As the Chicago Continuum of Care shifts toward a more data-informed approach to coordinating services and resources in an effort to end homelessness, Homeless Management Information System (HMIS) data quality is becoming increasingly important. We rely on the support of all providers of all funding types to enter accurate, complete, and timely data that will help with our analyses and ensure we have the information we need to make sound decisions as a continuum.
The HMIS Data Quality Assessment process addresses completeness, accuracy, and timeliness of the data entered by service providers into HMIS, as guided by the Chicago HMIS Data Quality Plan. Providers will run a report in HMIS and submit it to All Chicago during the process. The report will address data in the following areas:
- Missing Values – Clients missing required universal and program-specific data elements is an issue that must be addressed. Without all these fields populated, effective analysis of client data is made more difficult.
- Child-Only Entries – Children erroneously enrolled in projects without their appropriate guardian grouped with them is an ongoing issue. These data entry errors hinder providers’ ability to count the number of families and singles enrolled in a project.
- Bed Utilization – If HMIS shows the number of clients/families enrolled in a housing project is vastly different from the number of beds/rooms the project has, this might indicate there is a discrepancy between which clients are enrolled in the project in real life and which are indicated as being enrolled by HMIS data.
- Timeliness – Data should be entered into HMIS very soon after it is collected. Timely data entry ensures the data are accessible when they are needed.
The reports run for this Data Quality Assessment process will look at clients enrolled between 10/1/2016 and 9/30/2017.
Below are dates to observe:
|Thursday, October 5||All Chicago sends out a request for agencies to submit the Chicago DQ report run from ServicePoint’s Advanced Reporting Tool (ART).|
|Tuesday, October 17||Submission of the ChicagoDQ report from projects to All Chicago via SendSpace.com is due by 5:00pm. (Remember that data fixed on Tuesday won’t show up in ART until Wednesday, so you’ll need all data cleaned by Monday!)|
|Thursday, October 19||All Chicago will post all projects’ results at http://bit.ly/ChicagoDataQuality. Those projects who have any data elements with missing values amounting to more than 5% of clients enrolled, have 1 or more child-only entries, or are out of the range of compliance for utilization or timeliness will have a week to correct their data and submit updated reports to All Chicago via SendSpace.com. Those projects whose data elements already all have missing values under 5% and 0 erroneous child-only entries and are not out of the range of compliance for utilization or timeliness need not take any further action.|
|Tuesday, October 24||All unit list update requests must be submitted by 5:00pm. Updates requested after this time will not be accepted.|
|Tuesday, October 31||For those projects who needed to fix data, the resubmission of the reports showing updated and corrected data is due by 5:00pm. (Remember that data fixed on Friday won’t show up in ART until Saturday, so you’ll need all data cleaned by Thursday!)|
|Thursday, November 2||All Chicago will post the final percentages of all projects’ missing values and child-only entries count at http://bit.ly/ChicagoDataQuality.|