Data Quality Framework

Data Quality Framework

INTRODUCTION

The Data Quality Framework (DQF) is a canned report available in CMIS. The Data Quality Framework provides details on HUD-required data elements and those clients whose data relating to those data elements are flagged as data quality issues. This report is used as a main tool for CMIS end users to clean up their data to fulfill reporting requirements.
The Data Quality Framework is a replacement for the now-retired 0640 Data Quality Report.

ACCESS

Canned reports, like the Data Quality Report, are available to all CMIS end users. This means that the report is always accessible in CMIS and can be run and re-run to review CMIS data in real time.
Access to data pulled through canned reports depends on the end user's visibility settings and project access.

RECOMMENDATION

Housing Alliance Delaware runs and distributes Data Quality Framework reports to providers on a quarterly basis. However, it is recommended that providers run and review the Data Quality Framework internally on a more frequent basis.
Housing Alliance Delaware recommends that the Data Quality Framework is run and reviewed by providers on a monthly basis to ensure that all clients have the required data elements completed in CMIS in a timely manner. For larger programs or programs with multiple staff entering data, more frequent report runs are recommended.


LOCATING THE DATA QUALITY FRAMEWORK

To locate the Data Quality Framework, go to the Reports module of CMIS. There are two ways to locate this module:

1. Click the arrow on the sidebar of CMIS to expand the Reports menu. Data Quality Framework will be available in the list of report options. Currently, the Data Quality Framework is titled "FY2023 Data Quality Framework".



2. Click the Reports button on the sidebar of CMIS to open the Report Dashboard. Data Quality Framework is located under the Provider Reports section. Currently, the Data Quality Framework is titled "FY 2024 Data Quality Framework" (similar to the screenshot below, but not identical).




RUNNING THE DATA QUALITY FRAMEWORK

The Report Options contains customizable fields to run reports, based on the information that needs to be pulled and reviewed. These fields can be edited between each report run.



Fields & Descriptions:
Name - An optional field available to label the specific report being run (ex., the Provider and/or Date Range run). This field is useful should end users be running multiple reports.

Description - An optional field available to provide a description of the specific  report being run.

Provider Type - Select how to run the report: by Provider (or project), Reporting Group (a combination of projects, which can be set up by Housing Alliance Delaware), or CoC Code (the entire CoC - though this will only work for Housing Alliance Delaware Staff).
  1. Provider - Use the drop-down or Search to identify the Provider the report will be run for.
  2. Reporting Group - Use the drop-down or Search to identify the Reporting group that the report will be run form.
Program Date Range - Select a Start and End date to filter results.
  1. Note that the Data Quality Framework will pull all clients enrolled during the selected Date Range, even if the client has been exited since and/or was enrolled after the Start Date selected.
  2. Data elements and data quality issues will be pulled as of the client's date of program enrollment, unless specified. Therefore, any data cleanup must be completed through the Entry Assessment, unless Interims or Exit information is being pulled.
Entry/Exit Types - Most programs in CMIS use HUD as their Entry/Exit type. However, PATH, VA, and RHY are also utilized in DE-CMIS. Selecting a Project Type that was not designated for the Provider(s) chosen and/or a combination of Entry/Exit types will pull clients that will not be pulled into other major reporting.
  1. Note that the Data Quality Framework will only review data quality for elements required by HUD, and other reports exist to review PATH-, VA-, and RHY-required elements.
Once all fields have correctly been entered, click the "Build Report" button.




READING THE DATA QUALITY FRAMEWORK


The Report will begin to run and appear in the Report Run History box above the Report Options section. The report will show as Running until it is Complete, which typically takes a few seconds (run time may increase depending on Provider and Date Range selected).
  1. The Report Run History will save the reports run from the last month.
  2. The Refresh button can be used to check on the progress of the report run.
  3. The magnifying glass icon, found to the left of a row of the Report Run History, can be used to view a report once it is complete.



Multiple sections and tables will appear in the Data Quality Framework once a report is complete.



1. Client Filter

  1. The end user can search client's CMIS ID numbers (or use the Search feature to locate their CMIS ID number) to determine where the client would appear on the DQF. Rows where the selected client would be included will be highlighted throughout the report.

2. 4a - Project Identifiers in HMIS

This table lists all Providers that had clients pull into the DQF run.
  1. End users that ran a report using a Reporting Group will be able to check that all projects were pulled, as they will all be listed.
  2. All end users can check the "Total Active Clients" and "Total Active Households" columns to review the number of clients/households enrolled in each project - especially if the totals are 0s.

3. Q1 - Report Validations Table

This table pulls basic breakdowns of the clients pulled into the report, for review.
  1. The "Count of Clients for DQ" and "Count of Clients" columns will only differ for Street Outreach projects.
  2. All numbers over 0 will appear in green, which is a clickable link that will pull a table of all clients included in the value. This table can be downloaded to an Excel file using the "Download Results" button.
Some rows on Table Q1 that Housing Alliance Delaware recommends to review:
  1. Total Number of Persons Served - The number of clients who have a project entry under the specific Provider(s) and Entry/Exit Type(s) for the provided Date Range. This can be used to check that all clients were enrolled into CMIS, or if any clients are missing.
  2. Number of Leavers - The number of clients who have been exited from a project during the Report Date Range.
  3. Number of Stayers - The number of clients who are still enrolled in a project after the Report Date Range.
  4. Number of Chronically Homeless Persons - The number of clients who have a disabling condition as well as 12+ months of reported homelessness in the last 3 years.
  5. Heads of Households and Adult Stayers in the Project 365 Days or More - Can be used to review if clients should have been exited (for most project types).



