Understanding Assessment Data

After a client has been enrolled into the project, data is then entered within an assessment.

• Assessments available are dependent on the project/program requirements and are set up by the HMIS Lead when the project is created in the system. 
• Assessment data elements are what is used to pull data into reports. Errors occur in reports when the data was not entered into an assessment or was entered incorrectly. 
• Depending on the visibility of the user, project, or agency, some assessment data may pre-populate. However, each project must still collect the required data elements to ensure the most accurate and current data is entered in the client's record.

Reminder: Upon completing training and receiving HMIS access, users must review and sign the HMIS End User Policy and Code of Ethics, which holds user accountable and responsible for their use and viewing of HMIS data to be limited to only what is needed to coordinate and provide services for the client. 

After creating a new enrollment, take a moment to orient yourself in the assessment window:

1. At the top indicates the Provider that is associated with the assessment.  
   • Reminder: Users should only be entering or changing data for their agency.
     • Make sure to use "Exit" or the X in the top right corner of the window (instead of Save & Exit) in assessments associated with other agencies to avoid accidentally changing data entered by other agencies. 
     • The Provider can be updated for self-correction or other reasons as guided by the HMIS Lead - please reach out to your ATA and/or the HMIS Help Desk to ensure it is an appropriate change to make. 
2. Household Members associated in the same enrollment can be found listed in this table and panel. 
   • A. In this table, you can navigate to each associated household member's enrollment record. 
   • B. In this panel, you can navigate to each associated household member's assessment. 
3. Assessments available to the provider at this point in time can be found in this panel. 
   
   • The current assessment is highlighted in blue and is the header of the panel before the first question. 
   • The current assessment window is linked to the date. Take caution when navigating to other available assessments when in this window. Use the appropriate channels to ensure the data is entered in the right place. 
   • Make sure to use "Exit" (instead of Save & Exit) or the X in the top right corner of the window in assessments associated with other agencies to avoid accidentally changing data entered by other agencies. 

Assessment Questions

For text fields and drop-down values,

1. Change pre-populated values into the what the client self-reports at the date of the assessment.
2. When the client reports the same information as what has pre-populated in the assessment, enter it in the system anyway to confirm that the data is still effective at the point in time and to create a record in the HMIS that your provider has entered the data.

All history of data can be reviewed by clicking bar next to the value.

• Date Effective is the date of the assessment the value of the question was added. 
• User Adding is the user that added the question value. 
• Provider Adding indicates what agency the user was entering data under. 
• Value is the answer entered for the question.

Only change or delete data that is entered by your provider. The history of the data entry should only be used to better understand historical values and its source. Agencies must work together to understand and correct conflicting data. 

Sub-assessments

Sub-assessments are used to track changes in a client's Current Living Situation, Disability, Monthly Income, Non-Cash Benefits, and Health Insurance. For best practice, don't rely on the default view within the assessment; click the magnifying glass in the top right corner of the sub-assessment to view the whole record and use the blue headings to rearrange the entries for better viewing.

• Provider indicates the agency that entered the data. 
• Start Date is the date the agency received the information and entered it into an assessment in the HMIS. 
• End Date is the date before the client stops self-reporting the information or reports a change. 
  • A blank end date indicates the information is current for that provider.
  • An expiring entry must end before a new entry begins.

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

• 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.