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HUD Data Clean-Up Guide Using the 0640 HUD Data Quality Framework Report
1 08.18.2017
This guide is a tool to help assist you with understanding the ART 0640 Report so that project data can be reviewed,
verified, corrected, and ready for all HUD submissions!
REPORT: ART < Public Folder < Art Gallery Reports and Resources < Art Gallery Reports < 0640: HUD Data Quality Report Framework PROMPTS:
Select Provider CoC Code: LEAVE BLANK Select Reporting Group Name: LEAVE BLANK Select Provider: Search and select your project(s)
EDA Provider: LEAVE AS DEFAULT PROVIDER Effective Date: set to match the end date Enter Start Date: 10/01/20XX Enter End Date PLUS 1 Day: set to today’s date [or the end of the contract period] HOW TO READ THE REPORT: On the first excel tab labeled Tab A- Summary, you will see several tables. Each table provides an overview of project information and possible errors.
1. Table Q1. Report Validation
All projects should have ‘0’ number of persons with unknown age and ‘0’ number of child and unknown-age Heads of Household. Youth providers may have children Heads of Household but these clients should be check for accuracy. Reference Tab B for details.
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2. Table Q2. Personally Identifiable Information (PII) Numbers should be as close to ‘0’ as possible for Client Doesn’t Know/Refused, and numbers must be ‘0’ for Information Missing and Data Issues. Reference Tab C for details.
3. Table Q3. Universal Data Elements Error Count should be as close to ‘0’ as possible. Reference Tab D for details.
4. Table Q4. Income and Housing Data Quality
Error Count should be as close to’0’ as possible. Reference Tab E (Entry), Tab F (Annual), Tab G (exit) for details about errors with data related to income.
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5. Table Q5. Chronic Homelessness
Error Count should be as close to’0’ as possible. Reference Tab H for details about errors to questions related to determining chronic homelessness.
6. Table Q6. Timeliness Each Continuum of Care sets the standard for timeliness of data entry. Currently, the expectation is that data will be entered within 72 hours (3 days) of client entry/exit from a project. There is no data correction associated with this table; this table is to highlight were your project currently stands within the CoC’s expectation.
ULTIMATE GOAL: Little to no errors, missing data, or client don’t know/refused for Q1-Q5 (target an error rate of under 5.00%)
Key- General Report Responses
Missing/Null The field has no answer recorded.
Error The field has an answer but the answer conflicts with other recorded responses.
DKR The field has an answer of Client Doesn’t Know or Client Refused
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HOW TO READ THE REPORT (continued):
Tab B – Detail Q1
Group ID
Client UID 362 Client ID 362
EE ID 362
EE Provider EE Entry Date
EE Exit Date
Age at Entry
Relate HoH
Vet EE LOS
a123456 abcd0000000e0000f000 xxxx001 456869 Agency - Project Name (ID#)
7/29/2015 10/5/2015 30 Child N 68
a123456 abcd0000000e0000f000 xxxx002 456396 Agency - Project Name (ID#)
7/29/2015 10/5/2015 8 Child N 68
a123456 abcd0000000e0000f000 xxxx003 569896 Agency - Project Name (ID#)
7/29/2015 10/5/2015 5 Child Y 68
a123456 abcd0000000e0000f000 xxxx004 586234 Agency - Project Name (ID#)
6/10/2016 2/2/2017 33 Self null 165
a123456 abcd0000000e0000f000 xxxx005 986893 Agency - Project Name (ID#)
6/10/2016 2/2/2017 14 Child N 165
a123456 abcd0000000e0000f000 xxxx006 789635 Agency - Project Name (ID#)
6/10/2016 2/2/2017 11 Child N 165
a123456 abcd0000000e0000f000 xxxx007 123698 Agency - Project Name (ID#)
12/18/2014 1/20/2015 2 Self N 33
a123456 abcd0000000e0000f000 xxxx008 158963 Agency - Project Name (ID#)
12/18/2014 1/20/2015 4 Self N 33
This table contains a row for each client who was in the project during the reporting period, and a box for each data quality
element. To be correct, all clients should have a valid age, relationship to Head of Household and Veteran status. Null and missing
information are not valid responses. Anyone under age 18 should have N listed in the veteran status. There must only client per
Group ID with Self listed in the Relate HoH Column. In general, those under 18 should not be listed as Self in the Relate HoH
column (some exclusions exist for Youth Providers). To make corrections, you must be in back date mode to the date the client
entered your project.
