HMIS Data Quality Report

Updated May 14, 2025 20:41

The HMIS Data Quality Report feature is designed to aid in auditing data quality before running and submitting the CoC Annual Performance Report. It displays just the Report Validations and Data Quality sections of the CoC APR.

Required Permissions

The HMIS Data Quality Report is available to users with the following permissions:

Display Executive Administration Buttons - OR - Display Fiscal Buttons (only required if you are not a member of the "Fiscal Staff" or "Executive Officer" user groups)

NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions

Viewing the HMIS Data Quality Report

To view a read-only HMIS Data Quality Report, complete the following steps from the AWARDS Home screen:

From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal. The Fiscal fly-out menu is displayed.
Click HMIS Data Quality Report. The HMIS Data Quality page is displayed.

Click the Program drop-down arrow and select the program for which the report is to be viewed.
In the Date Range fields, type a "From" and "To" operating year date range for which the report is to be viewed.
If desired, click the Show Individual Detail? checkbox to include individual client-level detail at the bottom of the HMIS Data Quality Report page.
By default the Send in AWARDS Message option is checked. When this option is checked you need not wait for the report to generate, and can navigate away from the HMIS Data Quality Report feature after finishing the configuration process. This can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS. Once the report is ready for viewing, it is sent to you in the body of a message accessed via your Messages module inbox.

NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

Use of this option is strongly recommended; however, it can be de-selected at this time if necessary.

Click CONTINUE. The HMIS Data Quality Report is displayed on the HMIS Data Quality Report page.

NOTE: If you chose to send the report to yourself via the Messages module (in step 6), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete. If you choose to wait please keep in mind that due to the complexity of the report and the amount of data it contains, it may take a few moments for the report to display.

Click CONTINUE. The APR is displayed on the HUD Annual Performance Report (APR) page.

The process of viewing an HMIS Data Quality Report is now complete.

Frequently Asked Questions

What causes "N/A" to be displayed for "Has Annual Assessment" in the Individual Details table?

N/A will display under "Has Annual Assessment" when one of the following is true:

a) The client is a "leaver," meaning that the discharge date is between the report's start and end dates.

b) The client has been in the program less than one year, counting between the admission date and the report's end date.

c) The client is not a head of household and his/her age range could not reliably be confirmed as "adult" (either because he/she is a child, or because his/her "Date of Birth Data Quality" is recorded as don't know/refused/missing).

What does the "Timeliness" question on the HMIS Data Quality Report and CoC APR measure?

This information lets you know how prompt workers are with their data entry. For example, if a worker completes the data entry of a client on the same day the client was admitted into the program, it is counted in the 0 row. If data entry is delayed a week, it is counted in to the 7-10 days row.

What information is used for the Annual Updates of stayers?

Clients who reside in a program for more than one year are required to complete an Annual Update each year on or around the client's anniversary date. This is done using the HMIS Info portion of the Face Sheet. The APR calculates the anniversary date of each client based on his/her admission date, and then looks for an HMIS Info update with an effective date that is within 30 days of that anniversary that ALSO falls within the date range of the APR. (If the HMIS Info Update has an effective date that is outside of the date range of the APR, that update will be considered missing.) The report's Individual Details have one column which shows the client's anniversary date ("Date of Relevant Anniversary") and another that shows whether or not they have a valid Annual Assessment ("Has Annual Assessment").

Please note that in regard to the "Date of Relevant Anniversary," AWARDS calculates household members' annual assessment dates based off of the head of household's admission date rather than their own (if it was after the head of household's).

Why doesn't the Individual Details table display when I click an Inline Details link?

If the report has been run for a group of programs, the Individual Details table might be too big to display on screen, and this would render the Inline Details feature inoperable. Instead, the HMIS Data Quality Report should be run for individual programs, and/or the HMIS ReportBuilder can be run for the group of programs to identify the clients who are counted in that value.

Why are expected clients not displaying in the CoC APR for my HMIS Outreach project?

Clients must have an Engagement Date entered for them in the Intake/Admission module. Additionally, they need to have an Encounter that occurs during the reporting year, or have documented services that correspond to a specific service type associated with RHY, HOPWA, SSVF, or PATH funding.

Why are some values underlined in the CoC APR and HMIS Data Quality Reports?

This feature is referred to as "Inline Details." Clicking a link will refresh the page to display a filtered version of the Individual Details table that just shows the clients counted in that value.

Why do I see a different number of clients when running an HMIS Data Quality Report for a group of programs versus a CoC APR for those programs?

The CoC APR counts all client IDs, while the HMIS Data Quality Report is de-duplicated using personal IDs (PINs or PIDs). As a result, it is reasonable that the HMIS Data Quality Report might have smaller numbers, even on the same questions.

Why does the Individual Details table on the CoC APR reference "AWARDS ID" while the HMIS Data Quality Report references "Personal ID?"

The HMIS Data Quality Report unduplicates on Personal ID. This means that if you are running the report for multiple programs, each client only displays as one row under Individual Details even if he/she has two distinct AWARDS IDs. You can find the Personal ID on the Profile module's Demographics ReportBuilder.

Why does the Individual Details table on the Data Quality Report indicate "No (Data Issues)" for Disabling Condition?

In AWARDS the "Disabling Condition" value is auto-calculated, and is only saved at admission. If a client is indicated as "No (Data Issues)" in the individual details table of the Data Quality Report, it means that the client was admitted with data that put him/her in the "no disabling condition" category, but that on a subsequent HMIS Info Update, there was an indication that the client did have an identified special need that impairs his or her ability to live independently. If it is determined that the Disabling Condition value should be edited, that can be done via the most recent place in which the data was collected: the Intake/Admission form, the HMIS Info Update portion of the face sheet, or the Discharge form.

Why is the CoC APR or HMIS Data Quality Report showing an error for "Relationship to Head of Household" when I know the client is in a household?

The client's Household Start Date must be on or before his/her Admission Date.

TIP: If the Household Start Date needs to be corrected, visit the client's face sheet and click Household Composition to join them to a household. (Note that the button name may vary slightly in your AWARDS database.) If the client is already in a household, please click his/her name on the Household Composition tab to edit the Household Start Date so that it is on or before the admission date.

In addition, if working with an Outreach program the Head of Household must also be active during the time period with a contact in the report's date range, or else the household members will produce an error.

Why is the "Date of Relevant Anniversary" not the anniversary of a client's admission?

AWARDS calculates household members' annual assessment dates based off of the head of household's admission date rather than their own (if it was after the head of household's).