Data Quality Plan: Monitoring and Reporting Process

The following article reviews the report submission expectations of HMIS Participating Agencies as described in the HMIS@NCCEH Data Quality Plan. To review the standards by Project Type, go to our Data Quality Plan Benchmarks by Project Type ZenGuide article.

View the A020 Data Quality Monitoring Report Training for a full walkthrough on how to run and read the report.

Overview

Monitoring and reporting are essential to measuring the degree to which participating
organizations are maintaining high Data Quality, according to the benchmarks. The monitoring
and reporting procedures are designed to be constructive and empowering for participating
organizations, as opposed to punitive.

Method: HMIS Participating Agencies run and submit Data Quality Monitoring Reports
for HMIS Lead and CoC review.
Frequency: Four times a year with 30 days to review and submit.
Scope: The Federal Fiscal Year to Date

Scope of Data	Submission Deadline
October 2025 – December 2025	January 30, 2026
October 2025 – March 2026	April 30, 2026
October 2025 - June 2026	July 31, 2026
October 2025 - October 2026	October 30, 2026

Agencies are expected to conduct additional data quality monitoring more frequently (monthly
or weekly). Quarterly submissions will be in addition to any other reporting reviews that are
required for CoCs or organizations to meet their federal and funding requirements.

Data Quality Plan Standards

Agencies and Projects not meeting the following standards may be recommend for Performance Improvement Plans to their CoC Leads.

Data Timeliness Standard

Data timeliness is the length of time between when HMIS information is collected and when
that information is entered into HMIS.

Data timeliness cannot be edited, it can only be improved going forward.

Entering data in a timely manner can reduce human error that occurs when too much time has elapsed between the data collection/service transaction and the data entry. Timely data entry also ensures that data is accessible when it is needed and ensures that clients receive or make connections to the services they need in a quick and efficient manner.

HMIS@NCCEH encourages all agencies to aspire to 100% of data being entered into HMIS same-
day in a timely manner, HUD recommends 48 business hours. However, HMIS@NCCEH recognizes that this may not be realistic or even possible in all cases, and therefore have created the following minimum requirements for data timeliness:

100% within 6 calendar days

Data Completeness Standard

HMIS@NCCEH has established an acceptable range of “missing” and “client doesn’t know/client
refused” responses, as well as acceptable data error rates, depending on the data element and
the project type. Previously published online. The percentages in the table below represent the
maximum percentages allowed.

Name: 5% or less
Social Security Number: 10% or less
Date of Birth: 5% or less
Race: 5% or less
Ethnicity: 5% or less
Gender: 5% or less
Veteran Status: 5% or less
Relationship to Head of Household: 5% or less
Client Location: 5% or less
Disabling Condition: 5% or less

Exit Destination:

15% or less (For CE, SO and ES)
10% or less (For TH, RRH, & PSH)
5% or less (For HP)

Income and Sources at Start: 5% or less
Income and Sources at Annual Assessment: 5% or less
Income and Sources at Exit: 5% or less

Chronic Homelessness: 10% or less
Domestic Violence History: % of records “Data Not Collected” 5% or less
NC County of Service: % of records missing data 5% or less
Housing Assessment at Exit (Homeless Prevention only): % or records “Data Not Collected” 10% or less

Data Quality Monitoring Report Submission

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
  - Attach your report(s) and submit!