hud data clean-up guide - amazon s3€¦ · 18/08/2017 · hud data clean-up guide using the 0640...

HUD Data Clean-Up Guide Using the 0640 HUD Data Quality Framework Report

1 08.18.2017

This guide is a tool to help assist you with understanding the ART 0640 Report so that project data can be reviewed,

verified, corrected, and ready for all HUD submissions!

REPORT: ART < Public Folder < Art Gallery Reports and Resources < Art Gallery Reports < 0640: HUD Data Quality Report Framework PROMPTS:

Select Provider CoC Code: LEAVE BLANK Select Reporting Group Name: LEAVE BLANK Select Provider: Search and select your project(s)

EDA Provider: LEAVE AS DEFAULT PROVIDER Effective Date: set to match the end date Enter Start Date: 10/01/20XX Enter End Date PLUS 1 Day: set to today’s date [or the end of the contract period] HOW TO READ THE REPORT: On the first excel tab labeled Tab A- Summary, you will see several tables. Each table provides an overview of project information and possible errors.

1. Table Q1. Report Validation

All projects should have ‘0’ number of persons with unknown age and ‘0’ number of child and unknown-age Heads of Household. Youth providers may have children Heads of Household but these clients should be check for accuracy. Reference Tab B for details.


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2. Table Q2. Personally Identifiable Information (PII) Numbers should be as close to ‘0’ as possible for Client Doesn’t Know/Refused, and numbers must be ‘0’ for Information Missing and Data Issues. Reference Tab C for details.

3. Table Q3. Universal Data Elements Error Count should be as close to ‘0’ as possible. Reference Tab D for details.

4. Table Q4. Income and Housing Data Quality

Error Count should be as close to’0’ as possible. Reference Tab E (Entry), Tab F (Annual), Tab G (exit) for details about errors with data related to income.


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5. Table Q5. Chronic Homelessness

Error Count should be as close to’0’ as possible. Reference Tab H for details about errors to questions related to determining chronic homelessness.

6. Table Q6. Timeliness Each Continuum of Care sets the standard for timeliness of data entry. Currently, the expectation is that data will be entered within 72 hours (3 days) of client entry/exit from a project. There is no data correction associated with this table; this table is to highlight were your project currently stands within the CoC’s expectation.

ULTIMATE GOAL: Little to no errors, missing data, or client don’t know/refused for Q1-Q5 (target an error rate of under 5.00%)

Key- General Report Responses

Missing/Null The field has no answer recorded.

Error The field has an answer but the answer conflicts with other recorded responses.

DKR The field has an answer of Client Doesn’t Know or Client Refused


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HOW TO READ THE REPORT (continued):

Tab B – Detail Q1

Group ID

Client UID 362 Client ID 362

EE ID 362

EE Provider EE Entry Date

EE Exit Date

Age at Entry

Relate HoH

Vet EE LOS

a123456 abcd0000000e0000f000 xxxx001 456869 Agency - Project Name (ID#)

7/29/2015 10/5/2015 30 Child N 68


7/29/2015 10/5/2015 8 Child N 68


7/29/2015 10/5/2015 5 Child Y 68


6/10/2016 2/2/2017 33 Self null 165


6/10/2016 2/2/2017 14 Child N 165


6/10/2016 2/2/2017 11 Child N 165


12/18/2014 1/20/2015 2 Self N 33


12/18/2014 1/20/2015 4 Self N 33

This table contains a row for each client who was in the project during the reporting period, and a box for each data quality

element. To be correct, all clients should have a valid age, relationship to Head of Household and Veteran status. Null and missing

information are not valid responses. Anyone under age 18 should have N listed in the veteran status. There must only client per

Group ID with Self listed in the Relate HoH Column. In general, those under 18 should not be listed as Self in the Relate HoH

column (some exclusions exist for Youth Providers). To make corrections, you must be in back date mode to the date the client

entered your project.

