HMIS Data Quality Supplemental Dashboard

Purpose 

The HMIS Data Quality Supplemental LookML dashboard utilizes the Data Quality report section of the HUD HMIS Reporting Glossary and HUD HMIS Data Dictionary Data Elements as focal points to review data completion and data quality. This dashboard contains information to help maintain and obtain data quality with an emphasis on the HMIS Data Dictionary Universal Data Elements and some Program Specific Data Elements. The dashboard performs checks above and beyond the HUD HMIS Reporting Glossary requirements by analyzing all enrollments rather than just the client's latest enrollment during the reporting period. 

The dashboard content is broken down into seven sections – General Systemwide Statistics, Question #2: Personally Identifiable Information (PII), Question #3: Universal Data Elements, Question #4: Income and Housing Data Quality, Question #5: Chronic Homelessness, Question #6: Timeliness, and Question #7: Inactive Records - Street Outreach and Emergency Shelter.  

Dashboard Filters 

This dashboard has eight dashboard filters that allow for more precious analysis by limiting the results by Reporting Period, Program CoC, Project Type, Agency Name, Program Name, Assigned Staff, Client Unique ID, and Client Name. The table below outlines what Looks the filters apply to and the default values.  

Reporting Period   Default: is in the last 1 complete month	Applies to all Looks Filter value required to run dashboard
Program CoC Default: is any value	Applies to all Looks  Selection impacts filter options for Agency Name and Program Name
Project Type Code  Default: is any value	Applies to all Looks  Selection impacts filter options for Program Name
Agency Name  Default: is any value	Applies to all Looks  Selection impacts filter options for Program Name and Assigned Staff
Program Name  Default: is any value	Applies to all Looks
Assigned Staff  Default: is any value	Applies to all Looks
Client Unique ID Default: is any value	Applies to all Looks
Client Name Default: is any value	Applies to all Looks

Content 

The following Looks make up the HMIS Data Quality Supplemental dashboard. For more information on how each Look is configured, what fields are used, or custom fields, please review the Look by selecting ‘Explore from Here’ within the ellipses in the upper right corner.  

Clients/Enrollments Active During the Reporting Period

Clients Active During the Reporting Period

The count of clients actively enrolled in a project at any point during the Reporting Period.

Enrollments Active During the Reporting Period

The count of enrollments that were active at any point during the Reporting Period.

Clients/Enrollments Active in Data Quality Reporting Universe

Clients Active in DQ Reporting Universe

The count of clients in the HUD HMIS Data Quality Reporting Universe actively enrolled at any point during the Reporting Period. The Data Quality Universe only includes project stays in Street Outreach and Path-funded Supportive Services Only programs when the client has an engagement date before the Reporting Period End Date and all other stays in the remaining project types. 

Enrollments Active in DQ Reporting Universe

The corresponding count of enrollments in the Data Quality Universe that were active at any point during the Reporting Period.

Issue Free Clients & Enrollments

This Look groups the count of clients and enrollments by project type active during the "Reporting Period" that have NO data quality issues captured on the dashboard.

Clients &  Enrollments with DQ Issues

This Look groups the count of clients and enrollments by project type active during the "Reporting Period" that have data quality issues captured on the dashboard.

Enrollments with Disabling Condition Issues By Project Type

This Look captures the count of all enrollments active during the "Reporting Period" with a disabling condition issue grouped by Project Type. Disabling condition issues include enrollments where the response to the Disabling Condition question is "Client doesn’t know," "Client prefers not to answer," "Data not Collected," or the response is missing. Disabling Condition issues also capture enrollments that respond “No” for “Disabling Condition” but “Yes” for any individual disability and vice versa ("Yes" for "Disabling Condition" but no "Yes" for all individual disabilities). Additional analysis on disabling condition issues can be found under Q3.

Enrollments with Exit Destination Issues By Project Type

This Look captures the count of enrollments exited within the "Reporting Period" with exit destination issues grouped by Project Type. Exit destination issues include destination responses of "Client doesn’t know," "Client prefers not to answer," "Data not Collected," "No exit interview completed," or a missing response. Additional analysis on exit destination issues can be found under Q3.

Question #2: Personally Identifiable Information (PII) 

Q2: Personally Identifiable Information Issue Counts

Social Security Number

This metric contains issue counts for the "3.02 Social Security Number and SSN Data Quality" Universal Data Elements and the count of unduplicated clients potentially impacted by these UDE errors. SSN data quality issues include SSNs identified as "Client doesn’t know," "Client prefers not to answer," "Data not collected," or is missing, an SSN that does not have the last four digits present, or an SSN that does not conform with the SSA rules for a valid SSN. 

