DataQualityandMonitoringPlan

Purpose: To ensure collection of comprehensive and accurate data from beneficiaries of the VA’sHMIS program.

Policy: It is the policy of BHHS to require that all HMIS grantees collect and manage beneficiarydata in HMIS and maintain a level of data completeness and quality successfully.

A robust data quality and monitory plan must includethefollowing6 elements;Timeliness,Completeness (All Clients Served & Data Quality Benchmarks),Accuracy, Consistency,Monitoring, and Incentives/Enforcement.TheplanbelowdescribeshowHMIS willimplementa data qualityand monitoringplan.

DataQualityPlan

Timeliness

Currentapplicable policy:Collectandupdaterequireddata elementsonallclients,and updatingonweekly basisasnecessary.

Purpose:is to ensuredata is accessible toimprovedataaccuracy.Reducingthetimeperiodbetweendata collectionanddata entrywill increasethe accuracyandcompletenessof client data.

ProposedStandard(may varybyprogramtype):

oHMIS Prevention/RapidRe-housing only:within24 hoursofprogram entry

oAll datamustbeenteredandupdatedas required.

Included dataelementsthatwillbemonitored are:

Universal dataelements(HUD/VA)

Entry/Exits

Services

Completeness

Currentapplicable policy:Informationentered intoNHHMISwill betruthful, accurate

andcomplete.

PurposeistoensurethatNHandeachCoCcanaccuratelydescribetheclients andservices providedtoclientswhoareaccessingservices. Acompleterecordalsoisimportantforreporting for theuseof datainany communitylevelreportingas wellas for HUDrequiredprocessessuch asNOFAandAHARwhichcanaffectfundingfor theCoC anditsproviders.

Proposed Standard:

oAll clientsreceiving homeless, prevention, andserviceshavea recordinHMIS

Goalof less than5%ofclientsare anonymous

  • All dataentered intoHMISis complete (basedonrequirements)
  • defined as follows:
  • Tier 1: Data must be 100% accurate and complete. Missing data, “Don’t Know”, and “Refused”responses are not allowable.
  • Tier 2: Data must be 90% accurate and complete. Missing data, “Don’t Know”, and “Refused”responses do not count toward the 90% threshold goal.
  • Tier 3: Data are important but will not be monitored for completeness or accuracy.

HMISstaffwillrunreportsto reviewandpassontoprograms.

Accuracy/Consistency

 Currentapplicable policy:Clientshavethe rightto:Have only truthful andaccurateinformation aboutthementered into the system

 Purpose:Toensurethat datainHMIS is collected andenteredinacommonandconsistentmanner.

This sectionwill likelyroll outatalater timethantheTimelinessandCompletenessstandardsas wetake additional time toplananddesignthe elements with a varietyof groupsincluding

HMISstaff,funders,CoCCoordinators,agencies,andusers.

DataQualityProcess/Monitoring

Purpose:Toensurethatthe standards for timeliness,completeness,andaccuracyaremetand that data qualityissuesareidentified andresolved.

ProposedStandard:

oAgenciesandCoCCoordinators providetimelyupdates toCoC HMISstaff regardingany

changestoprograms

oHMISwill run quarterlydataqualityreportsandbed utilizationratereportsandwill providethesereports to theCoCCoordinator toreview.

oCoCCoordinatorswillreviewthereportsandrequestthatprogramprovidersmakeany necessarychanges totheirdata.

oProgramproviderswill review their dataandmakenecessarycorrections tomeetthe abovedatastandards.

oHMISstaffwillassistprovidersincorrectingdata andupdatingprograminformationas needed.

Incentives/Enforcement

This sectionwill likely rolloutatalater time thantheTimelinessandCompletenessstandardsas wetake additional time toplananddesignthe elements with a varietyof groupsincluding HMISstaff, funders,CoCCoordinators,agencies,andusers.