Reporting and Data Correcting Webinar

1. Reporting and Data Correcting Webinar July 8, 2013 Wilder Research 0

2. Today’s Webinar • You can listen using your computer or calling in by phone • Phone: 1-314-627-1518, access code 764-257-750 • Use the bar on the right side to ask questions. We will respond either directly, as part of the webinar to the audience in general, or follow-up after with you. • Please answer survey at end of webinar hmismn.org

3. Introductions • Training Team • Dol Hassan • 651-280-27xx dol.hassan@wilder.org • Matt Thiede • 651-280-2734 matthew.thiede@wilder.org • Teresa Howard • 651-280-2761 teresa.howard@wilder.org • HMIS Helpline • 651-280-2780 1-855-280-2780 • hmis@wilder.org wilderresearch.org

4. Topics • Running State Funder, HUD APR, and Data Quality Reports • Reading reports • Backdating • Checking and Correcting Data

5. Goals • General review • Feel confident running reports • Learn ways to check data efficiently and correct errors • Be compliant with all reporting and data requirements • Understand how to use reports to better understand program results and clients served.

6. Webinar Topics Part I: ART reporting basics Part II: State Funder Reports Part III: HUD APR Reports Part IV: Data Quality Basics Part V: Data Quality Monitoring Plan and Reporting Data-checking strategies and common data entry errors Where to find the most important information Most efficient ways to check and correct data Highlight common data entry errors for each report wilderresearch.org

7. Reports covered HUD APR Demographics & Entry Exit Income Services ESP – in general report ESG(P) Shelter – in general report FHPAP – in demographics and entry report Data Quality CoC and Provider reports wilderresearch.org

8. Polls • Which types of funding do you enter data or run reports for? • What is your HMIS roll? wilderresearch.org

9. Part I: ART Reporting Basics wilderresearch.org

10. ART 101: Getting Ready to Run Reports • Before running a report, ask: • What information are you looking for? • What report(s) will provide that information? • Do you have your ART instructions handy? • Did you finish all data entry and updates before today? • Tour of ART

11. ART 101: Selecting a report • Counting reports • Also called “summary reports” • Should be sent to funders • Information can be shared with the public • Use to learn more about your clients and identify trends • Data check reports • List individual client names and ID numbers • Should not be publicly shared • Use to check for missing or incorrect data

12. ART 101: Golden Rules • Rule #1: Wait one day after you have entered/updated your data to run an ART report. • Data entered in ServicePoint will not appear on your ART report until the following day. • This is because ART uploads data from ServicePoint each night. • The date and time of the last upload appear when you open ART. Look for “last warehouse build.” • ART does not upload data on Saturday nights, so data entered on Saturday and Sunday will appear on Monday’s reports. wilderresearch.org

13. ART 101: Golden Rules • Rule #2: Don’t forget the effective date! • State reports: Effective date is “today’s date” • HUD reports: Effective date is same as end date • Not all types of reports require an effective date. wilderresearch.org

14. ART 101: Golden Rules • Rule #3: The end date of a report should always be one day after the reporting period ends (or the last day you want to include in your report). • Example: a report from 07/01/20120 to 12/31/2012 would have an end date of 01/01/2013. • Reports are formatted to display the end date of the report period. Example: If you enter the end date 1/1/02013, the date 12/31/2013 will display on your report. wilderresearch.org

15. ART 101: Golden Rules • Rule #4: Always download the report to your computer to view it. • If you try to view the report in ART, you will not as easily be able to see all of the data. • Save Counting reports as PDF and data check reports as Excel files • Download the report immediately, or it could time out and show missing data. • If you want to print a data check report change the page setup in Excel (data check reports are not formatted for printing). wilderresearch.org

16. ART 101: Technical Issues • Pop-up blockers • If you are unable to download a report to your computer, refer to the browser set-up documents at http://www.hmismn.org • If you still have trouble, call the helpline • Computer updates and security settings in your internet browser could block your computer from downloading ART reports. (not common) • Slow reports • If it takes longer than 10 minutes to run a report, refer to the troubleshooting documents at http://www.hmismn.org/help/index.php • If you still have trouble, call the helpline. wilderresearch.org