Box Key:
Group ID An ID number generated by ServicePoint to group households together
Client Unique ID
A unique identifier generated by ServicePoint to identify duplicate clients
Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)
EE ID An ID number generated by ServicePoint to identify Entry/Exits
EE Provider The name of the Agency and the Project name associated with the client
EE Entry Date The date the client started the project
EE Exit Date The date the client left the project (If a client is still enrolled in the project, the field will show be blank)
Age at Entry Age that the client was upon entry into the project
Relate HoH Relationship the client has to the Head of Household; found on the Household Tab AND tied to the Entry Assessment (ICA recommends correct the Relate to HoH on Q3 first).
Vet Veteran Status; found on the ClientProfile
EE LOS Total number of days between entry and exit
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Tab C- Detail Q2
Client UID 362 Client ID 362
EE ID 362
EE Provide
r
Entry Date
Exit Date
Name
DQ
SSN DQ
DOB DQ
Race DQ
Eth
DQ
Gender
DQ
Entry
Days
Exit Day
s
abcd0000000e0000f000
xxxx001 456869
Agency - Project Name (ID#)
7/29/2015 10/5/2015
4 56
abcd0000000e0000f000
xxxx002 456396
Agency - Project Name (ID#)
7/29/2015 10/5/2015
DKR 7 10
abcd0000000e0000f000
xxxx007 123698
Agency - Project Name (ID#)
12/18/2014 1/20/2015
9 514
abcd0000000e0000f000
xxxx008 158963
Agency - Project Name (ID#)
12/18/2014 1/20/2015
Missing Error DKR 88 514
This table contains a row for each client who was in the project during the reporting period, and a box for each data quality
element. To be correct, there can be no Missing or Errors. To make corrections, you must be in back date mode to the date the
client entered your project. These issues need to be corrected on the Client Profile.
Box Key:
Client Unique ID
A unique identifier generated by ServicePoint to identify duplicate clients
Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)
EE ID An ID number generated by ServicePoint to identify Entry/Exits
EE Provider
The name of the Agency and the Project name associated with the client
EE Entry Date
The date the client started the project
EE Exit Date
The date the client left the project (If a client is still enrolled in the project, the field will show be blank)
Name DQ Name data quality. The Name and Name Data Quality field on the ClientProfile must both be completed and be congruent.
SSN DQ Social security number data quality. The Social Security and SSN Data Quality fields on the ClientProfile must both be completed and be congruent.
DOB DQ Date of Birth Data Quality. The Date of Birth and Date of Birth Type fields on the ClientProfile must be congruent.
Race DQ Race data quality. Missing and DKR responses responses on the Race field on the ClientProfile will be marked.
Eth DQ Ethnicity data quality. Missing and DKR responses on the Ethnicity field on the ClientProfile will be marked.
Gender DQ Gender data quality. Missing and DKR responses on the Gender field on the ClientProfile will be marked.
Entry Days The number of days taken to enter information into HMIS after the client’s actual entry.
Exit Days The number of days taken to enter information into HMIS after the client’s actual exit.
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Tab D – Detail Q3
Group ID Client UID 362 Client ID 362
EE ID 362
EE Provider
Entry Date
Exit Date
Vet DQ
Project Overlap
Relate HOH DQ
Loc DQ
Disab DQ
Dest DQ
a123456 abcd0000000e0
000f000 xxxx002 456396
Agency - Project Name (ID#) 7/29/2015 10/5/2015
No Overlap
a123456 abcd0000000e0
000f000 xxxx003 569896
Agency - Project Name (ID#) 7/29/2015 10/5/2015 Error
No Overlap
a123456 abcd0000000e0
000f000 xxxx005 586234
Agency - Project
Name (ID#) 6/10/2016 11/22/2016
No Overlap Error
a123456 abcd0000000e0
000f000 xxxx007 986893
Agency - Project Name (ID#) 12/18/2014 1/20/2015 Overlap Error Error
a123456 abcd0000000e0
000f000 xxxx008 789635
Agency - Project Name (ID#) 12/18/2014 1/20/2015
No Overlap Error Error
This table contains a row for each client who was in the project during the reporting period, and a box for each data quality
element. To be correct, there can be no Errors or Overlap, meaning the client has multiple entries into projects at the same time.