Box Key:

Group ID An ID number generated by ServicePoint to group households together

Client Unique ID

A unique identifier generated by ServicePoint to identify duplicate clients

Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)

EE ID An ID number generated by ServicePoint to identify Entry/Exits

EE Provider The name of the Agency and the Project name associated with the client

EE Entry Date The date the client started the project

EE Exit Date The date the client left the project (If a client is still enrolled in the project, the field will show be blank)

Age at Entry Age that the client was upon entry into the project

Relate HoH Relationship the client has to the Head of Household; found on the Household Tab AND tied to the Entry Assessment (ICA recommends correct the Relate to HoH on Q3 first).

Vet Veteran Status; found on the ClientProfile

EE LOS Total number of days between entry and exit


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Tab C- Detail Q2


EE ID 362

EE Provide

r

Entry Date

Exit Date

Name

DQ

SSN DQ

DOB DQ

Race DQ

Eth

DQ

Gender

DQ

Entry

Days

Exit Day

s

abcd0000000e0000f000

xxxx001 456869

Agency - Project Name (ID#)

7/29/2015 10/5/2015

4 56

abcd0000000e0000f000

xxxx002 456396


7/29/2015 10/5/2015

DKR 7 10

abcd0000000e0000f000

xxxx007 123698


12/18/2014 1/20/2015

9 514

abcd0000000e0000f000

xxxx008 158963


12/18/2014 1/20/2015

Missing Error DKR 88 514


element. To be correct, there can be no Missing or Errors. To make corrections, you must be in back date mode to the date the

client entered your project. These issues need to be corrected on the Client Profile.

Box Key:

Client Unique ID




EE Provider

The name of the Agency and the Project name associated with the client

EE Entry Date

The date the client started the project

EE Exit Date

The date the client left the project (If a client is still enrolled in the project, the field will show be blank)

Name DQ Name data quality. The Name and Name Data Quality field on the ClientProfile must both be completed and be congruent.

SSN DQ Social security number data quality. The Social Security and SSN Data Quality fields on the ClientProfile must both be completed and be congruent.

DOB DQ Date of Birth Data Quality. The Date of Birth and Date of Birth Type fields on the ClientProfile must be congruent.

Race DQ Race data quality. Missing and DKR responses responses on the Race field on the ClientProfile will be marked.

Eth DQ Ethnicity data quality. Missing and DKR responses on the Ethnicity field on the ClientProfile will be marked.

Gender DQ Gender data quality. Missing and DKR responses on the Gender field on the ClientProfile will be marked.

Entry Days The number of days taken to enter information into HMIS after the client’s actual entry.

Exit Days The number of days taken to enter information into HMIS after the client’s actual exit.


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Tab D – Detail Q3

Group ID Client UID 362 Client ID 362

EE ID 362

EE Provider

Entry Date

Exit Date

Vet DQ

Project Overlap

Relate HOH DQ

Loc DQ

Disab DQ

Dest DQ

a123456 abcd0000000e0

000f000 xxxx002 456396

Agency - Project Name (ID#) 7/29/2015 10/5/2015

No Overlap

a123456 abcd0000000e0

000f000 xxxx003 569896

Agency - Project Name (ID#) 7/29/2015 10/5/2015 Error

No Overlap

a123456 abcd0000000e0

000f000 xxxx005 586234

Agency - Project

Name (ID#) 6/10/2016 11/22/2016

No Overlap Error

a123456 abcd0000000e0

000f000 xxxx007 986893

Agency - Project Name (ID#) 12/18/2014 1/20/2015 Overlap Error Error

a123456 abcd0000000e0

000f000 xxxx008 789635

Agency - Project Name (ID#) 12/18/2014 1/20/2015

No Overlap Error Error


element. To be correct, there can be no Errors or Overlap, meaning the client has multiple entries into projects at the same time.

