This article explains how to use the History Color Bar in HMIS to view prior responses to data elements. By using the History Color Bar, you will be able to see which user entered each response and which HMIS project the user used to enter the data. It explains how to use the History Color Bar to delete incorrect responses and change the Provider Adding section if a response was added under the wrong EDA.
When to Use the History Color Bar
Use the History Color Bar to view a specific data element and:
- Verify which Project the data was entered within (which EDA)
- Verify which user entered the data
- Verify the date the data was entered. If entered in Backdate mode, the backdate date will show.
- Verify the value of the data and see any changes made over time
- Remove inaccurate responses or responses recorded with the wrong EDA at the time of data entry
- Confirm the correct use of the Verify and Save button (when approved to use it!)
How to Find the History Color Bar
The History Color Bar is available for almost any question responded to in Community Services (previously ServicePoint) in HMIS. Note, it is not available for:
- Questions not in an "assessment" like the Client Record section with Client Name and Social Security Number, and Exit questions such as the Reason Leaving and Exit Destination
- Meta-data like Project Start Date or Entry Type
- Other optional features like file attachments
Once the History Color Bar is selected, a pop-up appears. Review the data element history of when (Date Effective), who (User Adding), which EDA mode (Provider Adding), and what response (Value) was added.
How to Make Corrections
To remove incorrect responses:
1. Select the History Color Bar to see previous responses.
2. Once the History Color Bar is selected, a pop-up appears.
3. Use the Trash Bin Icon to remove wrong responses. The Trash Bin Icon will only appear when your current EDA matches the EDA of the Provider Adding. Only remove incorrect responses from your agency!
*Note that you should only remove a wrong response recorded at the time of the assessment for the specific project. For example, if you accidentally put "yes" when the response should have been "no" to the receiving income question, you can follow this process to delete the incorrect "yes" response. If however, there is an old response of "yes" because previously the client did receive income, that response should not be touched.
To change the Provider Adding (EDA) but keep the same value (response):
1. Once in HMIS, Enter Data As the provider you want the response to be added by.
2. Back Date to the desired Effective Date (date the data will show as having been entered).
3. Clear the response of the data element. To do this, either delete the date from the field in the assessment or change the response back to "Select". Hit Save, which adds the blank response.
4. Go back to the data element, and select the correct response. Hit Save.
5. Select the History Color Bar, and use the Trash Can Icon to delete the blank response. The correct response with the correct Provider Adding is now saved.
6. Switch your Enter Data As mode to the provider of the old response you want to delete.
7. Select the History Color Bar, and use the Trash Can Icon to delete the response that was recorded as the incorrect Provider Adding.
*Note: This process may be used when data was accidentally entered while EDA was set to a different project than the project the client is enrolled in. For example, if updating income for a client who is enrolled in an outreach project, and the update was made while the user was EDA as their agency's emergency shelter project, this process should be used so that the data in the income update is added by the outreach project, rather than the shelter project. Otherwise, there are visibility issues.
Another Option: The Audit Report
Agency Administrators can use the Audit Report to see similar information that the History Color Bar provides, including who entered data on a client, when changes were made, if part of a client record was removed, or accidentally inactivated. This Audit Report Guide explains how to run, view, and share the Audit Report.
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Video: How to Use the History Color Bar
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