Data Quality Report Card (EE) (v2)

About the report

This report was modified from the 0252 Data Completeness Report Card (EE) to provide a more accurate picture of data quality for projects. Where reasonably possible, data quality calculations have been programmed to follow the 0640 HUD Data Quality Framework Report. The report looks at not only elements required by HUD, but also those elements required for the Missouri HMIS, and gives a letter grade in each category and overall based upon "Ok" answers entered into the system. This report does not look at the data quality or completeness of contacts, services, or referrals regardless of funding source. 

Running the report

  1. Select Connect to Art in the banner at the top right corner of the screen (near Enter Data As). 
  2. In the ART Browser, navigate to Public Folder > Data Quality and Completeness Reports > Data Quality Report Card (EE) (v2) and click on the magnifying glass icon. 
  3. On the ART Items Details window, click View Report to open the report. A new tab will open.Note: If running the report for several providers, one or more CoCs, or one or more reporting groups, using Schedule Report (instead of View Report) is strongly recommended as the report will take a significant amount of time to run and may time out. 
  4. Prompts:
    1. Complete only one of the following prompts. Leave the other two blank.
      • Click Select Provider(s) and click Refresh Values. Double click on the provider(s) for which the report is being run in the left hand column so that they appear in the right hand column.
      • Click Select CoC Code(s) and click Refresh Values. Double click on the CoC(s) for which the report is being run in the left hand column so that they appear in the right hand column.
      • Click Select Reporting Group(s) and click Refresh Values. Double click the reporting group(s) for which the report is being run in the left hand column so they appear in the right hand column.
    2. Set the EDA Provider prompt:
      • If running the report for only one project, set EDA Provider to that project.
      • If running the report for multiple providers, CoC(s), or reporting group(s), leave EDA Provider set to -Default Provider-.
    3. Click Enter Start Date and enter the first day of the reporting period using the calendar using the date picker or by typing it directly into the field.
    4. Click Enter End Date PLUS 1 Day and select the day after the end of the reporting period. For example, when running a report with an end date of 12/31/16, enter 1/1/17 into the field.
    5. Once all prompts are accurate and have a green check mark in front of them, click Run Query at the bottom of the window to run the report.

Using the report

  • Combined Report Card shows scores for all selected projects in the report in one report card. The report card is broken into three categories. 
    • HUD Universal Data Elements: All elements (rows) in this section refer to questions which are required to be collected for all projects by HUD. 
    • Missouri Core Data Elements: All elements in this section refer to questions which are required to be collected by all projects by the Missouri HMIS. Many of these elements are required for some projects by HUD. 
    • Special Needs Assessment: All elements in this section refer to questions which are found on the Special Needs Assessment. If the project funder does not require the collection of these elements, this section will show only dashes ( - ) and are exempted from the overall grade calculation. 
  • Provider Report Card(s) shows scores for each project selected in the report. Each project is shown on its own page. These report cards are laid out identically to the combined report card. 
  • Client Detail provides a categorization for each data element for each client. The key is below. To make corrections, use the client ID number in the second column from the left to open the client record and make corrections in the appropriate fields. Note: For definitions of each row/column, see Row/Column Definition section below.

  • Grades by User provides a summary of data quality scores per user in three categories, an overall score, and a letter grade. 
  • Grades by Provider gives a summary of data quality scores per provider in three categories, an overall score, and a letter grade. 
  • Document Information shows the information entered into the prompts to generate the report. 
  • This report can be downloaded as a PDF or Excel Spreadsheet by clicking Document > Save to my Computer As > PDF -or- Excel -or- Excel 2007.

Input Controls

Note: Input controls are available only when the report is run using View Report. The Schedule Report function does not allow for the use of input controls. 

The Provider Report Card(s), Client Detail, Grades by User, and Grades by Provider tabs each have input controls available. Input controls are available in order to allow you to view partial information, such as seeing the data quality for only one user or one project type. 

Exporting the Report for Data Cleanup Purposes

In the upper left hand corner of the window, select  Document > Save to my computer as > Excel -OR- Excel 2007. The entire workbook will be downloaded as an Excel workbook. 

Exporting the Report for Funders or the CoC

Some CoCs and/or funders require the submission of the Provider Report Card on a regular basis or for the purpose of Rank and Review. Follow these steps to export the required information:
  1. Select the Provider Report Card(s) tab.
  2. In the upper left hand corner of the window, select Document > Save report to my computer as > PDF. 