4. Q2 - Data Quality: Personally Identifiable Information

  1. Additional columns are provided to review data quality issues based on certain responses available in the Entry Assessment:
    1. Client Doesn't Know/Client prefers not to answer
    2. Information Missing - blanks or "Data Not Collected" were used to answer the assessment question
    3. Data Issues - logical data errors that need to be reviewed (ex., a full SSN was entered when "Approximate or Partial SSN Provided" is the response in the SSN Data Quality question)
    4. Total - combines all categories listed above
    5. % of Error Rate - Delaware's CoC requests that all data elements have an Error Rate of 5% or lower 
  2. Data Elements reviewed in Table Q2:
    1. Name - DQ issues are typically due to a missing "Name Data Quality" response, a Code Name being used, and/or the use of a locked/Anonymous profile.
      This data element must be addressed in the Client Profile tab.
    2. SSN - DQ issues are typically due to blanks, Partial SSNs and/or a missing "SSN Data Quality" response.
      This data element must be addressed in the Client Profile tab.
    3. Date of Birth - DQ issues are typically due to blanks and/or a missing "DOB Data Quality" response.
    4. Race and Ethnicity
    5. Gender

5. Q3 - Data Quality: Universal Data Elements

  1. Data Elements reviewed in Table Q3:
    1. Veteran Status - This data element must be addressed in the Client Profile tab.
    2. Project Start Date - This data element typically gets errors due to overlapping project entries. Contact Housing Alliance Delaware should any errors of this type appear.
    3. Relationship to Head of Household - each project enrollment should have only one (1) Head of Household, as designated on the Entry Assessment (not in the Households tab).
    4. Enrollment CoC - All clients in DE-CMIS should have an Enrollment CoC of "DE-500".
    5. Disabling Condition - Both the Yes/No assessment question and the matching HUD Verification must be answered and match logically to remove errors for this data element.



6. Q4 - Data Quality: Income and Housing Data Quality

  1. Data Elements reviewed in Table Q4:
    1. Destination - Data issues appear if "No exit interview completed", "Other", "Client doesn't know", "Client prefers not to answer", or "Data Not Collected" is selected.
    2. Income and Sources (4.2) at Start - The Yes/No question, HUD Verification, and Total Monthly Income must be answered and make logical sense with each other on the entry assessment.
    3. Income and Sources (4.2) at Annual Assessment - The Yes/No question, HUD Verification, and Total Monthly Income must be answered and make logical sense with each other on each Annual Assessment in a client's profile.
      1. If a client is enrolled in a project for 365+ days and does not have an Annual Assessment entered +/- 30 days from each anniversary of their Project Start Date, a data issue will immediately calculate here.
        1. For most programs in DE-CMIS, this may be a sign that a client was "forgotten" to be exited from the project, as most projects do not serve clients for over a year.
    4. Income and Sources (4.2) at Exit - The Yes/No question, HUD Verification, and Total Monthly Income must be answered and make logical sense with each other on the exit assessment.


7. Q5 - Data Quality: Chronic Homelessness

  1. Rows pull data based on the project type that the client is being entered through - ES/SH/Street Outreach, TH, and PH (includes RRH, PSH, OPH).
  2. Additional columns are provided to review data quality issues based on certain LOT responses available in the Entry Assessment:
    1. Missing time in institution (3.917.2) - Applies to clients in TH or PH projects who stated they came from an institutional setting; response of length of time in institutional setting was not entered.
    2. Missing time in housing (3.917.2) - Applies to clients in TH or PH projects who stated they came from a temporary housing setting; response of length of time in temporary housing setting was not entered.
    3. Approximate Date started (3.917.3) DK/R/missing - Approximate Date this episode of homelessness started was left blank.
    4. Number of times (3.917.4) DK/R/missing - Number of times outdoors or in ES in the last three years was not answered.
    5. Number of months (3.917.5) DK/R/missing) - Number of months outdoors or in ES in the last three years was not answered.
    6. % of records unable to calculate - CH status cannot be calculated due to blank answers whose details are outlined in this table.


8. Q6 - Data Quality: Timeliness

  1. The data in this table cannot be edited, but is for your review.
  2. This table shares how many calendar days are between a client's Project Start Date and when the client was entered into the project in CMIS, and how many calendar days are between a client's Project End Date and when the client was exited from the project.
    1. The Delaware CoC requests that all data is entered within three (3) business days of receiving it from a client.
  3. If clients have their entry deleted to be re-entered (due to error in data entry workflow), the original timeliness value will be removed and be replaced by the new difference in time - therefore, Housing Alliance Delaware recommends reaching out as soon as you notice errors in data entry (such as enrolling a family into a shelter as separate households).

9. Q7 - Data Quality: Inactive Records: Street Outreach and Emergency Shelter

  1. The data in this table only applies to Street Outreach projects in DE-CMIS.
  2. The #/% of Inactive Records column shows the number (or percentage) of clients who have not had a Current Living Situation entered within 90 days.
    1. HUD suggests that clients be exited from a Street Outreach project if they were not contacted (recorded through adding additional Current Living Situations) in 90 days.

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