These issues need to be corrected in the Entry Assessment, except the Dest DQ which will be corrected in the Exit Assessment.
Box Key:
Group ID An ID number generated by ServicePoint to group households together
Client Unique ID A unique identifier generated by ServicePoint to identify duplicate clients
Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)
EE ID An ID number generated by ServicePoint to identify Entry/Exits
EE Provider The name of the Agency and the Project name associated with the client
Entry Date The date the client started the project
Exit Date The date the client left the project (If a client is still enrolled in the project, the field will show be blank)
Vet DQ Veteran Data Quality. Missing, DKR, or Error responses on the Veteran Status field on the ClientProfile (corresponds to the Vet error on Tab B).
Project Overlap Whether or not the client has overlapping entries in the project. All client records with an Overlap listed in this column must be corrected. When this column says Overlap there are two entries for the same project with overlapping service dates. Can be found on the Entry/Exit tab.
Relate HoH DQ There is an error in the Relationship to the Head of Household field on the Entry Assessment.
Loc DQ There is an error in the Location field on the Entry Assessment.
Disab DQ There is an incongruent response between with the Disability field on the entry assessment and on the Disability HUD verification tables on the Special Needs Assessment OR incongruent responses within the Disability HUD Verification table on the Special Needs Assessment (e.g. the same disability type has two active answers)
Dest DQ Destination Data Quality. Errors and DKR on the Destination field on the Exit Assessment will be marked.
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Tab E – Detail Q4 Entry and Tab G- Detail Q4 Exit
Client UID 75 Client ID 75 EE ID 75 Inc YN Income Source Start Date End Date Amount
abcd0000000e0000f000 xxxx001 456869 DNC
abcd0000000e0000f000 xxxx002 456396
abcd0000000e0000f000 xxxx003 569896 Y
abcd0000000e0000f000 xxxx004 123698 N Earned Income (HUD) 1/24/2017
abcd0000000e0000f000 xxxx005 586234 N SSI (HUD) 8/11/2011 5/31/2017 381
abcd0000000e0000f000 xxxx006 158963 Y Other (HUD) 12/15/2015 3/29/2016
abcd0000000e0000f000 xxxx007 986893 SSI (HUD) 10/1/2015 8/21/2016 733
This table contains a row for each income source reporting an error. To be correct, blank Inc YN responses must be updated to
reflect a response. DNC responses should be reviewed and corrected, if it is known that the client did or did not have income at
the time of Entry/Exit. Y responses should always include an income source, start date, and amount. N responses should not have
income sources associated with the no response; income sources should be end dated appropriately. These issues on Tab E need
to be corrected in the Entry Assessment and issues on Tab G will be corrected in the Exit Assessment.
Box Key:
Client Unique ID
A unique identifier generated by ServicePoint to identify duplicate clients
Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)
EE ID An ID number generated by ServicePoint to identify Entry/Exits
Inc YN The client’s response to if the client has Income at the time of Entry/Exit
Income Source The type of income the client reported at the time of Entry/Exit
Start Date The date the client first reported the income source received
End Date The date the client’s income source received stopped being true (date before the client reported the change)
Amount The monthly amount received from the income source
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Tab F- Detail Q4 Annual
Client UID Client ID
EE ID Merge Review
ID
Review Date
Inc YN
Income Source Start Date
End Date
Amount Reporting Range
abcd0000000e0000f000 xxxx001 456869 10/5/2014 Y
Child Support (HUD) 11/8/2006 295.39 Not In Range
abcd0000000e0000f000 xxxx003 569896 10/30/2014 N Not In Range
abcd0000000e0000f000 xxxx004 586234 2/15/2014 N SSI (HUD) 2/15/2014 175 Prior Year
abcd0000000e0000f000 xxxx005 986893 Review PAST DUE
abcd0000000e0000f000 xxxx002 456396 Review Due NOW
This table contains a row for each income source and/or client reporting an error at the time of the Annual Assessment. To be
correct, any Not in Range responses need to have the interim report type changed from Annual to Update. Clients with a Prior
Year or Review Due NOW reporting need to have the Annual Assessment conducted for the current year. Client with Review PAST
DUE are beyond the HUD approved timeframe to complete the Annual Assessment-notify your HMIS System Administrator for
directions on how to correct. Annual Assessments are to be completed on a yearly basis, based on the enrollment anniversary date
into a project (30days before/after entry date).
