Supportive Services for Veteran Families (SSVF) Data

1. Supportive Services for Veteran Families (SSVF) Data Understanding SSVF Data Better Updated 5/22/14

2. Session Topics • Repository upload process • Data Quality policy & threshold limits • Reading validation results • Seven CSV files • Identifying & correcting errors • SSVF custom data elements • Uploading data from multiple CoC’s

3. The VA Repository The Repository is a secure web-based application. It’s primary functions are to • Process uploads of HMIS data from SSVF grantees • Verify that uploaded data meet VA data upload and integration specifications • Integrate all SSVF client-level data into a single database • Provide national-level reporting on the SSVF program

4. HMIS Data Exchange Formats • HUD has published standards to enable the exchange of HMIS data among databases in two different formats: • CSV (Comma-Separated Values) • XML (eXtensible Markup Language) • The Repository will accept HMIS XML 3.0 or HMIS CSV 3.02 (although CSV is preferred)

5. Repository Timeline • The Repository is open for uploads on the first five business days of every month • All Repository users will receive an email notification when the Repository opens • All Repository users for programs that haven’t completed the upload will receive a reminder on the last day of the upload cycle

6. Setting Up Repository Accounts • Check with your HMIS administrator – s/he may be able to export and upload data for you • You should have at least two people – a primary and a backup – who can export and upload data for your program • The VA HMIS technical assistance team will contact you about the local HMIS application, how to set up Repository accounts, and to answer any questions you have about HMIS

7. Repository Upload Process • SSVF data is exported from HMIS in either XML or CSV format • The exported files are packaged in a zip file • The person doing the upload logs into the Repository and uploads the zip file (see page 38 of SSVF Data Guide for guidance on zipping the file) • The Repository provides feedback on success of upload immediately

8. Repository Upload Steps • Create Repository account(s) • Export data from HMIS into XML or CSV format • Zip the exported file • Login to Repository • Upload zipped file • Receive validation result and notification of success of upload • Receive confirmation e-mail from Repository

9. All SSVF Data Every Time

10. Zipping Your Files • Zip only the CSV files or the XML file • Don’t zip the folder the files are in or the processor will not be able to find your files

11. Logging In to the Repository http://www.hmisrepository.va.gov

12. Uploading Your Data • Select ‘Upload CSV’ or ‘Upload XML’ from the User Options menu

13. File Validation • Data collection and HMIS data entry is mandatory for SSVF grantees • If too many client records are missing critical data elements, the data set will be rejected by the Repository • In order for the Repository to process the data set, the export must be compliant with HUD’s XML or CSV standards • If the export is not compliant, the data set will be rejected by the Repository

14. File Validation Report

15. Rejected Data Sets • Most SSVF programs successfully upload data without receiving any data quality alerts • If a data set is rejected because of missing data, SSVF program staff will have to update client records in HMIS – not in the exported files • Once corrections / updates are made, try the export and upload again • Suggest uploading before the last day of the upload cycle so that you have time to correct errors!

16. Finding & Correcting HMIS Errors • Most HMIS applications have data quality reports that can help identify records with missing data. • Exported CSV files open in Excel and every record has a Personal Identification Number that uniquely identifies a client. • If your HMIS exports XML, you may be able to use the XML->CSV Parsing Tool. • Resolving issues may take some time – upload to the Repository as early as possible each month to allow extra time to make corrections and resubmit data. Ask for help if you need it!

17. Don’t Know and Refused • ‘Don’t Know’ means that you asked and the client does not know the answer • ‘Refused’ means that you asked for information and the client would not provide it • These are options for many data elements in HMIS systems – that does not mean that they are useful data • If your data has too many ‘Don’t Know’ and ‘Refused’ responses, it will be rejected

18. Common Errors • Name First and Last name not same; Suffix properly formatted; No numerals in name fields; Suffixes not in last name field, First name is not “Husband,” “Wife,” “Man,” “Woman,” “Boy,” “Girl,” “Child”, “Baby,” , etc. • Social Security Number SSN has all numbers and no dashes; 9 digits when quality code indicates complete; Less than 9 digits when code indicates partial; All digits not same (333333333); all numbers not sequential (123456789) • Date of Birth Earlier than current date; Earlier than program entry date; Later than 90 years from present; Not minor in adult shelter • Ethnicity/Race Primary and secondary race not the same • Gender Men not pregnant; No Male referred from woman’s shelter/Woman referred from men’s shelter • Veteran Status Client under 18 not veteran; All veterans in veteran shelter; Those receiving veteran’s pension marked as veteran

