How to use the Common Data Checker

Author: Ran | Date Created: 12/5/2025| Date Updated: 12/5/2025

What this is

The Common Data Checker helps you find missing, invalid, or incomplete values in the most common data elements in Minnesota’s HMIS.

Use this tool before running any funding-specific or project-type-specific data checkers.

A technical guide is also available as part of REPORTcollectionV2 which can be accessed here. If you have any questions about using this data checker or believe you may have identified issues with the data checker, please contact our helpdesk.

What you need to know

The Common Data Checker displays results by data element and shows whether each one is:

CDK/PNA – Client Doesn’t Know / Prefers Not to Answer
Missing – No data was collected
Invalid – Low-quality or cannot be calculated
Okay – Complete and usable
You can fix most issues directly from the Action menu.

Where to find the Common Data Checker

This tool is located in the Home workspace (not the Reports workspace).

My ClientTrack -> Data Checkers -> Common Data Checker

Follow these steps

Set Data Checker Parameters

Select your Organization (change your login organization if needed).
Choose the Program you want to review.

Set Additional Criteria

Date Range

Enter a Date Range

Filter by User or Case Manager

Choose one:

Do Not Filter
User Creating – Shows records created by a specific user
Case Manager – Shows records assigned to a specific case manager

Issue Filter

Select one:

Show All Rows
Show Rows with Invalid or Missing Data
Show Rows with Invalid, Missing, or Unknown Data
Show Only Enrollments with a Date of Engagement

Appears only for Street Outreach and Services Only programs.

Show Client Names

Check on or off

Then click Search to run

What you will see

Common Data Checker results

For each client enrolled during the date range, you will see the following data:

Client ID
Enroll Date
Exit Date (if applicable)
Assessment Date
Assessment Type (Entry, Update, Exit)
Name Data Quality
SSN
Birthdate
Race, Ethnicity & Tribal Affiliation
Veteran Status

Relationship to Head of Household
Disabling Condition
Enrollment CoC
County of Residence
Prior Residence
MN Extent Homeless
Prior Permanent Residence
DV Experience
Exit Destination (for Exit assessments)

What you can do from here

Fix the data right from here. If data is missing or looks incorrect, you can update it directly.

For example, simply select the action button to update Disabling Condition:

Select the Action button (three dots) for the row you want to correct.
- Choose the form where the issue appears.
A pop-up window will open. Enter the correct information.
Click Save or Finish to update the client record.