Row/column definitions

Row header (Report Card tabs) Column header (Client Detail tab) Requirement to get "Ok"
Name and Name Data Quality Name
  • First Name is not blank or "Anonymous"
  • Last Name is not blank
  • Name Data Quality must be "Full Name Reported"
Social Security Number & SSN Data Quality SSN
  • All 9 digits are complete
  • SSN is valid following rules of the Social Security Administration
  • SSN Data Quality is "Full SSN Reported"
Date of Birth and Data Quality

DOB

  • A valid date on or after 1/1/1915
  • DOB Type is "Full DOB
Race Race
  • Primary Race is not blank, "Client doesn't know," "Client refused," or "Data not collected"
  • Secondary Race is blank or not "Client doesn't know," "Client refused," or "Data not collected"
Ethnicity Eth Ethnicity is not blank, "Client doesn't know,"  "Client refused," or "Data not collected"
Gender Gen Gender is not blank, "Client doesn't know,"  "Client refused," or "Data not collected"
Veteran Status

Vet

  • If client is 18 or older, U.S. Military Veteran is "Yes" or "No"
  • If client is under 18, U.S. Military Veteran is "No"
Disabling Condition Disab Does the client have a disabling condition? is not blank, "Client doesn't know,"  "Client refused," or "Data not collected"
Chronic Homelessness Determination CH Det If client is 18 or older or a head of household under 18:
All questions in the Chronic Homelessness Determination section of the entry assessment are properly completed.
Destination (Exit) Dest Exit If the individual has exited from the project"
Exit Destination is not blank, "Client doesn't know,"  "Client refused," or "Data not collected"
Relationship to Head of Household Rel HoH Relationship to Head of Household is "Self (Head of Household)" for one (and only one) member of the household
Client Location (CoC) CoC Client Location (CoC) is not blank.
Client Location (County) County The county selected in Client Location (County) is within the CoC selected in Client Location (CoC). 
Zip Code of Last Permanent Address & Data Quality LPA Zip
  • Zip Code of Last Permanent Address is a five-digit number 
  • Zip Data Quality is "Full or Partial Zip Code Reported"
Health Insurance at Start Hlth Ins (Start)
  • Covered by Health Insurance is "Yes" or "No"
  • All 10 sources of health insurance have a "Yes" or "No" answer
  • Covered by Health insurance and HUD Verification table do not conflict
Health Insurance at Exit Hlth Ins (Exit)
  • Covered by Health Insurance is "Yes" or "No"
  • All 10 sources of health insurance have a "Yes" or "No" answer
  • Covered by Health insurance and HUD Verification table do not conflict
Monthly Income at Start Mnth Inc (Start)

If client is 18 or older or a child head of household:

  • Income from Any Source is "Yes" or "No"
  • All 15 sources of income have a "Yes" or "No" answer
  • Any sources of income with a "Yes" answer have a dollar amount
  • Income from Any Source and HUD Verification table do not conflict
Monthly Income at Exit Mnth Inc (Exit) If client is 18 or older or a child head of household:
  • Income from Any Source is "Yes" or "No"
  • All 15 sources of income have a "Yes" or "No" answer
  • Any sources of income with a "Yes" answer have a dollar amount
  • Income from Any Source and HUD Verification table do not conflict
Non-Cash Benefits at Start Non Cash (Start) If client is 18 or older or a child head of household:
  • Noncash benefit from any source is "Yes" or "No"
  • All 6 sources of income have a "Yes" or "No" answer
  • Noncash benefit from any source and HUD Verification table do not conflict
Non-Cash Benefits at exit Non Cash (Exit) If client is 18 or older or a child head of household:
  • Noncash benefit from any source is "Yes" or "No"
  • All 6 sources of income have a "Yes" or "No" answer
  • Noncash benefit from any source and HUD Verification table do not conflict
Disability Details at Start Disab Detail (Start)
  • Does the client have a disabling condition? is "Yes" or "No"
  • All 8 types of disabilities have a "Yes" or "No" answer
  • Any disability determinations marked "yes" have a "yes" or "no" in the long-term/indefinite question field
  • Does the client have a disabling condition? and HUD Verification table do not conflict
Disability Details at Exit Disab Detail (Exit)
  • Does the client have a disabling condition? is "Yes" or "No"
  • All 8 types of disabilities have a "Yes" or "No" answer
  • Any disability determinations marked "yes" have a "yes" or "no" in the long-term/indefinite question field
  • Does the client have a disabling condition? and HUD Verification table do not conflict
Domestic Violence DV If client is 18 or older or a minor head of household:
  • Domestic violence victim/survivor is "Yes" or "No"
  • If victim/survivor is yes, when experience occurred is not blank, "Client doesn't know" or "Client refused"
  • If victim/survivor is yes, currently fleeing is not blank, "Client doesn't know" or "Client refused"

If you liked this tipsheet, you might find this online tutorial "The Data Quality Report Card" helpful too! Please contact the Helpdesk for the video's security password.

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