19. Common Errors • Disabling Condition Those receiving SSDI for themselves are marked as having a disability; Those indicating substance abuse, mental health, physical disability, developmental disability, HIV/AIDS marked as having disability • Residence prior to program entry Self-report not contradicted by other HMIS data • Zip Code of Last Permanent Address/Quality Code Zip code complete if quality code marked a complete; Zip code five or nine characters; Zip code valid (If list of zips available); Zip code has only numbers • Program Entry Date/ Program Exit Date All clients have a program entry date.; Program Entry Date later than Birth Date; Program Entry Date prior to Exit Date; Length of program enrollment outliers are reasonable considering program type • Household ID Single person not in family shelter; Family not in individual shelter

20. Useful Data Quality Reports • Null/Missing and Unknown/Don’t Know/Refused Reports on Universal Data Elements • Universal Data Elements by Program Type – Benchmark for % Null/Missing and Unknown/Don’t Know/Refused • Program Data Elements by Program Type – Benchmark for % Null/Missing and Unknown/Don’t Know/Refused • Universal Data Elements by Client ID Report • Length of Stay Report by Client ID • Intake and Exit Data Entry Date Timeliness Report • Bed Utilization Tool

21. Seven CSV Files • File 1: Export CSV • File 2: Agency Program • File 3: Client • File 4: Client Historical • File 5: Income Benefits • File 6: Service Event • File 7: Program Participation

22. Data Quality Monitoring:Data Quality Alerts • There are three types of data quality error for SSVF data: Data Quality Alerts, Validation Errors and File Errors. • At the Data Quality Alertlevel, users are alerted to potential data quality issues, but the Repository will accept the upload. • For example, if any client record is missing a last name, the user will be notified. • Grantees are strongly encouraged to correct issues at the Data Quality level. Even if the Repository does not reject the upload, missing data at this level is a problem.

23. Data Quality MonitoringFile & Validation Errors Any errors listed as a Validation or File error will cause the Repository to reject the uploaded data set. For example, if more than 10% of client records are missing a last name, the upload will be rejected.

24. Identifying and Correcting Errors • If your data is rejected, update the records in HMIS to correct missing data • If you do not have the resources to identify which records are missing data, technical assistance is available • Once issues are resolved in HMIS, a new export file should be created and uploaded to the Repository • Resolving issues may take some time – upload to the Repository as early as possible each month to allow extra time to make corrections and resubmit data

25. Local HMIS Requirements • SSVF programs are participating in local HMIS implementations • A local HMIS may have additional requirements • Communicate with your local HMIS administrator to be sure that you understand local requirements • If local requirements conflict with SSVF program requirements, contact your regional coordinator to seek technical assistance

26. SSVF specific data elements Data tracked on Cover sheet and NOT currently in HMIS (2010 HMIS Data Standards, effective until 10/1/14): • Persons Screened but Not Enrolled • Households Served with Less Than 30% AMI • Afghanistan/Iraq Veterans Served • Temporary Financial Assistance SSVF custom data elements • Veteran’s Information • Housing Category • Formerly Chronically Homeless • Percent of AMI • Financial Assistance • Services Provided • Head of Household

27. Revised HMIS Data Standards • On May 1st, 2014, federal partners (HUD, VA and HHS) released an updated version of HMIS Data Standards in form of: • 2014 HMIS Data Manual (intended as reference for community members) • 2014 HMIS Data Dictionary (intended for HMIS vendors and system administrators) • Effective data of 2014 HMIS Data Standards is 10/1/14 • VA will publish updated data collection requirements for SSVF grantees consistent with the standards prior to this date

28. Repository Technical Support • Passwords can be reset using the ‘I Forgot My Password’ link on the login page • TA staff are available during normal business hours (EST) to help resolve other issues **Please note that TA staff time is in high demand on the last day of the upload cycle. Please upload as early as possible so that your questions can most promptly be addressed.

29. Questions? Contact ssvfhmis@abtassoc.com