294 CE Housing Provider Data Check Report

Purpose: What is this report used for?
Audience: Who should run this report?
Location: Where can I find this report?
Prompts: How do I run this report?
In-Depth: What is the difference between a warning and an error?
In-Depth: What data entry issues will the report flag and where can I look to correct them?

Purpose: What is this report used for?

The MIN-00-CES-294 - CE Housing Provider Data Check report reviews housing referrals and their associated program enrollments, flagging clearly identified data entry issues as errors and possible issues as warnings. There are four tabs in the report:

Report Information: This tab displays information about the report itself, including the folder where it can be found and the prompt values supplied when the report was run.
Summary: This tab displays the total number of warnings, errors, and applicable records for all providers included in the report.
Detail: This tab displays an alert message for each identified warning and error.
Detail - Raw Data: This optional tab displays client-level referral and program enrollment details. Those details can be used to identify the source of warnings and errors, saving you a manual review of clients' records.

Audience: Who should run this report?

Housing providers should run this report to identify data entry issues that need correcting. Without accurate referral and enrollment data, Priority List Managers cannot make informed decisions about future referrals.
Coordinated Entry leadership should run this report to identify data quality trends, like commonly missed fields and agencies with persistently high error counts.

Please Note: Your account settings and other visibility rules can affect what data you will see when running a BusinessObjects report. For more information, please refer to the article Visibility Settings and Their Impact on BusinessObjects Reports.

Location: Where can I find this report?

In the BusinessObjects (BO) reporting tool, open these folders in order:

Public Folders => minnesota_live_folder => SSA Report Gallery => 6. Coordinated Entry => Monitoring and Evaluation

Prompts: How do I run this report?

Follow the guidance below when deciding which prompt values to select:

EDA Provider: Do not change the default value -Default Provider-
Enter Start Date: Enter the first day of the reporting period. It is recommended that the time be set to 12:00:00 AM.
Enter End Date (PLUS 1 Day): Enter the last day of the reporting period, plus 1 day. It is recommended that the time be set to 12:00:00 AM.
Enter Effective Date: Enter the same value entered into the End Date prompt.
Select Provider(s): Select one or more data entry providers. Only providers who are included in the Operational Providers Picklist can be selected.
Display Raw Data Tab?: Select "Yes" to reveal a tab that includes client-level referral and program enrollment details. The default value of this prompt is "No".

Screenshot: The Detail - Raw Data tab displays the actual values saved in HMIS, rather than the warnings and errors found on the Detail tab.

In-Depth: What is the difference between a warning and an error?

Depending on what data is found in HMIS, the Detail tab will display one of three messages in each spreadsheet cell; what steps you need to take will depend on the type of message displayed:

OK: No problems were found, or a warning or error makes it impossible to determine if there is a problem. Resolve any identified warnings and errors, then re-run the report to check whether any "OK" values were replaced by new warning or error flags.
Warning: There may be a data entry issue to correct. Review the flagged data element and make corrections if necessary.
Error: There is a clearly identified data entry issue that needs to be corrected. Review the flagged data element and resolve the error by making any necessary corrections.

In-Depth: What data entry issues will the report flag and how can I correct them?

Every warning and error flagged by the report can be found below. Click on the name of a warning or error to view instructions for correcting the flagged issue.

Data Element	Warning/Error Indicator	Explanation
Event	Error: Invalid Event	Event was not created by Coordinated Entry system staff.
Date Referral Acknowledged	Warning: Missing Date?	No Date Referral Acknowledged, no Referral Result, and Date of Event is at least 7 days before the report end date.
Date Referral Acknowledged	Error: Missing Date	No Date Referral Acknowledged, but a Referral Result has been recorded.
Date Referral Acknowledged	Error: Invalid Date	Date Referral Acknowledged is before Date of Event or after Date of Result.
Referral Result	Warning: Missing Referral Result?	No Referral Result and Date of Event is at least 14 days before the report end date.
Referral Result	Error: Missing Referral Result	No Referral Result, but a Date of Result and/or an End Date has been recorded.
If Unsuccessful, Reason	Error: Missing Reason	Referral Result is "Unsuccessful", but no If Unsuccessful, Reason value has been recorded.
If Unsuccessful, Reason	Error: Invalid Reason	Referral Result is "Successful", but an If Unsuccessful, Reason value has been recorded.
Date of Result	Warning: Accurate Date of Result?	Date of Result matches the Date of Event.
Date of Result	Error: Missing Date of Result	No Date of Result, but a Referral Result has been recorded.
Date of Result	Error: Invalid Date of Result	Date of Result is before the Date of Event.
If Not Housed, Reason	Warning: Missing Reason?	No If Not Housed, Reason value, but the Referral Result is "Successful" and an End Date has been recorded.
End Date	Warning: Missing End Date?	No End Date, but the Referral Result is "Successful" and an If Not Housed, Reason value has been recorded.
End Date	Error: Invalid End Date #1	A Permanent Housing entry has been created and a Housing Move-In Date has been recorded, but the referral has an End Date.
End Date	Error: Invalid End Date #2	Referral Result is "Unsuccessful", but an End Date has been recorded.
Project Start Date	Error: Missing Entry/Exit	No Transitional Housing or Permanent Housing start date for a referral with a "Successful" result.
Project Start Date	Error: Date Mismatch	Transitional Housing or Permanent Housing start date does not match "Successful" referral's Date of Result.
Provider	Warning: Provider Mismatch	Transitional Housing or Permanent Housing provider does not match the referral's designated provider.
Housing Move-In Date	Warning: Missing HMID?	No Housing Move-In Date, but the Permanent Housing start date indicates the client has been enrolled for at least 30 days.
Housing Move-In Date	Warning: Accurate HMID?	Housing Move-In Date is the same as the Permanent Housing start date.
CE Exit Date	Warning: Remove Client from PL?	Client has a valid Transitional Housing start date or Permanent Housing start date and Housing Move-In Date, but they are still on the Priority List.

Coordinated Entry: Housing Provider Data Entry Instructions

Request a Housing Referral
Acknowledge a Housing Referral
Resolve a Housing Referral
Record a Housing Outcome
Correct a Housing Referral Data Quality Issue

Coordinated Entry: Housing Provider Reports

258 CE Housing Referrals
267 CE Housing Provider Audit
294 Housing Provider CE Data Check Report