Date of Birth

This metric contains issue counts for the "3.03 Date of Birth and Date of Birth Data Quality" Universal Data Elements and the count of unduplicated clients potentially impacted by these UDE errors. DoB data quality issues include clients that have a DoB data quality that is identified as "Client doesn’t know," "Client prefers not to answer," "Data Not Collected," or is missing, has a birthdate before 1915, has a birth date after the client’s profile was created, or has a birth date on or after the project start date.

Race & Ethnicity

This metric contains issue counts for the "3.04 Race & Ethnicity" Universal Data Element and the count of unduplicated clients potentially impacted by these UDE errors. Race & Ethnicity data quality issues include clients that have a reported Race & Ethnicity of "Client doesn’t know," "Client prefers not to answer," "Data Not Collected," or is missing.

Gender

This metric contains issue counts for the "3.06 Gender" Universal Data Element and the count of unduplicated clients potentially impacted by these UDE errors. Gender data quality issues include clients that have a reported Gender of "Client doesn’t know," "Client prefers not to answer," "Data Not Collected," or is missing.

Q2 : Personally Identifiable Information Issue Client Details

This Look contains a detailed list of the clients with Q2 data quality issues. Please note that if a client has no Q2 data quality issues, they will not appear in the detail table. Issues are broken out into the below categories where applicable for each data element:

• "None" - no data quality issues for this data element.
• "Missing" - data element not answered or has a picklist value indicating it is missing per HUD Reporting Glossary.
• "DKPNTA" - data element answered as either "Don't know" or "Client prefers not to answer"
• "Data Issues" - data element has one or more data quality issues as noted per the HUD Reporting Glossary.

Question #3: Universal Data Elements 

Q3: Universal Data Element Issue Counts

Veteran Status

This metric contains issue counts for the "3.07 Veteran Status" Universal Data Element and the count of unduplicated clients potentially impacted by these UDE errors. Veteran Status data quality issues include clients under 18 that have a “Yes” answer to Veteran Status, and adult clients that have a veteran status response of "Client doesn’t know," "Client prefers not to answer," "Data not collected," or are missing a response. 

Disabling Condition

This metric contains issue counts for the "3.08 Disabling Condition" Universal Data Element and the following Program Data Elements: "4.05 Physical Disability," "4.06 Developmental Disability," "4.07 Chronic Health Condition," "4.08 HIV/AIDS," "4.09 Mental Health Disorder," and "4.10 Substance Use Disorder." It also includes the count of unduplicated enrollments potentially impacted by these UDE errors.   

Disabling Condition data quality issues include enrollments where the disabling condition question has a response of "Client doesn’t know," "Client prefers not to answer," "Data not collected," or are missing. Disabling Condition issues also capture enrollments with a “No” for “Disabling Condition” but “Yes” for any individual disability and vice versa ("Yes" for Disabling Condition but not "Yes" for all individual disabilities). 

Enrollment CoC

This metric contains issue counts for the "3.16 Enrollment CoC" Universal Data Element and the count of unduplicated heads of households potentially impacted by these UDE errors. Enrollment CoC data quality issues include enrollments for heads of households where the Enrollment CoC is unanswered. This metric only analyzes enrollments with a Project Start Date before the current date to give time for derived data to populate in the data tables.

Relationship to HoH

This metric contains issue counts for the "3.15 Relationship to Head of Household" Universal Data Element and the count of unduplicated clients potentially impacted by these UDE errors. Relationship to HoH issues capture households that either have more than one person marked as the head of household or have no one marked as the head of household.

Q3: Universal Data Element Issue Client Details

This Look contains a detailed list of the enrollments with Q3 data quality issues other than the relationship to HoH issues. Please note that if a client has no Q3 data quality issues, they will not appear in the detail table. Issues are broken out into the below categories where applicable for each data element:

• "None" - no data quality issues for this data element.
• "Missing" - data element not answered or has a picklist value indicating it is missing per HUD Reporting Glossary.
• "DKPNTA" - data element answered as either "Don't know" or "Client prefers not to answer"
• "Data Issues" - data element has one or more data quality issues as noted per the HUD Reporting Glossary.

Q3: Relationship to Head of Household Issue Client Details

This Look contains a detailed list of households with a Q3 relationship to HoH issue. Please note that if a household does not have a relationship to HoH issue, they will not appear in the detail table.

Question #4: Income and Housing Data Quality

Q4: Income and Housing Data Quality Issue Count

Destination

This metric contains issue counts for the "3.12 Destination" Universal Data Element and the unduplicated count of exited enrollments potentially impacted by this Universal Data Element. Exit destination issues include enrollments exited during the "Reporting Period" that recorded an exit destination of "No exit interview completed," "Client doesn't know," "Client prefers not to answer," "Data not collected," or enrollments missing an exit destination. 

