Head of Household Data Quality Issue

Author: TJ Yocum | Date Created: 05/06/2025 | Date Updated: 06/02/2025

Overview

Every program enrollment in HMIS must have one client designated as the Head of Household (HoH). Data quality errors and improper client counts on reports can occur if no client is set as the Head of Household.

More About This

You should make sure every program enrollment has a one client designated as the Head of Household to avoid Data Quality issues.

Issues with the Head of Household data field can come from multiple sources. For example, unfinished Enrollments in HMIS can result in Head of Household not being entered. Another example is when only a Head of Household is exited from an enrollment, but the rest of their family is not exited.

Details

To fix a Head of Household Data Quality issue, follow these steps:

1. Search for your client in HMIS.
2. On the Client's Dashboard, locate the Enrollments and Services section, select Enrollments, and find the row for the client's current enrollment in your project.

3. Click the Action Button (three dots) to the left of the enrollment. Select Edit Enrollment from the menu.

4. Determine what the situation needs. There are a few examples of what to do next, because the situation can require different steps.

EXAMPLE 1

Only one client is in the enrollment and that person is not designated as the Head of Household or no clients are designated as the Head of Household.

When the HMIS Enrollment page opens, click on the Relationship to Head of Household field.

• Change the entry to Self (head of household).
• Click the Save button at the bottom of the screen.

EXAMPLE 2

The Head of Household was exited from the project, but others were not exited.

First, ask yourself if this situation makes sense. That is, should the person(s) remaining enrolled still be enrolled after the Head of Household was exited?

• If the answer is No, then the other clients in the household should be exited too.
  • Go to the client record for the HoH that was exited.
  • Click the Action Button (three dots) to the left of the enrollment. Select Exit the Enrollment from the menu.
  • Step through the Exit workflow and make sure to exit all clients from the project.
  • Double check that the exit date matches the exit date for the HoH.
• If the answer is Yes, then one of the remaining household members should be designated as Head of Household. Use the instructions in EXAMPLE 1 to designate one of the remaining clients as the Head of Household.

Helpful Reminder: You can always contact the Helpdesk for assistance with these situations at MNHMIS@icalliances.org

EXAMPLE 3

Most of the household is enrolled in the project, but none are designated as the Head of Household.

First, ask yourself if this situation makes sense. That is, should the person(s) enrolled be enrolled without the usual Head of Household?

• If the answer is No, then consider whether the enrollments should exist at all. Contact the Helpdesk for assistance with the next best steps at MNHMIS@icalliances.org
• If the answer is Yes, then one of the remaining household members should be designated as Head of Household. Use the instructions in EXAMPLE 1 to designate one of the remaining clients as the Head of Household.

If other examples arise, please contact the Helpdesk for assistance at MNHMIS@icalliances.org