298 Bookend Data Quality Report

Date Created: 9/29/2022 | Date Updated: 10/7/2022

Purpose: What is this report used for?

The MIN-00-DQR-298 Bookend Data Quality report checks Service Transactions and “bookend” Entry/Exit data quality for Day Shelters and night-by-night Emergency Shelters.

Audience: Who should run this report?

This report is built for projects that use Service Transactions to record bed nights in an Emergency Shelter or projects that use Service Transactions to record drop-in visits to a Day Shelter. In addition to recording Services, these projects must record bookend Entry/Exits.

Persons who perform data entry or data quality management at projects like those described should run this report, which pulls client records that need to be reviewed to ensure the proper Service Transactions and corresponding Entry/Exits have been recorded.

Note: A user's account settings and other visibility settings can affect what data the user 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 => 2. MN Data Quality Tools

Prompts: How do I run this report?

For each individual report run, it is recommended that either the Provider or Reporting Group prompt is completed, not both. Completing multiple of those prompts may produce a report with unexpected results.

Select Provider(s): Choose one or more night-by-night Emergency Shelter or Day Shelter providers to include in the report.
Select Reporting Group(s): Choose one or more Reporting Groups to include in the report.
EDA Provider: Do not change the default value -Default Provider-
Select Service Code(s): Choose one or more types of Service Transactions to include in the report. Homeless Shelter, Emergency Shelter, and Homeless Drop-In Centers are saved in the prompts as default values, but these can be adjusted to suit the needs of the individual report run.
Display Clients Needing Entries Detail: Choose "Yes" or "No" to toggle on or off additional client-level detail on the Clients Needing Entries tab. A "Yes" response in this prompt displays an additional client-level detail table on the Clients Needing Entries tab. This level of detail may be more useful for day shelter projects and less useful for night-by-night shelter projects.

You may notice this report does not ask for any date prompts. This report automatically displays currently active Entry/Exits and Service Transactions and/or those dated within the last year, as applicable. Read the "In-Depth: How does this report work?" section to learn more.

In-Depth: What questions can this report answer?

The focus of this report is identifying client records that do not have all the correct and essential pieces to document when they were served in night-by-night Emergency Shelter and Day Shelter projects.

Summary Tab: On this tab, users can see at a glance how many client records contain errors to address. These counts are reported by data entry provider and by the type of error. There are four primary types of errors (see below).
Clients Needing Exits: This tab identifies clients with an open Entry and their last Service Transaction (such as a shelter stay or drop-in service) associated with the Entry. Clients without a service in a pre-determined length of time need to be exited from the project as of the end date of their last Service Transaction. Clients with un-ended Service Transactions and clients with Service Transactions closed 7 or more days from the current date appear on this tab. Depending on program requirements, some or all of these client records require attention.
Clients Needing Service Transactions: This tab tab identifies clients with an open Entry who have no corresponding recorded Service Transaction (Services). Projects that use Services to record bed nights in an Emergency Shelter or to record drop-in visits to a Day Shelter must have corresponding Services recorded indicating their dates of service. For those projects, all client records that appear here require attention.
Clients with Mismatched Transactions: This tab identifies clients who have a Project Exit Date within the past year but the last Service End Date does not match - either the last Service End Date is a different date, or there is a Service with no End Date. For night-by-night Emergency Shelters and Day Shelters, clients must be exited as of the last Service End Date. If the last Service End Date and Project Exit Date are not the same, this must be resolved so that the two dates match. All clients records that appear here require attention.
Clients Needing Entries: This tab identifies clients with Service Transactions dated within the past year who have no corresponding Entry/Exit recorded. Clients must have corresponding Entry/Exits that record the "bookends" of their service range. The clients' first service transaction in a given provider is displayed. If the user selects "Yes" in the "Display Clients Needing Entries Detail" prompt, all of the clients' Service Transactions in the past year display, and any with more than seven days between them are flagged. All client records that appear here require attention.

In-Depth: How does the report work?

Tab	Logic	Transactions Displayed
Clients Needing Exits	Identifies clients with open Entry/Exits to a provider in the prompts and at least one Service Transaction with a type in the prompts provided by a provider in the prompts dated within the applicable Entry/Exit.	Clients' applicable open Entry/Exit(s) Open services dated within the applicable Entry/Exit from same provider The most recent Service End Date, where that date is greater than 7 days from date report is run, and the Start Date is within applicable Entry/Exit, and service provider is the same as Entry/Exit provider
Clients Needing Service Transactions	Identifies clients with open Entry/Exits dated within the last year to a provider in the prompts and no Service Transactions with a type in the prompts provided by a provider in the prompts dated within the applicable Entry/Exit.	Clients' applicable open Entry/Exit(s)
Clients with Mismatched Transactions	Identifies clients with closed Entry/Exits to a provider in the prompts and at least one Service Transaction with a type in the prompts provided by a provider in the prompts dated within the applicable Entry/Exit.	Clients' applicable closed Entry/Exit(s) Services dated within the applicable Entry/Exit from the same provider, where the Service End Date is null or where the Service End Date does not match the Project Exit Date
Clients Needing Entries	Identifies clients with at least one Service Transaction with a type in the prompts provided by a provider in the prompts dated within the last year and no corresponding Entry/Exit.	Clients' first Service Start Date in a given provider in the last year, where there is no corresponding Entry/Exit in the same provider If "Display Clients Needing Entries Detail" = "Yes", all the clients' service transactions in the given provider in the last year appear