LSA HDX 2.0 Data Review Process

HUD Resources

Preparing-for-the-LSA-Guidance-on-Common-Data-Quality-Issues

Overall LSA Process & Responsibilities

LSA Process

Division of Responsibilities

What are the kinds of flags?

Errors

Warnings

Some warnings can be resolved by updating the data in Community Services. For example, flags for discrepancies between the HIC and HMIS may be resolved by updating HMIS inventory. Or, utilization warnings may be resolved by updating inventory. 

If a warning cannot be resolved by updating the data, it will require a note to explain the cause of the warning. Notes will be reviewed by Abt. This process will still be done manually and is expected to take 24-48 hours (*flags are not always reviewed in this timeframe).

Warning Flag Status

How to use Airtable to Address Flags

1. Log in to the shared Airtable
2. Navigate to the CoC Flags (Figure 1; Step 1)

   1. 

3. Go to your CoC view (Figure 1; Step 2 for Joplin)
4. You'll see all of your errors/warnings, grouped by:
   1. Status: To Do, In Progress, Need Help from Reporting Team, Done
   2. Error/Warning
   3. Flag Category (e.g., Inventory, Comparisons with HIC, Utilization)
5. To work on an error/warning, click on the symbol underneath Step 3 (Figure 1)

6. Once you've opened the flag, you can navigate between the flags in your view by clicking the arrows in the red box (Figure 2).

   You'll first see the (Figure 2)

   

   1. Flag Type: whether the flag is an Error or Warning
   2. Status: this is an internal status field
      1. You should always update this as you work on the flag.

      2. 

   3. Internal Notes: This is a place for you to put any relevant notes while you're working. Also, if you have questions for Reporting Team, put them here.
   4. Notes for Warnings for Reviewers: This is where you put your notes that need to be submitted for review for warning flags
   5. Plain Language Description: If the flag was in HUD's CoC Common Flags Library, this is the Plain Language Description they provided
   6. Possible Causes: If the flag was in HUD's CoC Common Flags Library, this is the Possible Causes they provided
   7. Information Needed to Resolve Warning: If the flag was in HUD's CoC Common Flags Library, this is the Information Needed to Resolve Warning they provided
   9. Flag Status: The flag status from HDX

   10. Flag Description: This is pulled either from HUD's CoC Common Flags Library, or directly from the HDX export

       As you scroll down, you'll see (Figure 3). Next are fields that come directly from the HDX flag export - do not make any changes directly to these fields.

       

7. 1. Flag Data Source: This is the file in the LSA Export that the flag comes from. If you wish to look into the files directly, this is it. Note, if there is an 'and', like 'Project and Inventory', the flag is related to both of those files.
   2. Flag Level: This is what level of data the flag pertains to (CoC, Project, ProjectCoC, Inventory)
   3. Flag Category: Description the type of flag
   4. Flag Description: The description from the HDX export
   5. Latest CoC Note: What is currently in HDX as the CoC's note to HUD
   6. Current Review Team Note: What is currently in HDX as the HUD's response to the CoC
   7. Flag Status: HUD's status for the flag
   8. Flag Data Field Description 1. This, and i are the data that are relevant to the flag and causing the issue. There is space for 15 possible Flag Data Fields. They all start with a Flag Data Field Description # (e.g., 'A') and then a Flag Data Field Value # (e.g., 'B').
   1. If it is a project level flag, it often starts with the project ID
   9. Flag Data Field Value 1

Example process

• LSA Upload results in a warning. This will be marked with status 'To Do'.
• CoC team should look at the flag record in Airtable, using the recommendations and Flag Data Field information to figure out what is causing the issue. You may need to run reports to identify if the underlying data is accurate.
• When you begin to work on a flag, the CoC team will change the Status to 'In Progress'.
• If, as you're looking into the flag, you are stuck, the CoC team will put what is the sticking point in 'Working Notes' and change the status to 'Need Help from Reporting Team'. KALP will be monitoring these and put her response in 'Internal Notes' and change the status to 'In Progress'.
• If the data is inaccurate, the CoC team will:
  • Make changes in Community Services
  • Once done, update status to 'Done'
  • If this data changes have, in fact, resolved the issue, after the next flag upload the flag will disappear.
  • If the flag is still not resolved, the flag will remain and the status will change to 'To Do' and the Flag Data Fields will be updated as appropriate. Repeat process.
• If the data is accurate, and you need to provide an explanation, the CoC team will:
  • Provide a note in 'Notes for Warnings for Reviewers' and change the status to 'Note Added'
  • KALP will add this note to HDX
  • Once there are a sufficient number of flags that are likely resolved or have notes, and in conjunction with CoC team, KALP will submit the upload for review. This goes to our Abt Liaison and is expected to take 24-48 hours.
    • This timeframe gets longer the closer to the deadline we get.
  • Once the upload has been reviewed, KALP will update Airtable to match the information from HDX. This could either be:
    • The note was accepted. Yay! KALP will change the Status to 'Note Sufficient'
    • The note was not yet accepted. KALP will change the Status to 'Note - Additional Information Needed'.
      • Note, given other data changes, the data may have also changed for this flag - check the Flag Data Fields to see any impact and if that affects your response
      • The CoC team will enhance their note in 'Notes for Warnings for Reviewers' and change the Status to 'Note Added'
      • KALP will submit this for review again once the upload is ready.

Using LSA Export files for digging into flags

Depending on the flag, you may want to look at the data from the LSA Export. These can be found on Sharepoint: HMIS\Reports\LSA\FY24\_Exports and Flags. These are named like "STJ 20241119". This folder will show the most recent export and flags.

To use, click on the folder name, and then open the relevant file. This often will be the file listed in field 'Flag Data Source' in each flag record.

Kaitlyn has often used the Inventory file to see the bed inventory pulled into the LSA, along with the Project file, to check exactly which projects are being pulled in and some of their PDDEs. This can be helpful for determining Comparisons with the HIC, as you can then group the Inventory in the LSA (e.g., all non-HMIS ES projects) and do the same in your HIC file. All CoCs have an excel copy of their HIC export in their LSA folder.

Note, it can take some getting used to looking through these files, so please reach out to Kaitlyn with any questions.

Airtable for Project Lead

When you download a flag file from HDX 2.0, follow these steps:

1. In the CoC Flags table, KALP: All Info view, paste the full text of the flag file into table, in a new row starting on the Upload ID column. Say yes to 'do you want to expand the table'.
2. Fill out the CoC, Date of Flags Export, and Status (Internal).
   1. This will populate the flags on the CoC-specific views.
3. Then, go into KALP: >1 CoC-FlagID view to check the newest flags as "Current" and uncheck "Current" for old flags
4. Then, go into KALP: 1 CoC-FlagID view to check the newest flags as "Current" and uncheck "Current" for old flags

There are links and automations so that the # Flags by CoC/Date table will be updated. Go there to check and uncheck the "First" and "Most Recent" for the export per CoC.

The CoC Status table tracks the dates that different stages were completed.

There are some dashboards programmed in the Interface.

Need Help? Confused? Overwhelmed? Need to vent?

Makes sense. This is a huge undertaking. Always feel free to reach out to Kaitlyn for a quick question via chat or to set up a meeting.