The Data Quality Dashboard with NBN Shelter Measures was built to provide agencies participating in HMIS through the API data exchange with VESTA an overview of data as it appears in Clarity to confirm data is importing correctly. This article will walk the user through each measure and how to use the dashboard filters. You can learn more about how to access Clarity dashboards here: https://steh.freshdesk.com/support/solutions/articles/43000522181-managing-custom-dashboards.

Using Dashboard Filters - update filters

It is important to note Dashboards and reports available on the Data Analysis tab are not filtered based on the agency the user is logged into, rather, results will be provided based on the data the user has access. For example, if a user has access to both Agency A and KEYS agencies most dashboards and reports available on the Data Analysis tab will display results for clients enrolled in both Agency A and KEYS regardless of which agency the user is actively logged into when running the report. Likewise, if a user only has access to Agency A, only clients with enrollments in Agency will display on the report.

You can use filters to set the reporting criteria; filter the results returned based on specific criteria. You can access these filters by clicking on the down arrow to the right of 'Filters'.

Agency Name Filter

You can use the Agency Name filter to limit the results to a specific agency. Click into the agency name field and begin typing the name or wait for the application to populate a list of agencies you have access to. Choose the name from the list. If you just type in your agency name it may not work. You should always choose your agency name from the list that populates in the report.

Project Name Filter

You can use the project filter to limit the results to clients/families who exited from a specific project. Similar to the Agency filter, you will want to click into the Project Name field and start typing the name or wait for the list of projects to populate. The list contains all projects, both active and inactive. You can run the report for multiple projects.

Active Client Filter

This filter allows you to limit results to Active clients. Click into the Active Client Filter field. Click on Yes to filter the report to show only clients with an active enrollment. Click on no to show only clients who do not have an active enrollment.

Reporting Filter

The reporting period filter will limit results based on if a client has an enrollment within the Reporting Period date range. The report default is to run for the past 7 days. There are several ways to modify the reporting date. You can adjust the number and period measure so the reporting period could report based on clients in the past X hours, weeks, months, years, etc.

You can also change the change period display options. For example, if you would prefer to run the report within a specific date range you can edit the display option to 'is in the range' and choose a beginning and ending date range for the report. Note: you can also enter a date range but you must use the date format YYYY-MM-DD for the form to accept the date range.

Project Details: Night-by-Night Shelters

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Project Details: All Projects

Count of Clients

A count of unique clients that meet the reporting criteria.

You can drill down by clicking on this measure to see individual clients counted. From the drill down, you can click through to a client record by clicking on the ellipse next to the PersonalID, download the results, or open the file in Clarity's data analysis tool.

Count of Households

An unduplicated count of clients flagged as head-of-household (HoH) on enrollment that meets the reporting criteria. Please note, this measure counts clients flagged as HoH on the Clarity enrollment which is not necessarily the same client flagged as HoH on the Clarity global household (available on the client profile screen).

Count of Enrollments

A count of enrollments that meet the reporting criteria. Clients who have more than one enrollment will be counted for each enrollment.

You can drill down by clicking on this measure to see individual clients counted. From the drill down, you can click through to a client enrollment by clicking on the ellipse next to the Enrollment ID, a client profile record by clicking on the ellipse next to the PersonalID, download the results, or open the file in Clarity's data analysis tool. Please note, the data provided in this drill-down contains enrollment details (project name, project start date, and project exit date) but does not contain client names.

Count of Exits

A count of exits that meet the reporting criteria. Note, if you have the Active Client filter set to Yes no results will display for this measure.

Drill down functionality is not enabled for this measure.

Total Count of Days in Project

This counts the days in the project (excluding the exit date) for all clients based on the reporting criteria. This measure can be used to determine bednights for entry/exit shelters.

Drill down functionality is not enabled for this measure.

API Client Consent Fields

Provides the percentage of CoC consent fields collected in VESTA and transferred through the API for clients who meet the reporting criteria. This tile allow users to identify how many consents are completed, expired, or missing.

You can drill-down into this measure for a list of clients by clicking on the area of the donut you would like to review detail. For example, click on the grey portion of the donut to see a list of clients missing CoC consent data. From the drill down, you can click through to a client profile by clicking on the ellipse next to the PersonalID, download the results, or open the file in Clarity's data analysis tool.

UDE Error Counts - Clients

This bar chart offers a count of client data issues associated with HUD's universal data elements. You can click into any measure to drill-down to a list of client names and more detail about the error.

Duplicate Enrollments

There is a known issue with duplicate clients/enrollments being created through the VESTA/Clarity import. Variables that contribute to duplicate client/enrollments being created through the API involve:

If a client record is updated or unduplicated in Clarity - under some circumstances this will cause Clarity to think the record then coming from VESTA is a new client. This happens rarely as VESTA agencies typically update records in VESTA.
If a client's name or SSN has been changed in VESTA and the same client record (without the updates) exists in Clarity from the original VESTA/Clarity data export - this should become less impactful over time.
If a record is updated or unduplicated in VESTA - under some circumstances this will cause Clarity to think the record coming from VESTA is a new client.

This tile was developed to assist agency users to identify when a duplicate enrollment is created. It is important to note that when a record is passed through the API the entirety of the record is updated, not just the most recent data. So, if a client has had 3 enrollments in your projects prior to the duplication, it is likely all three enrollments would be duplicated not only the most recent enrollment data.

Although your agency users have the capability to delete a duplicate record, after careful analysis we realized it can be very difficult to determine which record is more recent (and correctly mapped to a VESTA client). The STEH HMIS team has access to client and enrollment audit logs that are not available to other users. These logs proved to be the best method of determining which record needed to be deleted.

STEH HMIS will incorporate checking and correcting for duplicate enrollments as a part of our database management processes. Use this tile to monitor this data issue and to alert STEH HMIS if you need the duplicates cleaned in order to produce certain reports. You can view the client detail by clicking on the ellipse next to the Personal ID in the first column on the report tile.

Clients with Multiple Active Enrollments

This tile will display any clients that have more than one active enrollment. This may indicate correct data. For example, if a client is enrolled in a shelter and also has an enrollment in a housing project with no move-in date. This can also indicate a data entry or API transfer issue. For example, if a client has active enrollments in two shelter projects for the same time period. You can view the client detail by clicking on the ellipse next to the Personal ID in the first column on the report tile. Notify HMISsupport@end-homelessness.org if you feel there is an issue with the API data exchange.

Annual Assessment Status

This tile is intended to alert users to annual assessments that are coming due, passed due, completed, or completed out of range. This tile is only pertinent to housing projects and can be disregarded when running the report for projects where users stay less than one year. You can click into any measure to drill-down to a list of clients. You can download this list to compare to the data you have entered into VESTA. If this data looks incorrect please contact your software vendor and cc HMISsupport@end-homelessness.org so STEH HMIS is aware of the issue.

Data Quality Dashboard with NBN Shelter Measures Print