17. ART 101: Submitting Reports • Who do I send my counting/summary reports to? • Your funder will send you information on due dates and where to send the reports • Check www.hmismn.org for report due dates and communications from funders • Should I keep my final reports? • Some funders require you to keep reports—check with your funder on requirements. • Even if you’re not required to keep reports, it’s a good idea to save counting and data check reports on your computer for reference. wilderresearch.org

18. Part II: State Funder Repoprts wilderresearch.org

19. Demographics and Entry Reports • Demographics and Entry reports summarize: • The number of clients in your program during the reporting period • Demographics (age, gender, household information, race, ethnicity) • Disabilities • Assessment information, such as: • Homeless status and living situation the night prior to entry • Last permanent residence before entering the program • Veteran status (adults 18+ only) wilderresearch.org

20. Demographics and Entry Reports • Where does the information come from? • Client profile • Client Record • Universal Profile • Households tab • Entry/exit Tab • Pop-up 1 – basic entry/exit information • Pop-up 2 – funder-based assessment information • Assessments section • Shelter programs who don’t use entry/exits • Mid-program updates

21. Demographics and Entry Reports - CUT? • Main sections of the data check report: • Entry data tabs (up to 3) • Demographics • Disabilities/dual disabilities • Entry data/entry data 18+ • Housing status/disability status for all clients, including children • Other information may vary based on your funder

22. Demographics and Entry Counting Report: Numbers in Programs Tab • Summarizes: • The number of clients and households in your program on the first and last day of the reporting period • The number of program entries during the reporting period • Some clients may enter a program twice in a reporting period • The number of participants might be less than the number of participant entries wilderresearch.org

23. Demographics & Entry: Data Check Tabs • Entries and Exits 1: • Clients already in the program on the first day of the reporting period • Number of client entries during the reporting period • Entries and Exits 2: • Number of client exits during the reporting period • Clients still in the program on the last day of the reporting period • Entries and Exits 3: • All clients who participated in the program at some point during the reporting period • Unduplicated count • Use these tabs to see how the counting report computes the number of client entries, exits, and unduplicated participants. wilderresearch.org

24. Demographics & Entry: Demographics Tab • What to look for: • Missing data (in red). Write down the client IDs so that you can look them up in ServicePoint. Or copy and paste from report. • Is the total number of clients and households accurate? • Are there any clients reporting as single that should actually be part of a household? • Are there any households that are missing members? • Are there any households missing a head (H)? • For programs without a demographics/entry report: • Shelter programs: look on “client data check” and “HH categories” tabs (OEO Shelter programs have a slightly different format to meet HUD needs) wilderresearch.org

25. Demographics and Entry Report: Demographics Tab • Some fields may NOT directly correlate to fields in ServicePoint because they are combined or recalculated to meet funder requirements. • Household composition (similar to household type, but may be recalculated for some fields) • Age, age group, adult/child • Race • Do not search by the HH ID or Entry ID fields: • You cannot use them to search for households in ServicePoint • These fields may show on your ART reports • Use head or household (or other household member) client ID to search for a household in Service Point. wilderresearch.org

26. Demographics & Entry: Demographics Tab • Demographic data entry pointers: • Date of birth is a required field. If necessary, enter 01/01/(approximate year of birth). • Date of Birth Quality – if client is anonymous or chooses not to give a birthday, select “approximate or partial”. “Don’t know” or “Refused” should rarely be used. • “Other” is no longer a race option. Clients must select one of the race options. Choose “refused” if the client does not identify with one of the race options. • Secondary race is optional. If there is no secondary race, leave blank. wilderresearch.org

27. Demographics & Entry: Household Tab • Household data entry pointers: • If a new baby or other household member joins a household later on, use the “Household Creation and Correction” help documents at http://www.hmismn.org/help/index.php • Never delete a household, even if a client leaves a household and starts to be served on their own. • Don’t delete a household member unless it was a mistake to include them in the first place. • Do not use the “Date Removed” button unless a household member dies. • For complicated household changes, call the helpline. wilderresearch.org

28. Disabilities Data Entry: Disability of Long Duration Question • Required for all clients, including children. • Documentation is not required to answer “yes.” • The client’s record may show “yes” to this question even though they don’t have a specific disability recorded.

