Staying One Step Ahead of Data Issues: HMIS Data Tips
The next Quarterly Data Quality (QDQ) cycle is ramping up. The data from quarter 4 of 2022 should be in the HMIS and the portal to submit scores is open. Most every agency in Minnesota’s HMIS should be participating in QDQ. There is a QDQ Guide for End Users located on the ICA website. You can click here for that link.
The QDQ report provides the opportunity for agencies to review the data they have put in the HMIS and, when needed, update or correct that data. While it is unlikely that a provider will have 100% scores in the first run of the report, it is possible to stay one step ahead of the corrections by using a few simple tips.
Here are a few tips that might help you get the data correct on the first try.
1. Relationship to Head of Household
Relationship to Head of Household for a client who enters a program alone is always recorded as Self. Even if the client is part of a household in another program, if that person enters a new program alone, record the Relationship to Head of Household as Self.
EXAMPLE: A client is 19 years-old and is in a program with their parent. The parent is the Head of Household and the child is recorded as the Head of Household’s Child. When that 19-year-old enters a new program on their own, they should be entered as Self for Relationship to Head of Household for the new program.
2. Client Location
In the entry assessment, the field Client Location should match exactly the Continuum of Care (CoC) of the provider for the entry assessment. You can find that CoC right in the provider’s name.
EXAMPLE: The provider name in the image below has -HCC- in the name. This refers to Hennepin CoC. So, for client location, the correct data entered should be MN-500 Hennepin.
3. Explanations and Definitions
Some data elements might be confusing. To get a better understanding of what is being asked, a HMIS user can hover their mouse over the field name with a grey background and a question mark will appear.
Shortly after that, a description of what is needed will appear.
If the user clicks on the field name with a grey background, a description window will pop-up.
4. Sub-Assessments
In most entry assessments there are four HUD-required sub-assessments - for (1) Health Insurance, (2) Disabilities, (3) Monthly Income, and (4) Non-Cash Benefits. For each HUD sub-assessment, there is a companion Yes/No data element. The answer to the “Yes/No” drop-down field must always agree with whatever you enter in the sub-assessment below. If not, you will likely find errors on your funder reports in the future.
For a detailed explanation of sub-assessments, click here for a Knowledge Base article to help.
If you missed a few steps and do need to correct some data, follow these steps:
Don’t worry. Mistakes happen and correcting them can be done.
Check the Knowledge Base section on Correcting Data. It has articles on how to fix many common mistakes. Click here for the link to that section in the Knowledge Base.
If you’re still stuck, contact the Helpdesk. Minnesota's HMIS Helpdesk is operated by your State System Administrator. Contact us at MNHMIS@icalliances.org. We route your Helpdesk request to the appropriate team member and will respond within 1 business day. Our system, through emails and forms, allows us to efficiently prioritize your requests and give us the ability to organize and prepare the actions needed to serve you best.
Thank you for helping to keep the HMIS data as accurate as possible.