About #

HMIS-participating organizations must submit quarterly data quality reporting as a part of the ANC Data Quality Management Plan and in alignment with Housing Forward’s Data Quality Monitoring process. HMIS Data Quality Officers should submit each of these reports quarterly via the HMIS Data Quality Reporting Submission Form:

• HUD Eva Report
• HMIS End User Report
• HMIS Timeliness Data Entry Report
• Client Duplication Request (coming soon! – N/A at the time of publishing this guide)
• Inventory & Utilization Report (coming soon! – N/A at time of publishing this guide)

The steps to complete each of these reports and submit them using the appropriate form are below.

HUD Eva Report #

Running the Report in ClientTrack HMIS

1. In the Reports Workspace in ClientTrack, choose HMIS Exports – CSV Export 2024 (or current year)
2. Confirm the following report settings:
   • Source End Point: Data Warehouse
   • Source Type: Continuum-Operated HMIS
   • Continuum of Care Code (CoC): Dallas & Collin County/Irving CoC
   • Date Range: January 01 of current year through last date of previous quarter
   • Organization: your agency
   • Program(s): Include all, except projects labelled “Other”
   • Hash PII: check this box
3. Click Run Export
4. Uncheck the box to “encrypt export” and assume responsibility for the data in the file. Encrypted files cannot be uploaded.
5. Find and download the file from Files on Server once the export is complete.

Uploading the CSV Export to Eva

1. Open Eva in your internet browser
2. Click Get Started
3. Upload the HMIS CSV Export
4. Review the errors that display
   • If no errors, continue to step 5.
   • If any high priority errors display, click Download Structure Analysis Detail and send this file to the HMIS admin team via Spiceworks help desk ticket. Wait for further support from the HMIS team before continuing with this export.
5. Once Eva processes the upload, click Assess Data Quality, then click Organization-level
6. Click Download (near the top) to download the Excel file with Errors and Warnings
7. Continue to Data Cleanup

HMIS CSV Export Data Cleanup

1. Review all listed Errors and Warnings in the Excel file downloaded from Eva. Eva displays 3 types of issues:
   • High Priority Errors – not permitted by the Data Standards AND high impact on federal reporting
   • Errors – not permitted by the Data Standards
   • Warnings – may be a data quality issue, but may also be an uncommon/unexpected situation that is reflected accurately by the data recorded
2. Take corrective action on all High Priority Errors and Errors
   • When submitting the report to the HMIS team, you will be asked in the submission form about any errors that are unresolved via data cleanup
3. After data cleanup, repeat the steps for “Running the Report” and “Uploading the Export to Eva” confirm no errors display, or note the reason for any unresolved errors.
4. Download the final report from Eva under Assess Data Quality – System Level
5. Submit this file from Eva with clean data via the submission form.

HMIS Timeliness Data Entry Report #

Running the Report in ClientTrack HMIS

1. In the Reports Workspace in ClientTrack, choose HMIS Reports – HMIS Data Entry Timing Report
2. Confirm the following report settings:
   • Date Range: January 01 of current year through last date of previous quarter
   • Type: Begin Enrollment
   • Organization: your agency
   • Program(s): Include all, except projects labelled “Other”
   • Do not enter any selection in:
     • Filter by Grant(s)
     • Use Approximated Exit Date
     • Hide Criteria
3. Click Report. Note that this report will display in a pop-up window inside ClientTrack and will NOT be sent to Files on Server.

Data Cleanup and Submission

1. Before saving the report to your device, prepare it by taking the following actions:
   • Click the + next to your organization name to expand the report to display each program name.
     • If you are concerned by any individual program’s timeliness average, click the + next to the program name to expand the report to display data by client.
     • After reviewing any outliers contributing to a high timeliness average, click the – next to any program names you previously expanded in the report.
   • NOTE: There are no steps you can take to correct Timeliness issues. However, you should be aware of programs with high timeliness averages and take steps internally to better maintain timely data entry moving forward.
2. Click the Save icon and choose PDF
3. Submit the PDF via the submission form.

HMIS End User Report #

Running the Report in ClientTrack HMIS

1. Confirm your ClientTrack Workgroup: DQO
2. From the Home Workspace menu, click Users
3. Select the Active status and click Search.
4. Click the “more options” button near the top of the User Management section and choose Excel Export from the expanded menu of icons.

Data Cleanup and Submission

1. Evaluate the list to ensure everyone with an active status is 1) employed by your organization and 2) should have access to HMIS.
2. Submit a Spiceworks ticket listing any users who should be made Inactive.
3. Upload via the submission form.
   • Completing step 2 will allow you to choose “yes” to question 9 when submitting this report.

HMIS Data Quality Reporting Submission Form #

Access the form via this link: https://forms.housingforwardntx.org/team/data-management-reporting/hmis-quarterly-data-quality-report-

Steps to Submit

1. Select your Organization name
   • If you do not see it listed:
     • Scroll to the bottom of the list and select “Not Listed”.
     • Type or organization’s name in the box provided.
2. HMIS CSV Export via Eva
   • Final System-Level Data Quality Download from Eva
     • Upload the final report received from Eva after all data clean up actions were taken
   • “Have all high priority errors been resolved?”
     • This refers only to High Priority Errors, not Errors and Warnings
     • All High Priority Errors are resolvable. Answers of “no” to this question will require further explanation
3. Utilization Report
   • Skip or select N/A
4. Timeliness Report
   • Upload the PDF version of the Timeliness Report after following all steps above.
     • Ensure no client-level data is visible on the PDF prior to upload.
   • “Do all projects meet the timeliness benchmarks established by the CoC?”
     • Review the benchmarks above the file upload to answer this question.
     • If no, a reason is required.
       • For example: “All but two of our clients were within the benchmarks, but those two had unusually high timeliness which brought us out of the threshold.”
5. HMIS End User Report
   • Confirm that the steps to run and review this report (above) are complete.
6. Client Duplication Report
   • Answer “no” for now as this report is not yet avaiable
7. Remaining Questions:
   • “Please confirm all necessary Housing Move-In Dates have been recorded for clients that have moved into a permanent housing situation.”
     • Housing Programs should record a Housing Move-In Date for every client that has moved into permanent housing. Whether you directly helped them get there or not, if a client moves into permanent housing while in your program, you should record a Housing Move-In Date.
   • “Are there any active projects that are no longer serving clients that need to be disabled?”
     • If a project is no longer serving clients, we need to make it Inactive.  Please let us know if this is the case.
   • “Does the agency need assistance from Housing Forward with additional training or technical assistance?”
     • We want to help in any way we can.
     • If you say “Yes” we’ll just ask for information on what you need assistance with.
   • “Email of Submitter”
     • This helps us track assigned HMIS Data Quality Officers at each organization.
   • “Data Quality Officer Signature”
     • Simply sign it as best you can with your mouse or finger (depending on your device).