refused, or missing;
    • [Income from Any Source] at project start is No but one or more income sources are selected;
    • [Income from Any Source] at project start is Yes but no income sources are selected. 
    		 % of error rate = count of Income and Sources at Start errors / sum of adult HoH and child/unknown age HoH. 
    Income and Sources at Annual Assessment

    Count of number of adults and HoH with project stays greater than or equal to 365 days as of the end of the reporting period where:

    • No Annual Assessment has been completed within 30 days of project enrollment date anniversary;
    • An Annual Assessment has been completed within the appropriate timeframe, but:
      • [Income from Any Source] is Client doesn't know, Client refused, or missing;
      • [Income from Any Source] is No but one or more income sources are selected;
      • [Income from Any Source] is Yes but no income sources are selected. 
    		 % of error rate = count of Income and Sources at Annual Assessment errors / HoH and adult stayers in the project more than 365 days 
    Income and Sources at Exit

    Count of number of adults and HoH where:

    • [Income from Any Source] at project exit is Client doesn't know, Client refused, or missing;
    • [Income from Any Source] at project exit is No but one or more income sources are selected;
    • [Income from Any Source] at project exit is Yes but no income sources are selected. 
    		 % of error rate = count of Income and Sources at Exit errors / number of adult and HoH leavers 

    Non-Cash Benefits at Start

    Count of number of adults and HoH where:

    • [Receiving Non-Cash Benefits] at project start is Client doesn't know, Client refused, or missing;
    • [Receiving Non-Cash Benefits] at project start is No but one or more non-cash benefits are selected;
    • [Receiving Non-Cash Benefits] at project start is Yes but no non-cash benefits are selected. 
    		 % of error rate = count of Non-Cash Benefits at Start errors / sum of adult HoH and child/unknown age HoH.  

    Non-Cash Benefits at Annual Assessment

    Count of number of adults and HoH with project stays greater than or equal to 365 days as of the end of the reporting period where:

    • No Annual Assessment has been completed within 30 days of project enrollment date anniversary;
    • An Annual Assessment has been completed within the appropriate timeframe, but:
      • [Receiving Non-Cash Benefits] is Client doesn't know, Client refused, or missing;
      • [Receiving Non-Cash Benefits] is No but one or more non-cash benefits are selected;
      • [Receiving Non-Cash Benefits] is Yes but no non-cash benefits are selected. 
    		 % of error rate = count of Non-Cash Benefits at Annual Assessment errors / HoH and adult stayers in the project more than 365 days 

    Non-Cash Benefits at Exit

    Count of number of adults and HoH where:

    • [Receiving Non-Cash Benefits] at project exit is Client doesn't know, Client refused, or missing;
    • [Receiving Non-Cash Benefits] at project exit is No but one or more non-cash benefits are selected;
    • [Receiving Non-Cash benefits] at project exit is Yes but no non-cash benefits are selected. 
         		 % of error rate = count of Non-Cash Benefits at Exit errors / number of adult and HoH leavers  

     

    Q5 Chronic Homeless

    The Q5 Chronic Homeless table shows counts of records where data fields related to living situation data contain Client doesn't know, Client refused, or are missing values. 

    Count of Total Records calculates the number of adults and Heads of Household (HoH) active during reporting period in:

    • Emergency Shelter (ES), Safe Haven (SH), Street Outreach
    • Transitional Housing (TH)
    • All types of Permanent Housing (PH)
      • PH – Permanent Supportive Housing (disability required for start)
      • PH – Housing Only
      • PH – Housing with Services (no disability required for start)
      • PH – Rapid Re-housing

    Numbers in parentheses after each column element (i.e. Missing time in institution ( 3.917.2 )) correspond to HUD data standard elements.

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    Report Fields Count of Total Records Missing Time in Institution Missing Time in Housing Approx Date Started DK/R/Missing Number of Times DK/R/Missing Number of Months DK/R/Missing % of Records Unable to Calculate
    ES, SH, Street Outreach Adults and HoH

    Counts of adults and HoH where [Type of Residence] is one of the following:

    • Foster care home or foster care group home
    • Hospital or other non-psychiatric residential facility
    • Jail, prison or juvenile detention center
    • Long term care facility or nursing home”
    • Psychiatric hospital or other psychiatric facility
    • Substance abuse treatment facility or detox center

    And [Length of Stay in Prior Living Situation] is Client doesn't know, Client refused, or missing . 

    Counts of adults and HoH where [Type of Residence] is one of the following:

    • Any Owned by Client... option
    • Permanent housing for formerly homeless persons
    • any Rental by client... option
    • Residential project or halfway house with no homeless criteria
    • Staying or living in a friend | family member’s room, apartment or house
    • Transitional housing for homeless persons

    And [ Length of Stay in Prior Living Situation] is Client doesn't know, Client refused, or missing. 

    Counts of adults and HoH where [Type of Residence] is one of the following:

    • Place not meant for habitation
    • Emergency shelter including hotel/motel paid for with voucher
    • Safe Haven
    • Interim Housing

    And [Approximate Date Homelessness Started] is Client doesn't know, Client refused, or missing. 