29. Disabilities Data Entry: Sub-assessment • Required for: • HUD and HUD-ESG: All clients, including children • State programs: All adults 18+ and unaccompanied youth • Optional questions for state programs: • “Long term w/substantial impact” • “Currently receiving services” • “Disability determination:” • HUD Programs: Set to “yes” if you have documentation or the disability is “self-determined” • Documentation requirements • Documentation required for mental health problem, physical disability, developmental disability, chronic health condition • See data entry forms for guidance on proper documentation and disability definitions

30. Disabilities Data Entry: Undocumented Disabilities • Remember that only 4 disabilities require documentation in HMIS • Mental health problem, physical disability, developmental disability, chronic health condition • If one of the 4 disabilities above does not have documentation and the client entered before June 1, 2010: • Answer disability determination as “no” • Change when you get documentation wilderresearch.org

31. Other Reports: Income • Displays household income and non-cash benefits at entry, exit, and currently. • Also shows how income and benefits have changed since the client started the program • Reminders: • Always update clients’ income at required update times (end of report periods and at exit) if it changes! • Use actual date income changed an estimated date on or before the end of your reporting period. • Don’t forget to update income for all household members (HUD) and for all adults (state-funded programs) • “Income received” and “non-cash benefits” received questions must be completed for all adults/unaccompanied youth who were served any time after July 1, 2010 wilderresearch.org

32. Assessments – Income/Benefits Pointers Cash Income for State-Funded Programs: • Record for all adults 18+ and unaccompanied youth • Answer “Cash income received in last 30 days?” • Income that applies to the entire household (ex: TANF) can be recorded in head of household’s record Non-cash Benefits for State-Funded Programs: • Answer “Non-cash benefit received in last 30 days?” • Record benefits received by any household member in the head of household’s record only.

33. Income/Benefits Pointers Cash Income for HUD and HUD ESG Programs: • Record for all clients, including children! • Answer “Cash income received in last 30 days?” • Assign income to a HH member if that income leaves the household when that member departs • Record SSI payments received on behalf of a child in the child’s record • Exception: TANF, child support and alimony can be recorded on the adult recipient’s record • Don’t forget the “total monthly income” field Non-cash Benefits for HUD and HUD-ESG non-shelter Programs: • Record for all clients, including children! • Answer “Non-cash benefit received in last 30 days?” question • If the non-cash benefit is intended to benefit all household members (ex: food stamps), enter it on each person’s record.

34. Services Data Check • ESP, ESG(P) Shelter, and FHPAP have Services reporting requirements. • Look for: • The number of clients served: does it match the number of unduplicated participants in the demographics & entry report? (FHPAP only) • Clients missing service end dates (this will cause the count of clients served to be higher than the count of clients in the program). • Clients included in a service (if not all household members are included, the count of clients served will be lower than the count of clients in the program). wilderresearch.org

35. Services Data Check: Data Entry Tips • Always use “multiple services” to record a service. • Service start/end dates can’t go beyond program entry/exit dates • Make sure the service provider matches the entry/exit provider. (FHPAP only) • Source field is optional for all programs except FHPAP • Case management services often span the entire time the client is in the program (no longer required to be tracked for FHPAP) wilderresearch.org

36. Exit Data Check Report • Length of Stay tab: • Check for clients in the program for unusually long periods of time (may be missing a program exit date) • Exit Data tab • Check for missing/inaccurate data. Remember that housing status at exit must be completed for all clients, including children! wilderresearch.org

37. Exit Data Check: Data Entry Tips • “Reason for Leaving” only required for THP and DHS-Youth programs. • Housing status needs to be updated separately for each household member, including children! • Switch between household members using the tabs on the left of the entry/exit pop-up OR using the drop down menu at the top of the screen. • Don’t put end dates on income, non-cash benefits, or disabilities unless they have actually ended wilderresearch.org

38. Part III: HUD APR Reports wilderresearch.org

39. HUD APR (Annual Progress Report) • Use ART CoC APR Report to get HMIS data needed for your APR report in E-snaps. • CoC APR report provides counts of clients in different categories and if you have errors • HUD APR Detail report shows who is included in the report and where your errors are • Run both reports using the same prompts to help you view and correct data wilderresearch.org