These issues need to be corrected in the Entry Assessment, except the Dest DQ which will be corrected in the Exit Assessment.

Box Key:

Group ID An ID number generated by ServicePoint to group households together

Client Unique ID A unique identifier generated by ServicePoint to identify duplicate clients



EE Provider The name of the Agency and the Project name associated with the client

Entry Date The date the client started the project

Exit Date The date the client left the project (If a client is still enrolled in the project, the field will show be blank)

Vet DQ Veteran Data Quality. Missing, DKR, or Error responses on the Veteran Status field on the ClientProfile (corresponds to the Vet error on Tab B).

Project Overlap Whether or not the client has overlapping entries in the project. All client records with an Overlap listed in this column must be corrected. When this column says Overlap there are two entries for the same project with overlapping service dates. Can be found on the Entry/Exit tab.

Relate HoH DQ There is an error in the Relationship to the Head of Household field on the Entry Assessment.

Loc DQ There is an error in the Location field on the Entry Assessment.

Disab DQ There is an incongruent response between with the Disability field on the entry assessment and on the Disability HUD verification tables on the Special Needs Assessment OR incongruent responses within the Disability HUD Verification table on the Special Needs Assessment (e.g. the same disability type has two active answers)

Dest DQ Destination Data Quality. Errors and DKR on the Destination field on the Exit Assessment will be marked.


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Tab E – Detail Q4 Entry and Tab G- Detail Q4 Exit

Client UID 75 Client ID 75 EE ID 75 Inc YN Income Source Start Date End Date Amount

abcd0000000e0000f000 xxxx001 456869 DNC

abcd0000000e0000f000 xxxx002 456396

abcd0000000e0000f000 xxxx003 569896 Y

abcd0000000e0000f000 xxxx004 123698 N Earned Income (HUD) 1/24/2017

abcd0000000e0000f000 xxxx005 586234 N SSI (HUD) 8/11/2011 5/31/2017 381

abcd0000000e0000f000 xxxx006 158963 Y Other (HUD) 12/15/2015 3/29/2016

abcd0000000e0000f000 xxxx007 986893 SSI (HUD) 10/1/2015 8/21/2016 733

This table contains a row for each income source reporting an error. To be correct, blank Inc YN responses must be updated to

reflect a response. DNC responses should be reviewed and corrected, if it is known that the client did or did not have income at

the time of Entry/Exit. Y responses should always include an income source, start date, and amount. N responses should not have

income sources associated with the no response; income sources should be end dated appropriately. These issues on Tab E need

to be corrected in the Entry Assessment and issues on Tab G will be corrected in the Exit Assessment.

Box Key:

Client Unique ID




Inc YN The client’s response to if the client has Income at the time of Entry/Exit

Income Source The type of income the client reported at the time of Entry/Exit

Start Date The date the client first reported the income source received

End Date The date the client’s income source received stopped being true (date before the client reported the change)

Amount The monthly amount received from the income source


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Tab F- Detail Q4 Annual

Client UID Client ID

EE ID Merge Review

ID

Review Date

Inc YN

Income Source Start Date

End Date

Amount Reporting Range

abcd0000000e0000f000 xxxx001 456869 10/5/2014 Y

Child Support (HUD) 11/8/2006 295.39 Not In Range

abcd0000000e0000f000 xxxx003 569896 10/30/2014 N Not In Range

abcd0000000e0000f000 xxxx004 586234 2/15/2014 N SSI (HUD) 2/15/2014 175 Prior Year

abcd0000000e0000f000 xxxx005 986893 Review PAST DUE

abcd0000000e0000f000 xxxx002 456396 Review Due NOW

This table contains a row for each income source and/or client reporting an error at the time of the Annual Assessment. To be

correct, any Not in Range responses need to have the interim report type changed from Annual to Update. Clients with a Prior

Year or Review Due NOW reporting need to have the Annual Assessment conducted for the current year. Client with Review PAST

DUE are beyond the HUD approved timeframe to complete the Annual Assessment-notify your HMIS System Administrator for

directions on how to correct. Annual Assessments are to be completed on a yearly basis, based on the enrollment anniversary date

into a project (30days before/after entry date).

