ICA is working with MN HMIS stakeholders to redesign data quality monitoring and improvement processes in our system. A complete overhaul is in the works.
Over the past year, ICA has been planning for a new data quality monitoring process. Now, we are reaching out to CoC Coordinators, agency leadership, end users, and state and tribal partners to make sure our ideas for a new process benefit everyone and are aligned with our goals as a community.
Here’s a preview of the new process:
Why is it important?
With high-quality data, a community can accurately tell the story of the individuals and families it serves. For the information in the system to be useful in measuring our progress or understanding our system, it must be accurate, complete, consistent, and timely.
Our system is big and complex, and it requires regular attention to ensure that the data in it meets our quality standards. Especially with the inclusion of Coordinated Entry in HMIS, good data helps agencies and programs make decisions that affect clients’ lives, so it’s more important now than ever.
What’s different? What’s the same?
In recent years, ICA has focused on data quality in response to federally mandated efforts like System Performance Measures and the Longitudinal System Analysis (formerly known as the AHAR). These efforts look at data in the system in specific ways, and require ICA and users to respond to specific timelines.
While those efforts won’t go away, our new process proposes more frequent examination of the HUD and MN Universal Data Elements, all of which are important in those efforts, as a way to reduce the effort spent looking at and attempting to correct data from years ago during crunched timelines.
In the proposed process, four times per year, agencies will hear from their CoC coordinator and/or their RSA that it’s time to start the Quarterly Data Quality monitoring process.
Agencies will run a special report that ‘scores’ their providers’ data quality based on the extent to which the HUD and MN universal data elements meet criteria for accuracy, completeness, consistency, and timeliness. Agencies will have time to correct issues and then re-run the report, with support from ICA in HMIS User Groups and via the HMIS MN Helpdesk during that time.
Agencies will then submit a form indicating they reviewed their report and documenting their scores. In return, agencies will receive charts that can help them track and celebrate their data quality progress. CoC leadership and state funding partners will be briefed on agencies’ participation and progress every quarter. ICA is still exploring ways to recognize and show appreciation for all participating agencies, especially high-performers and high-improvers, and welcome users’ ideas.
Want to know more? Want to provide feedback?
Contact our helpdesk at firstname.lastname@example.org.