A020 - Data Quality Monitoring Report – HMIS@NCCEH ZenGuide

This report should be run by all project types participating in the HMIS@NCCEH implementation according to the HMIS@NCCEH Data Quality Plan. This report has a broad scope of data quality checks for errors related to clients served during the reporting period. For the most accurate data quality review, this report needs to be run individually BY PROJECT.

Who has access? This report is available only to those HMIS users with an additional Advanced Reporting Tool license for BusinessObjects access.

SPECIAL NOTE FOR STREET OUTREACH: only clients with an accurate Date of Engagement will be included on this report! Be sure correct all errors on the D001 Street Outreach DOE report a day before pulling this report!

This guide should be used for Data Quality Plan monitoring submissions.
View the A020 Data Quality Monitoring Report Updated Training for a full walkthrough on how to run and read the report.

Running the Report

Report Path in BusinessObjects

Folders

> Public Folders

> hmisncceh_live_folder

> HMIS@NCCEH Gallery

> A020 - Data Quality Monitoring Report

Then Schedule

Scheduling allows for the report to be easily referenced and referred back to.

Set the Export Format

Format to Microsoft Excel - Reports

Prompts

For reviewing individual projects and troubleshooting:

- Select Reporting Group: leave as -(all values)-
- Select Provider(s): select a specific HMIS project
- Select CoC Code(s): leave as -None Selected-
- Enter Start Date: leave as Federal Fiscal Year start date
- Select Program Type Code(s): leave as - (all values)-
- EDA Provider: set as the same HMIS project as listed in Select Provider prompt
- Enter End Date (PLUS 1 Day): leave as day after the end of last month
- Enter effective date: leave as day after the end of last month

Using the Report

This report has 7 tabs for Summary information and for Corrections by client.

Two tabs provide a summary of the Data Completeness and Accuracy for each data element according to which household members it is required for.

Summary All Providers

This tab combines the client-level data for all the projects included in the report. It is helpful for a whole Agency summary of Data Quality.

Summary by Provider

This tab separates summary by project. You can run the report for the whole agency and use this tab to review how each project compares.

The next four tabs each include a table (KEY) at the top to decipher what error messages mean within that specific tab. Users should refer to this KEY to understand what the error is and how/where to resolve the issue in HMIS. (image below is an example KEY)

Fix These First!

This tab includes a table with one row per client entry into the project with a significant error. The errors on this tab significantly impact federal reporting and will impact the rest of this report. Users should follow the KEY to resolve issues on this tab before proceeding onto the next tabs.

Once action has been taken on all the clients appearing on the first tab, a new report should be run the day following the last corrections entered into HMIS. If the new report shows no clients or errors on this tab, the user can move onto the next tabs. If there are still errors, this tab will need to be addressed (and a new report run again the next day) until errors are resolved.

HUD UDE Detail

This tab includes a table with one row per client entry into the project with UDE error. The errors on this tab include relationship to head of household, disability errors, Client Location (CoC Code) errors, homeless history errors, and housing move in date errors &/or long stayers. Users should follow the KEY to resolve issues on this tab.

Client Detail

This tab includes a table with one row per client entry into the project. The errors on this tab are client demographics and descriptors. Users should follow the KEY to resolve issues on this tab.

NC UDE Detail

This tab includes a table with one row per client entry into the project. The errors on this tab include missing NC County of Service and DV errors. Users should follow the KEY to resolve issues on this tab.

Report Information

This last tab shows prompt details for how the report was pulled.

How do I submit this report?

After report data has been verified &/or data corrected, Agency Admins, or authorized staff, will submit reports to NCCEH via a Smartsheet Form. This form should be submitted once per HMIS Project operating during the federal fiscal year. You will be asked to re-submit if the report is incorrectly run. If you have questions regarding your HMIS@NCCEH projects or reports, please contact The NCCEH Data Center at hmis@ncceh.org.

Submissions are due by 5:00 pm Thursday, April 30th
- Review this report monthly to allow time for corrections and, if needed, NCCEH assistance to be done before the due date!

Use this Smartsheet link Data Quality Report Submission [April 2026]] to submit
- Each agency requires one submission

Information entered onto the Smartsheet Form must match the HMIS report for:
- Agency Name
- HMIS Project ID numbers

Can I Submit Report if Indicates DKR - HoH Error - Error - Missing - Data Not Collected - Null - Partial?

The report contains a 'Table/Report Information' and a 'Key' to assist you in reading the report results. Utilizing this tool will provide detailed guidance to assist in correcting client record data.

Before submitting to NCCEH the Agency Admin, or authorized staff, must ensure the below items are reviewed:

DKR: Must be corrected or confirmed as accurate
- DKR for 'Destination' - must be updated if destination is know or can be determined, if not confirm as accurate

HoH ERROR: These data elements must be corrected

MISSING: These data elements must be corrected

ERROR: Must be corrected or confirmed as accurate
- Safe Haven errors must be corrected (NC does not have Safe Haven)
- 'Other' - if this is value selected for 'Destination', a more accurate destination should be selected
  - If one cannot be identified, seek assistance from the NCCEH Help Desk
    - Should a more accurate destination not be found with NCCEH support, the Agency Admin/authorized staff can then verify as accurate

DATA NOT COLLECTED: DOB Type must be corrected or confirmed as accurate

NULL: Age at Entry must be corrected or confirmed as accurate

PARTIAL: Social Security Numbers must be corrected or confirmed as accurate

Before submitting to NCCEH, the Agency Admin should ensure that all errors, missing data, etc. have been corrected or they are verified as accurate.

Do not submit reports that contain any errors, missing data, etc. until the below steps have been completed:
- After attempting to resolve errors, if assistance is needed contact the NCCEH Help Desk and provide the following information:
  - Attach report needing assistance with to email sent to NCCEH Help Desk
  - Specify row(s) that contains error
  - What have you done to attempt to resolve error