Each percentage represents the percentage of missing/error data for that specific time period.
Example: 13% of my clients in a specific time period has personally identifiable information errors.
The goal is for each program to reach 2% or less in data quality errors.
Personally Identifiable Information: This section includes Name, SSN, Date of Birth, Race, Ethnicity, and Gender, Relationship to Head of Household, Disabling Condition, Income, and Sources at Start, Income and Sources at Annual Assessment, and Destination
 

To fix errors, run your APR and begin clearing issues.

Potentially causes for issues:

  • Your Income Question (Y/N) does not match the Income Type put in at Start
  • You haven’t completed an Annual Assessment yet for your clients in your program for 365 Days
  • You created an update and added a new income, but didn’t end date the previous income
  • You added an updated income in the entry pencil instead of creating an update
  • Your Disability (Y/N) question, didn’t match your disability type.
  • You forgot to put a Relationship to Head of Household for everyone in a family.
Entering data in a timely manner can reduce human error that occurs when too much time has elapsed between the data collection, or service transaction, and the data entry. The individual doing the data entry may be relying on handwritten notes or their own recall of a case management session, a service transaction, or a program exit date; therefore, the sooner the data is entered, the better chance the data will be correct. Timely data entry also ensures that the data is accessible when it is needed, either proactively (e.g. monitoring purposes, increasing awareness, meeting funded requirements), or reactively (e.g. responding to requests for information, responding to inaccurate information).
 
HMIS data should be entered regularly so providers can accurately assess their performance and progression toward agency and continuum outcome measures.
 
HMIS policy states that data should be entered within 24 hours for emergency shelters and within 24 hours for all other housing types, but entering data as soon as it is obtained is a best practice.
 
Timeliness Policy
Preferred Timeliness=
  • 0 Days and 1-3 Days More than 80%
  • 4 -6 Days = Timeliness Less Than 5%
  • 7 -10 Days = Timeliness Less Than 5%
  • 11+ Day = Timeliness Less Than 5%
 
Note: Timeliness can not be changed in Servicepoint
 
Reading The Spreadsheet
Total Served= Total number of clients served during 10-1-2019 and Present.
 
New Clients= New Clients created during 10-1-2019 and present
Percentage= Percentages are based off new clients created during 10-1-1-2019 and present. Not the overall clients served.
 
All programs with blanks, please disregard at this time.

What are the percentages based on?
The number of clients at entry (clients in a project for that specific month), divided by the number of clients in for each set of timeliness date.

Can you change timeliness?
No, timeliness can not be changed.

Why hasn’t my score changed?
If no new clients were entered for the new month, the score will not change. The score will only increase or decrease based on clients added for that month.

I have 80% or more in the 11+ days category, is that bad?
Yes, the goal is to have your timeliness to less than 5% for (4-11+ days.) We want to work towards a future where all clients are entered within 0-3 days.

Please email all your questions to hmisdept@vialink.org

Monthly Data Quality Report