Using a Shared Data System: Important Guidelines

With the upcoming changes in HMIS visibility, it’s important that we follow consistent practices that support accurate data entry and reporting across the Chicago CoC. As outlined in our Changes in HMIS Visibility article, this change allows providers to access a more complete picture of a client’s service history, reduces duplication, and strengthens data integrity. In transitioning to a shared data environment, each user plays a critical role in maintaining data integrity and protecting client privacy.

This article outlines essential guidelines to help users navigate the new visibility model. 

General guidelines: 

The purpose of the HMIS is to serve as a centralized, secure system for collecting, managing, and sharing information about individuals and families experiencing homelessness. It supports coordinated care, ensures compliance with federal and local reporting requirements, and helps the CoC make data-driven decisions to improve services and outcomes.

As we move into a shared visibility model, it’s essential that all users understand and uphold the responsibilities that come with entering and accessing data in a collaborative environment. The following guidelines are designed to promote consistency, accuracy, and accountability across all participating agencies.

A user's role is to make sure the information entered is accurate, complete, and up to date. That means double-checking before creating a new client record, reviewing what’s already there, and updating only when necessary. It also means being thoughtful about how your data might be used by others because what you enter could show up in another agency’s report or help guide someone else’s service plan.

With the new visibility model in HMIS, users will start seeing more data than ever before! Previously, what you could view was limited by agency and project-specific visibility settings. Now, for unlocked clients, all data, regardless of who entered it, will be available to view and, in many cases, edit across HMIS.

1. Do not change or delete data entered by other providers!
   Even if you can edit it, that data may be tied to another agency’s reporting or reflect a client interaction you weren’t part of. If something looks off, reach out to the agency that entered it.
2. Assessment fields may now pre-fill with historical values.
   This helps reduce duplicate data entry, but it’s still your responsibility to confirm the information with the client during your assessment.
3. Always collect data at the point of contact.
   Even if some fields are pre-populated, each project is still responsible for conducting its own assessment and entering data based on what the client shares.
4. Data from other agencies may be more accurate or up to date.
   Use it to inform your work, but verify when needed. If there’s a conflict, collaborate with the other provider to determine the best course of action.
5. Collaboration is key.
   The shared system works best when providers communicate and coordinate. Don’t hesitate to reach out to an agency's ATA if you have questions about a client’s record or need to clarify something.

Table of Contents

• Updating the Client Profile
  • Households
• Differentiating Between Data Entered
  • Understanding Enrollments
  • Understanding Assessment Data
• Global Visibility on Reports
  • Funder/Canned Reports
• User Audit and Access Protocol

Updating the Client Profile

Each individual client should only have one profile. It is crucial that users thoroughly search the HMIS for a matching profile first before creating a new profile. Duplicated profiles cause conflicting data and can cause significant delays in the coordination of their care within the CoC. Profiles with matching Client Profile data can be reviewed for a merge. See the following article for the protocol: Client Merge Request

Households

Households link clients that are receiving services from a provider together. Clients can have many different iterations of their household at any time, and at the same time, they may be working with different providers. Therefore, it is important that users do not delete households or remove household members from existing households. 

• Deleting households or removing household members from existing households breaks the link of clients within an enrollment they may have. Although the members may not be present for your agency, this may cause data errors for a different provider.
• Users may create a new household or add new members to an existing household if no existing household has the appropriate members. 

Differentiating Between Data Entered

As part of the general HMIS workflow, each agency and its users are responsible for entering data that is directly reported by the client at the point of contact. HMIS is built on self-reported information, and that data must be entered accurately. While users may see more data in the system, they must follow these guidelines to ensure data integrity.

• Users must only enter or update data within their own agency and enrollment.
  Even though global visibility allows users to view data entered by other providers, they must not modify or delete any information that was not entered by their own agency. Users should contact the agency that originally entered the data to discuss any concerns or coordinate updates.
• Each agency is responsible for collecting data directly from the client.
  Even if some fields are pre-populated from previous interactions, users must still verify the information with the client and enter updates based on what is reported during their own assessment.
• Agencies must work together to determine the most accurate and current data.
  Collaboration is key when discrepancies arise. Providers should communicate to resolve conflicting information and ensure the client’s record reflects their current situation.

Understanding Enrollments

Each row represents an enrollment to a specific project, found in the Program column.

*Users should only be entering or changing data for their agency. 

• Depending on the visibility settings of the user, agency, or program, users may not see all the enrollments a client may have at one point.
• When visibility is opened, all users will be able to view all the client's enrollments going forward from the go-live date.
• However, open visibility to enrollments also means the ability to edit or delete any enrollment visible. Under no circumstances should a user edit or delete another provider's enrollment. 

Understanding Assessment Data

Users may not edit or change any data entered into assessments by other providers. Agencies must work together to make an appropriate determination of accurate data, including documenting changes as different providers receive updated information. 

• When reviewing data in assessments, utilize the history bar to determine the source of how data was entered.   
• If there are entries within the sub-assessment that are no longer valid, then the Creating Provider must be alerted so that an end date can be entered by them. 

Global Visibility on Reports

Visibility plays a huge part in the data generated and reported from HMIS. With the rollout of global visibility, agencies will begin seeing data in reports that was not entered by their own agency. As part of the general HMIS workflow, users must understand how shared data impacts reporting and what is expected when working in a shared system:

• For unlocked clients, reports will reflect all visible data, regardless of which provider entered it.
  This includes fields like income, disability, date of birth, and household relationships.
• A user must not change or delete any data entered by other agencies.
  Even if the data appears in your report, it must not be altered. If something looks incorrect, contact the agency that entered it.
• Each agency is still responsible for collecting and entering data at the point of contact.
  Pre-populated data should be verified with the client and updated only if necessary.

Funder/Canned Reports (APR (QPR), CAPER, VA, PATH, and RHY (HASHED CSV) 

Canned reports in HMIS will always show the available data to the client for the time period of the enrollment, no matter who entered the data. This can not be filtered or adjusted to only show data entered by your agency. 

Canned reports in HMIS, such as the Annual Performance Report (APR), Quarterly Performance Report (QPR), CAPER, PATH, and RHY (Hashed CSV), are designed to pull all available data tied to a client’s enrollment during the reporting period. These reports are standardized and used for federal funder requirements.

• These reports cannot be customized to show only your agency’s data.
  Filters to limit data by agency are not available in canned reports. This is by design and supports the overall visibility goal.
• Canned reports are enrollment-based, not agency-specific.
  These reports pull data based on the client’s enrollment dates, not based on which agency entered the data. If the client is unlocked, any relevant data, regardless of who entered it, will be included.

• Review before submission is critical.
  Even if your agency didn’t enter a specific data point, you are responsible for reviewing the report and ensuring the data is appropriate for submission. If something looks incorrect, reach out to the agency that entered it.

  

User Audit and Access Protocol

If an agency finds data they have entered has been erroneously changed in the HMIS, submit a ticket to the HMIS Help Desk at helpdesk@allchicago.org. 

The HMIS provides audit reports specifying which user entered, altered, or deleted data in the system.  We will suspend access to HMIS for users found to be inappropriately altering data.