Income and Sources at Start

This metric contains issue counts for the "4.02 Income and Sources" as of Project Start Date Program Data Elements and the count of unduplicated adults and heads of households potentially impacted by these errors.

Income and Source data quality issues include Adult/HoH enrollments active during the "Reporting Period" that responded to the "Income from Any Source" question at project entry with "Client prefers not to answer," "Client doesn't know," "Data not collected," or enrollments missing a response. It also includes enrollments that reported income but did not identify an individual income source and enrollments that reported no income but did identify an individual income source are also identified as issues.

Income and Sources at Annual Assessment

This metric contains issue counts for the "4.02 Income and Sources" as of Annual Assessment Program Data Elements and the count of unduplicated adults and heads of households potentially impacted by these errors. 

Income and Source data quality issues include Adult/HoH enrollments active during the "Reporting Period" that responded to the "Income from Any Source" question in an annual assessment with "Client prefers not to answer," "Client doesn't know," "Data not collected," or enrollments missing a response. It also includes enrollments that reported income but did not identify an individual income source, and enrollments that reported no income but did identify an individual income source are also identified as issues.

Income and Sources at Exit

This metric contains issue counts for the "4.02 Income and Sources" as of Project Exit Date Program Data Elements and the count of unduplicated adults and heads of households potentially impacted by these errors.  

Income and Source data quality issues include Adult/HoH enrollments active during the "Reporting Period" that responded to the "Income from Any Source" question at project exit with "Client prefers not to answer," "Client doesn't know," "Data not collected," or enrollments missing a response. It also includes enrollments that reported income but did not identify an individual income source and enrollments that reported no income but did identify an individual income source are also identified as issues.

Annual Assessment Completion Issues

This metric contains issue counts pertaining to Annual Assessment completion. Annual Assessment completion data quality issues include Adult/HoH enrollments that have been enrolled for a year since the HoH project start date, that have a "Past Due" annual assessment (>30 days after HoH anniversary), have "no targeted annual assessment date," have an annual assessment "completed out of range," or Adult/HoH clients who have a "project start date before the HoH project start date."

Q4: Income & Housing Data Quality Issue Client Details

This Look contains a detailed list of the enrollments with Q4 data quality issues other than Annual Assessment completion issues. Please note that if a client has no Q4 data quality issues, they will not appear in the detail table. Issues are broken out into the below categories where applicable for each data element:

• "None" - no data quality issues for this data element.
• "Missing" - data element not answered or has a picklist value indicating it is missing per HUD Reporting Glossary.
• "DKPNTA" - data element answered as either "Don't know" or "Client prefers not to answer"
• "Data Issues" - data element has one or more data quality issues as noted per the HUD Reporting Glossary.

Q4: Annual Assessment Completion Issue Client Details

This Look contains a detailed list of enrollments with an Annual Assessment completion status issue, including the current Annual Assessment status that is being identified.

Question #5: Chronic Homelessness

These Looks focus on the collection of the data elements associated with determining chronic homelessness status as of the project start date.

Q5: Chronic Homelessness Issue Count

Missing Time in Institution

This metric contains issue counts for the "3.917.2 Length of Stay in Prior Living Situation" Universal Data Element and the count of unduplicated enrollments potentially impacted by these UDE errors. The issue count is only applicable to CE, SSO, DS, HP, TH, PH, and RRH programs.

Missing Time in Institution data quality issues include Adult/HoH enrollments active during the "Reporting Period" that had a prior residence that was an Institutional Situation and then responded to the "length of stay in prior living situation" question with "Client prefers not to answer," "Client doesn't know," "Data not collected," or were missing a response.

Missing Time in Housing

This metric contains issue counts for the "3.917.2 Length of Stay in Prior Living Situation" Universal Data Element and the count of unduplicated enrollments potentially impacted by these UDE errors. The issue count is only applicable to CE, SSO, DS, HP, TH, PH, and RRH programs.

Missing Time in Housing data quality issues include Adult/HoH enrollments active during the "Reporting Period" that had a prior residence that was a Temporary Housing Situation, Permanent Housing Situation, or Other and then responded to the "length of stay in prior living situation" question with "Client prefers not to answer," "Client doesn't know," "Data not collected," or were missing a response.

Approximate Date Episode Started 

This metric contains issue counts for the "3.917.3 Approximate date this episode of homelessness started" Universal Data Element and the count of unduplicated enrollments potentially impacted by this UDE error.

