What you need to know about Data Checkers

Date Created: 3/17/26, Date Updated:

What this is

This article explains what Data Checkers are, and how to locate and use them in HMIS.

What you need to know

Where can I find Data Checkers?

You can find data checkers in the home workspace, where they are organized into three different folders:

• First Stop Data Checkers - These check basic data for all programs, no matter the program type or funding source.

  Example: The Assessment checker shows missing or incorrect common data points like income.

• Other Data Checkers - These are used for specific project types, regardless of funding source.

  Example: The Incoming Housing Referral data checker is used by projects that receive referrals through Coordinated Entry.

• Program-Specific Data Checkers - These focus on data elements required by programs that receive state or federal funding sources.

  Example: The FHPAP checker looks for missing funder-specific data elements, such as city where resides.

How data checkers work

Each data checker shows enrollment data for a single project at your agency at a time. You can use filters, as you would with a report, to narrow down the results you get.

1. Set required filters (top section) - Select options such as organization, program, and/or date ranges (if desired).

2. Add extra filters  - Narrow results further based on your needs

• Example: You might filter by user or case manager, type of data issue, or how a client's name appears.

Understanding and fixing data

Each Data Checker has instructions to help you understand your results and fix any errors that may appear.

• Missing or incorrect data is highlighted (for example, in red).
• Use the action button (three dots) next to a record to update client data.
• The options you see depend on the type of data you are using the Data Checker to review

Example: In the Housing Move-In Date data checker, you can open the client record or edit the move-in date.

Where should I start?

We recommend you start with the First Stop Data Checkers. These help you find missing information for the clients in your program by reviewing the most common data elements in HMIS.

1. Run the Current Client Roster to confirm the right clients are enrolled in your project. Should you need to create an exit for a client, you can do that from within the data checker.
2. Then use the Common Data Checker to find any missing common information for your clients. This includes data in your client's profile and one-time questions, such as disabling condition, prior residence, etc.
3. Next, the Assessment Data Checker will help you review any additional common data elements, such as  health insurance, income, etc.
4. Once you finish those, move on to Other Data Checkers folder. What data checkers you choose to run from this folder will depend on your project type - shelter, housing, etc.
5. Lastly, if your project receives state or federal funding: look in the Program-Specific Data Checkers folder to find the data checker that matches your program funding source. This will allow you to review any missing program specific data elements for your program.