Box Key:

Client Unique ID A unique identifier generated by ServicePoint to identify duplicate clients



Merge Review ID

Review Date The date the Interim Review was completed

Inc YN The client’s response to if the client has Income at the time of Entry/Exit

Income Source The type of income the client reported at the time of Entry/Exit

Start Date The date the client first reported the income source received

End Date The date the client’s income source received stopped being true (date before the client reported the change)

Amount The monthly amount received from the income source

Reporting Range

Indicates status of client annual assessment


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Tab H- Detail Q5


EE ID 1

EE Provider Proj Type

Entry Date

Exit Date

Inst DQ

House DQ

Apprx DQ

Times DQ

Mnths DQ

abcd0000000e0000f000 xxxx001

456869 Agency - Project Name

(ID#)

RRH

7/29/2015

12/30/2016 missing

abcd0000000e0000f000 xxxx002 569896

Agency - Project Name

(ID#)

RRH 6/23/2016 1/1/2017

abcd0000000e0000f000 xxxx003

986893

Agency - Project Name

(ID#) RRH 8/1/2016 3/30/2017

This table examines Chronic Homeless Definition linked entry assessment questions. This table contains a row for each client the

reports reads missing or incongruent data. All corrections need to be made on the Entry/Exit tab under the Entry Assessment.

Box Key:

Client Unique ID




EE Provider


Proj Type The type of homeless service project, such as street outreach (SO), rapid rehousing (RRH), emergency shelter (ES), transitional housing (TH, permanent supportive housing (PSH), or services only (SSO)

Entry Date


Exit Date The date the client left the project (If a client is still enrolled in the project, the field will show be blank)

Inst DQ Errors related to clients who have a Residence Prior to project entry as Institutional setting and are missing a length of stay

House DQ

Errors related to clients who have a Residence Prior to project entry as a Housing setting and are missing a length of stay

Apprx DQ

The approximate date the client reported the current episode of homelessness began.

Times DQ

The number of times the client reported having been literally homeless in the past three years.

Mnths DQ

The number of calendar months the client reported having been literally homeless in the past three years.


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Tab I- Detail Q7

Client UID 1 Client ID 1 EE ID 1 EE Provider Proj Type

Entry Date

Exit Date

Age/HoH Record Type

Record Date

abcd0000000e0000f000 xxxx001

456869 Agency - Project

Name (ID#)

RRH

7/29/2015

12/30/2016 Child HoH Outreach 7/29/2015

abcd0000000e0000f000 xxxx002 569896

Agency - Project

Name (ID#)

RRH 6/23/2016 1/1/2017 Adult HoH outreach 6/30/2016

abcd0000000e0000f000 xxxx003

986893

Agency - Project

Name (ID#) RRH 8/1/2016 3/30/2017 Adult HoH outreach 8/1/2016

This table contains a row for each Adult/Head of Household coming into contact with a Street Outreach Service or Emergency

Shelter AND a record count for all clients in a Night by Night Shelter.

Box Key:

Client Unique ID




EE Provider


Proj Type

The type of homeless service project, such as street outreach (SO), rapid rehousing (RRH), emergency shelter (ES), transitional housing (TH, permanent supportive housing (PSH), or services only (SSO)

Entry Date


Exit Date

The date the client left the project (If a client is still enrolled in the project, the field will show be blank)

Age/HoH

Distinguishes if the client is a child or an adult

Record Type

Distinguishes if the record was created by Outreach or Night by Night services

Record Date

The last documented contact recorded. Any client whose last Contact record was more than 90 days past, and the client has no exit recorded, will appear as INACTIVE RECORD COUNT on Table Q7 on the Summary tab.

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