Approximate date this episode of homelessness started data quality issues include Adult/HoH enrollments active during the "Reporting Period" in ES, SH, or SO programs that were missing a response to the question or enrollments in CE, SSO, DS, HP, TH, PH, and RRH programs that meet one of the following situations and were missing a response to the question:

- Homeless Situation prior residence

- Institutional Situation prior residence where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less, Two to six nights, One week or more, but less than one month, One month or more, but less than 90 days

- Temporary Housing Situation, Permanent Housing Situation, or Other prior residences where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less or Two to six nights

- Missing or Data not collected prior residence where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less or Two to six nights

Number of Times Homeless

This metric contains issue counts for the "3.917.4 Number of times on the streets, in ES, or SH in the past three years including today" Universal Data Element and the count of unduplicated enrollments potentially impacted by these UDE errors.

Number of times homeless data quality issues  include Adult/HoH enrollments active during the "Reporting Period" in ES, SH, or SO programs that were missing a response to the question or responded "Client prefers not to answer," "Client doesn't know," or "Data not collected." It also includes enrollments missing a response or with one of the previously mentioned responses in CE, SSO, DS, HP, TH, PH, and RRH programs that meet one of the following situations:

- Homeless Situation prior residence

- Institutional Situation prior residence where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less, Two to six nights, One week or more, but less than one month, One month or more, but less than 90 days

- Temporary Housing Situation, Permanent Housing Situation, or Other prior residences where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less or Two to six nights

- Missing or Data not collected prior residence where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less or Two to six nights

Number of Months

This metric contains issue counts for the "3.917.5 Total number of months homeless on the streets, in ES, or SH in the past three years" Universal Data Element and the count of unduplicated enrollments potentially impacted by these UDE errors.  

Number of months homeless data quality issues  include Adult/HoH enrollments active during the "Reporting Period" in ES, SH, or SO programs that were missing a response to the question or responded "Client prefers not to answer," "Client doesn't know," or "Data not collected." It also includes enrollments missing a response or with one of the previously mentioned responses in CE, SSO, DS, HP, TH, PH, and RRH programs that meet one of the following situations:

- Homeless Situation prior residence

- Institutional Situation prior residence where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less, Two to six nights, One week or more, but less than one month, One month or more, but less than 90 days

- Temporary Housing Situation, Permanent Housing Situation, or Other prior residences where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less or Two to six nights

- Missing or Data not collected prior residence where the client stayed on the streets, ES, or Safe Haven on the night before and the length of stay at the prior residence was One night or Less or Two to six nights

Q5: Chronically Homeless Issue Client Details

This Look contains a detailed list of the enrollments with Q5 data quality issues. Please note that if an enrollment has no Q5 data quality issues, they will not appear in the detail table. Issues are broken out into the below categories where applicable for each data element:

• "None" - no data quality issues for this data element.
• "Missing" - data element is not answered or has a picklist value indicating it is missing per HUD Reporting Glossary.
• "DKPNTA" - data element is answered as either "Don't know" or "Client prefers not to answer"
• "Data Issues" - data element has one or more data quality issues as noted per the HUD Reporting Glossary.

Question #6: Timeliness 

Q6: Data Entry Timeliness Issue Count

This Look contains the count and percent of project start and exit records that fall within various day range tiers based on the Q6 Timeliness table in the HMIS Data Quality Report section of the HUD Reporting Glossary.  

Q6 Timeliness Client Detail 

This Look contains a detailed list of the enrollments counted in the Q6: Data Entry Timeliness Issue Count Look with a data entry timeliness greater than three days for enrollments active during the "Reporting Period." "Data Entry Timeliness" columns show the exact number of days between when the record was created and the date selected for the project start and project exit records.

Question #7: Inactive Records - Street Outreach & Emergency Shelter

Q7: Inactive Record Issue Counts

Inactive Street Outreach Enrollments: No Contact

This metric identifies actively enrolled Street Outreach enrollments believed to be inactive due to the latest Current Living Situation being more than 90 days before the "Reporting Period" end date for adults and heads of household.

Inactive ES - NBN Enrollments: No Contact

This metric identifies actively enrolled Night-by-Night Emergency Shelter enrollments believed to be inactive due to the latest Current Living Situation being more than 90 days before the "Reporting Period" end date for adults and heads of household.

Inactive ES - NBN Enrollments: No Bed Night

This metric identifies actively enrolled Night-by-Night Emergency Shelter enrollments believed to be inactive due to the most recent bed night being more than 90 days before the "Reporting Period" end date for adults and heads of household.

Q7: Inactive Street Outreach & ES - NbN: No Contact Issue Client Details

This Look contains a detailed list of the enrollments without a recent contact counted in the Q7: Inactive Record Issue Counts.

Q7: Inactive ES - NbN: No Bed Night Issue Client Details

This Look contains a detailed list of the enrollments without a recent bed night counted in the Q7: Inactive Record Issue Counts.

Updated: 03/07/2024