40. HUD APR Prompts • Select Provider Group(s): Skip. Leave set at “EMPTY_VALUE” • EDA Provider: Skip. Leave set at “Default Provider.” • Select Providers: Use the arrows to select your APR provider(s) and move them into the “1. Select Providers” box. • EDA Provider: Skip. Leave set at “Default Provider.” • Start Date: Start date of your reporting period (ex. 07/01/2011) • End date: One day after the end of your report period (ex. Report period ends 6/30/2012 use 07/01/2012) • Select Entry Type: Use HUD • EDA Provider: Skip. Leave set at “Default Provider.” • Enter Adult Age: 18 • EDA Provider: Skip. Leave set at “Default Provider.” • Effective Date: One day after the end of report period (same as End date). • Is Disability Determination/Income/Non-cash benefits field part of your workflow for HUD reporting?: “No” wilderresearch.org

41. HUD CoC APR • APR Tabs correspond to questions in E-snaps • Look for missing and inconsistent data • Tab A - Data Quality • Look for missing data. Should all be zeros. If lots of Don’t know or Refused, there may be a data entry issue. • Tabs B,C - Numbers Served • Look for numbers inconsistent with capacity or service type wilderresearch.org

42. HUD CoC APR • Tab D,E – Demographics • Tab F – Disability and Domestic Violence • Tab G – Prior Housing Situation • Tab H – Special Populations • Tab I, J – Income for stayers and leavers • Tab K – Non-cash Benefits for stayers and leavers • For all tabs - Look for missing data and inconsistencies with program type or known clientele wilderresearch.org

43. HUD CoC APR • Tab L – Length of client participation • Tab M – Destination • Tab N – Outcome measures • Refer to earlier tabs to make sure these outcomes are measuring properly • Tab O – Report information • If you’re having trouble with your report that you can’t explain, check this tab to make sure you’ve entered all prompts correctly. • For all tabs - Look for missing data and inconsistencies with program type or information known about clients. wilderresearch.org

44. APR Detail Report – v11 Beta • Run using the same prompt info as the CoC APR • Tab A – Summary Counts • Tab B – Missing and don’t know refused info • From entry and exit only • Correct all missing information on this page • Tab C – Age and Gender • correct any “null” fields or any fields you know to be wrong wilderresearch.org

45. APR Detail Report – v11 Beta • Tab D – Entry Assessment detail • Correct red “null” data • Make sure housing status makes sense for program • Tabs E, F, G, H – Household info • Type should be consistent with program • Check # of entries during program year • Household configurations should make sense. No children w/out a household. Look for disconnected households. Households with head. wilderresearch.org

46. APR Detail Report – v11 Beta • Tab I – Entry Assessment detail • Look for red text – indicate errors • Tabs J, K – Income and Non-cash Benefit information • Look for red text – indicate errors • Common issues: • 30 day income/benefit “Yes” but source says “no record” • 30 day income/benefit “No” but source has income recorded • “null” data that indicates something is missing or improperly dated wilderresearch.org

47. APR Detail Report – v11 Beta • Tab L – Disability detail • Look for red text – indicate errors • Common issues: • Disability status is “Yes” but “no record” of disability type • Disability status is “No” but disability type has been recorded • “null” data that indicates something is missing or improperly dated • Tabs M – Duplicate Clients • Indicates if clients were entered in the system with more than one Servicepoint client ID. Delete duplicates that are entered incorrectly. Make sure all needed information is in one record. wilderresearch.org

48. Questions? • Running Reports • Reading Reports • Other • Next up - Backdating wilderresearch.org

49. Backdate Mode • Backdate mode sets the date fields to a date in the past. It tells the system that the information entered is current as of a certain date. • The date you use for backdate mode will usually be one of the following: • The client’s program entry/service start date • The client’s program exit date • The last date of a reporting period, if you are making updates after the report period has ended wilderresearch.org

50. Data Quality Basics • Part IV • Backdating • Checking data • Choosing the right tab wilderresearch.org