    Counts of adults and HoH where [Type of Residence] is one of the following:

    • Place not meant for habitation
    • Emergency shelter including hotel/motel paid for with voucher
    • Safe Haven
    • Interim Housing

    And [Number of times the client has been on the streets, in ES, or Safe Haven in the past three years] is Client doesn't know, Client refused, or missing. 

    Counts of adults and HoH where [Type of Residence] is one of the following:

    • Place not meant for habitation
    • Emergency shelter including hotel/motel paid for with voucher
    • Safe Haven
    • Interim Housing

    And [Total number of months homeless on the streets, in ES, or Safe Haven in the past three years] is Client doesn't know, Client refused, or missing. 

    		 % = number of unique adults and HoH missing one or more responses in columns to left, divided by total records in first column. 
    TH Adults and HoH
    PH (all) Adults and HoH
    Total Sum of Adults and HoH Totals

     

    Q6 Timelines

    The Q6 Timeliness table shows how many days between when a client enters or exits a program ([project start date] and [project exit date]) and when the record of that start or exit is created in HMIS ([date created] (timestamp). 

    The count of the number of active clients for each of the following periods of time are calculated for both Start Records and Exit Records:

    • 0 days
    • 1-3 days
    • 4-6 days
    • 7-10 days
    • 11+ days

    For example, if a client’s exit date was 2 days ago and the user is exiting the client today (creating an exit record in the database), then that client’s project exit record will be counted in the 1-3 days category.

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    Q7 Inactive Records (Street Outreach and ES-NbN only)

    The Q7 Inactive Records table reports how many street outreach and night-by-night shelter enrollments appear to be inactive (i.e. should have been exited but were not). Enrollments are considered inactive when there’s been no contact with or bed night activity for the client within 90 days. 

    2017-09-14_14-51-01.jpeg

    Report Fields # of Records # of Inactive Records % of Inactive Records
    Contact (Adults and HoH in Street Outreach or ES-NbN) Count of adults and HoH with active enrollments in Street Outreach or Night by Night Emergency Shelters during report period. 

    Count of clients with no contact recorded within 90 days of the project start date, or the previous contact date, whichever date is greater. Contact is defined as:

    • Outreach Contacts (Street Outreach)
    • Bed Night Services (ES-NbN)
    		 % of inactive records = count of inactive enrollments / count of adults and HoH with active enrollments in Street Outreach or Night by Night Emergency Shelters during report period. 
    Bed Night (All clients in ES-NbN)  Count of all clients active in Night by Night Emergency Shelters during report period.  Count of clients where the latest bed night service occurred more than 90 days before the end of the report period.  % of inactive records = number of inactive records / count of all clients active in Night by Night Emergency Shelters during report period. 

     

    Footer/Parameters

    The following table describes the parameter content of the footer.

    Report Field Description
    Programs Included in Data Set

    The report parameters include Program Type, Program Status in HMIS (active/inactive), Program(s), and Report Date Range.

    Program Type : Following HUD Data Standards, the following program types are available in Clarity Human Services:

    1. Emergency Shelter
    2. Transitional Housing
    3. PH - Permanent Supportive Housing (disability required)
    4. Street Outreach
    5. Service Only
    6. Other
    7. Safe Haven
    8. PH - Housing Only
    9. PH - Housing with Services (not disability required)
    10. Day Shelter
    11. Homelessness Prevention
    12. PH - Rapid Re-Housing
    13. Coordinated Assessment 

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    Running the Report

    Location

    A standard version, [HUDX-225] HMIS Data Quality Report [FY 2020], can be found in the HUD Reports section of the report library. This version can only be run for the agency the user is signed in as. A system administrator version is also available in the Administrator section of the report library and can be run across agencies.

    Parameters

    CoC Filtering Options

    A new feature has been added which allows large, multi-CoC, Clarity instances more flexibility in selecting clients/project stays to include in the report. Here is a brief description on how to use the various CoC filtering options:

    1. Choose a CoC filter category
      There are four levels of CoC filtering available. Only one option may be selected for each report:
      • Agencies in CoC - The report will only pull from Agencies with the selected CoC(s). All of the CoC selection filters have a multi-select option. To choose more than one option, select the first CoC, then Ctrl-click additional CoC(s).
      • Agencies with Programs in CoC - The report will only pull from Programs/Projects with the selected CoC(s).
      • Agencies with Sites in CoC - The report will only pull from Sites with the selected CoC(s).
      • Agencies with Bed Inventory in CoC - The report will only pull from Bed Inventories with the selected CoC(s). Be aware, choosing this option will limit to only those projects with Bed Inventories.
    • Program Type(s)
    • Program Status
    • Continuum Project - A new filtering option is now available. This status is taken from the Manage/Programs screen:
      • All
      • Yes
      • No
    • Program(s)
    • Report Date Range
    • Report Output Mode
      • Regular Report
      • Details Report - only available as Zip with XLSX format
    • Report Output Format
      • Web Page
      • PDF
      • Excel
    • Drilldown Output Format
      • Web Page
      • PDF
      • CSV

     

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