1. Ohio Balance of State Continuum of Care HMIS Data Quality Monitoring Webinar April 26 th, 2016 Presented by COHHIO HMIS Department: Genelle Denzin Amanda Wilson Matt Dicks

2. Webinar Information Call is muted Submit questions through the chat feature in GoToWebinar Control Panel Questions will be answered during the webinar or afterward.

3. State of the Balance of State Total clients that touched any of the 572 Balance of State projects in 2015: 19,249 Number of residential clients with missing data: 753 [Source: 0632 HMIS APR] Median days to enter clients: 3 (Average = 22) [Source: Desk Time report]

4. Data Quality Standards Document You can find how-to’s, policies, and articles about HMIS at http://hmis.cohhio.org/.http://hmis.cohhio.org/ The 2015 HMIS Data Quality Standards document is located in “Policy and Standards Documents”. Lays out the three components of data quality (as defined by HUD): – Data Timeliness – Data Completeness – Data Accuracy

5. Data Quality Standards Document The Data Quality Standards document describes our Data Quality Monitoring Plan, which will see a change for 2016. Specifies which reports to run to be confident that your data quality fits with the Standards.

6. (More) Change is Coming Bowman is going to be replacing ART with a different reporting tool. Like the process of opening visibility, it will be rocky at first but much better in the end. Expected timeline: Fall of this year or early 2017.

7. Data Quality Reports Data Quality reports for HUD and VA projects – Entry Exits and Assessments (custom report) – Households and Services (custom report) Data Quality reports for RHY projects: – 0261 Data Completeness Entry – 0262 Data Completeness Exit PATH, HOPWA – currently no DQ reports, but can use custom reports until more complete reporting is available Bed Utilization (custom report) (HUD only) Desk Time (custom report) (All programs)

8. Most Recent Changes to Custom Data Quality Reports Can now be run on multiple providers – This is because we moved to open visibility! Removed the DOB = Entry Date tab Plans: – Move “Missing Head of Household” and “Children Only Households” over to the Entry Exits and Assessments report so that projects that do not enter Services will only have to run one Data Quality report. – Remove Summary tab, add percentages to tabs. – Fix Interims tab. Ideally it will only show which clients the APR thinks is missing an Interim. – Send in your suggestions! – Will rewrite these reports in the new system once it is available.

9. Desk Time Report Tracks the number of days between the client’s Entry Date and the date the client’s Entry/Exit was added to determine “Desk Time”, or, how long that client’s paperwork was waiting to be entered. The Data Quality Standards state that clients must be entered within 5 days of the client’s Entry into the project.

10. Bed Utilization Each of the 18 Homeless Planning Regions receives this report from ODSA monthly. Bed Utilization measures the capacity at which you are operating. – Over-utilization could mean agencies are not exiting clients promptly. – Under-utilization could be a result of program-level issues, incorrect Entry Exit Type, or long Desk Times.

11. Data Quality Monitoring The Data Quality Standards document states that projects must check all relevant Data Quality reports monthly and make corrections as necessary. It also states COHHIO is to monitor Data Quality for the Balance of State. Current monitoring process for COHHIO is ready for a change, thanks to the decrease in size of our department and to opening visibility!

12. Data Quality Monitoring Changes Monthly (beginning in May) we will be running a CoC-wide Data Quality report that ranks projects based on Missing and Incorrect data, most of the other types of issues detailed in the Data Quality reports, and Desk Time. We will use this in two ways: – We will focus our training efforts and monitor closely those projects in the very last 5 positions in the ranking. – Every quarter, we will release a Top Ten list that recognizes ten projects with perfect Data Quality. We will also include a “Most Improved” project.

13. Last Five Non-responsive agencies or agencies that do not stick to their compliance plan may have to enter into a Quality Improvement Plan through the CoC. As agencies cycle out of the “Last Five”, our Data Quality overall will continue to improve.

14. Top Ten and Most Improved The purpose behind this is to recognize the great work you are all doing. Top Ten list may be further confined to different types of agencies and changed up each quarter. Most Improved will compare current quarter to previous quarter.

15. Timeline First email with the Top Ten and Most Improved should come out in early July. Monitoring the “Last Five” will begin in early May (when the report is ready).

16. Questions! We will try to answer everything today, but any questions not addressed in the webinar will be answered via email. As always, email hmis@cohhio.org with any other questions. hmis@cohhio.org Or call us! 1.614.280.1984 Ext. 20: Matt Dicks Ext. 15: Amanda Wilson Ext. 23: Genelle Denzin