- I’m having trouble using ServicePoint/running a report/getting to the link that shows my report receipt. Whom should I contact?
- The ChicagoDQ report says I have clients who are missing data. How do I tell which clients they are?
- The ChicagoDQ report says I have clients who are in child-only entries. How do I tell which clients they are?
- Which data elements’ missing data need to be fixed? Where do we fix them?
- What is the HUD Verification step? Do I need to do this even if I don’t have HUD funding
- What is a “Mismatch” and how do I fix it?
- How do I fix child-only entries?
- Do I have to wait for All Chicago to post the results before I start fixing them?
- Do I really have to rename the report files the way you ask me to?
- Why do I have to send you both an Excel file and the pdf? Why not just one?
- My program does serve youth under 18 who come in by themselves. Will we be punished for having child-only entries?
I’m having trouble using ServicePoint/running a report/getting to the link that shows my report receipt. Whom should I contact?
Submit a ticket at our HMIS Helpdesk. The subject of the ticket should be Quarterly Data Assessment Process to ensure your question is handled appropriately. You can also send an email to email@example.com.
The ChicagoDQ report says I have clients who are missing data. How do I tell which clients they are?
Within the report, you can look at Tab B – Assessment Detail to see which clients have issues with which data elements.
In the above example, we see three clients.
- Client #1 is missing Relationship to Head of Household (HoH) and three Chronic Homelessness questions (Approximate Start Date, Number of Times on Streets/Shelter/Safe Haven in 3 Years, Status Documented). He also has not completed the HUD Verification step for Income, Non-Cash Benefits, Disability, and Insurance at Entry.
- Client #2 has a Mismatch for Income at Entry. This can mean one of two possibilities:
- “Income from Any Source” is answered with “Yes” but no sources of income are identified in the Income Sub-Assessment.
- “Income from Any Source” is answered with “No” but sources of income are identified in the Income Sub-Assessment.
- Client #3 has nothing that needs to be fixed.
The ChicagoDQ report says I have clients who are in child-only entries. How do I tell which clients they are?
You can look in Tab C – Child-Only Entries in the ChicagoDQ report.
This will give you the Client IDs of all the clients who are not enrolled in your program with an adult.
Which data elements’ missing data need to be fixed? Where do we fix them?
The following data elements must be fixed on the client’s Entry/Exit screen (with the exception of First and Last Names, Social Security Number, SSN Data Quality, and Veteran Status, which can be edited in the Client Profile tab by clicking on the pencil in front of Client Record.
Do NOT edit any data in the Assessments tab.
Fixing them in the Assessments tab of ServicePoint is not sufficient for making them show up as populated in the ART report you are running.
- Social Security Number1
- Relationship to Head of Household1
- Date of Birth1
- Housing Status1
- Insurance at Entry1* +
- Veteran Status2
- Disabling Condition2*
- Client Location3
- Domestic Violence4#
- Residence Prior to Project Entry4 Length of Stay in Prior Residence4
- Chronic Homelessness (All 5 Questions) 4+
- Income at Entry 4*
- Non-Cash Benefits at Entry4*
- Income at Exit5*
- Non-Cash Benefits at Exit5*
- Insurance at Exit6* +
*If the question Income from Any Source is answered with “Yes”, some specific income must be entered in the Monthly Income Sub-Assessment. The same is true of all fields with sub-assessments.
#For clients entered appropriately in PATH, VA, and RHY providers, these questions are not required.
1Required for All Clients.
2Required for All Adults.
3Required for Heads of Household Only.
4Required for All Adults and Heads of Household.
5Required for All Adults and Heads of Household at Exit.
6Required for All Clients at Exit.
What is the HUD Verification step? Do I need to do this even if I don’t have HUD funding?
All projects need to complete the HUD Verification step in the assessment, regardless of funding source.
Within the assessments, you will see this symbol next to each sub-assessment (for Income, Non-Cash Benefits, Insurance, and Disability).
If there is a red triangle, this means you have to still complete the HUD Verification step. Doing this tells the system that you are confirming every single option (disability type; source of income, non-cash benefit, insurance) as being Yes or No.
After all options have been marked as Yes or No, you can click Save & Exit. You should now see the red triangle has gone away to reveal a green checkmark.
What is a “Mismatch” and how do I fix it?
You may see “Mismatch” in Tab B – Assessment Detail under those fields that have corresponding subassessments (Income, Non-Cash Benefits, Insurance, and Disability).
This means the Yes/No answer to whether or not the client has a Disability or is receiving any Income, any Non-Cash Benefit, or any Insurance does not match the sub-assessment.
Example: Let's say our client is receiving monthly income. On the assessment, we would indicate "Yes" to "Income from any source":
Due to the fact that we have now indicated our client is indeed receiving income, they should have a source of income. At this point, clicking on HUD Verification is the best method to see what source of income our client may be receiving.
Above, you can see that there is not a single income source listed as "Yes". In order to fix this error, you will need to either change "Income from any source" to a "No", or indicate which source of income the client is indeed receiving in the subassessment.
Take this example, and apply it to the other subassessments. If you indicate the client does have health insurance, then the sub-assessment should have at least one health insurance source. Or if the client does not have any benefits, then their subassessments should not show that they are receiving SNAP.
How do I fix child-only entries?
Does everyone in the household have a Date of Birth entered? That may be the only step you need to ensure there is an adult enrolled in the group.
A lot of times, though, a child will accidentally be entered by herself. You can see how many clients are grouped in an entry by going to the Entry/Exit tab for a client and looking under the Client Count column. If there is a 1 on the magnifying glass, the child is enrolled by herself.
Navigate to the head of household’s record, go to the Entry/Exit tab, and click on the pencil to the left of the record’s Entry Date. In the resulting pop-up screen, if you see the child listed but without the box checked, the child is not included in that entry.
After you check the box, click on Save & Continue. Scroll down to where the assessment starts for the Head of Household (you are still on her assessment), and you will see a list of family members on the left. Click on the child’s name to pull up her assessment.
When you are sure all the child’s assessment questions are answered, you can click on Save and Exit. Navigate back to the child’s profile, and go to the Entry/Exit tab. You will see one entry with a Client
Count of more than 1 (you can click on the magnifying glass to see who is grouped with the child), and you should see another entry that does not have the appropriate clients in it. Delete the extra entry, taking extra caution to ensure you are not deleting the entry you want to keep!
Do I have to wait for All Chicago to post the results before I start fixing them?
Definitely not! As soon as you see you have any missing values or child-only entries in your own report, you can fix them right away! Ideally, the first report you submit by the first deadline will already be perfect with 0 missing values for all data elements and 0 child-only entries. If not, you still have more time to fix them, but you should get started on them right away when you run the report.
Do I really have to rename the report files the way you ask me to?
Yes! Reports that do not have the appropriate file names will need to be resubmitted with the appropriate names. We try to automate the process and take as much human error out of it as possible, but in our attempts to automate, we need specific perimeters for you all to follow.
Why do I have to send you both an Excel file and the pdf? Why not just one?
We need the Excel report because we have built a script to run that allows us to check hundreds of Excel reports in a matter of seconds to see what all the missing value counts and child-only entry counts are. We need the PDF report because it validates the accuracy of the numbers in the Excel report.
My program does serve youth under 18 who come in by themselves. Will we be punished for having child-only entries?
No. Exceptions are made for programs who do actually serve individuals under 18; each program will need to provide to us via email (firstname.lastname@example.org) a list of Client IDs for these teenaged clients who do belong in their own entry for All Chicago to excuse any value above 0 for a count of child-only entries.