Box Key:
Client Unique ID A unique identifier generated by ServicePoint to identify duplicate clients
Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)
EE ID An ID number generated by ServicePoint to identify Entry/Exits
Merge Review ID
Review Date The date the Interim Review was completed
Inc YN The client’s response to if the client has Income at the time of Entry/Exit
Income Source The type of income the client reported at the time of Entry/Exit
Start Date The date the client first reported the income source received
End Date The date the client’s income source received stopped being true (date before the client reported the change)
Amount The monthly amount received from the income source
Reporting Range
Indicates status of client annual assessment
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Tab H- Detail Q5
Client UID 1 Client ID 1
EE ID 1
EE Provider Proj Type
Entry Date
Exit Date
Inst DQ
House DQ
Apprx DQ
Times DQ
Mnths DQ
abcd0000000e0000f000 xxxx001
456869 Agency - Project Name
(ID#)
RRH
7/29/2015
12/30/2016 missing
abcd0000000e0000f000 xxxx002 569896
Agency - Project Name
(ID#)
RRH 6/23/2016 1/1/2017
abcd0000000e0000f000 xxxx003
986893
Agency - Project Name
(ID#) RRH 8/1/2016 3/30/2017
This table examines Chronic Homeless Definition linked entry assessment questions. This table contains a row for each client the
reports reads missing or incongruent data. All corrections need to be made on the Entry/Exit tab under the Entry Assessment.
Box Key:
Client Unique ID
A unique identifier generated by ServicePoint to identify duplicate clients
Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)
EE ID An ID number generated by ServicePoint to identify Entry/Exits
EE Provider
The name of the Agency and the Project name associated with the client
Proj Type The type of homeless service project, such as street outreach (SO), rapid rehousing (RRH), emergency shelter (ES), transitional housing (TH, permanent supportive housing (PSH), or services only (SSO)
Entry Date
The date the client started the project
Exit Date The date the client left the project (If a client is still enrolled in the project, the field will show be blank)
Inst DQ Errors related to clients who have a Residence Prior to project entry as Institutional setting and are missing a length of stay
House DQ
Errors related to clients who have a Residence Prior to project entry as a Housing setting and are missing a length of stay
Apprx DQ
The approximate date the client reported the current episode of homelessness began.
Times DQ
The number of times the client reported having been literally homeless in the past three years.
Mnths DQ
The number of calendar months the client reported having been literally homeless in the past three years.
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Tab I- Detail Q7
Client UID 1 Client ID 1 EE ID 1 EE Provider Proj Type
Entry Date
Exit Date
Age/HoH Record Type
Record Date
abcd0000000e0000f000 xxxx001
456869 Agency - Project
Name (ID#)
RRH
7/29/2015
12/30/2016 Child HoH Outreach 7/29/2015
abcd0000000e0000f000 xxxx002 569896
Agency - Project
Name (ID#)
RRH 6/23/2016 1/1/2017 Adult HoH outreach 6/30/2016
abcd0000000e0000f000 xxxx003
986893
Agency - Project
Name (ID#) RRH 8/1/2016 3/30/2017 Adult HoH outreach 8/1/2016
This table contains a row for each Adult/Head of Household coming into contact with a Street Outreach Service or Emergency
Shelter AND a record count for all clients in a Night by Night Shelter.
Box Key:
Client Unique ID
A unique identifier generated by ServicePoint to identify duplicate clients
Client ID The client ID number generated by ServicePoint (Use this ID number to open the client record within ServicePoint)
EE ID An ID number generated by ServicePoint to identify Entry/Exits
EE Provider
The name of the Agency and the Project name associated with the client
Proj Type
The type of homeless service project, such as street outreach (SO), rapid rehousing (RRH), emergency shelter (ES), transitional housing (TH, permanent supportive housing (PSH), or services only (SSO)
Entry Date
The date the client started the project
Exit Date
The date the client left the project (If a client is still enrolled in the project, the field will show be blank)
Age/HoH
Distinguishes if the client is a child or an adult
Record Type
Distinguishes if the record was created by Outreach or Night by Night services
Record Date
The last documented contact recorded. Any client whose last Contact record was more than 90 days past, and the client has no exit recorded, will appear as INACTIVE RECORD COUNT on Table Q7 on the Summary tab.