The Audit Report provides a detailed log of data changes in HMIS, showing who made the change, what was changed, when it happened, and under which provider context (EDA). This tool is essential for troubleshooting, maintaining data quality, and ensuring compliance.
With the rollout of Global Visibility, the Audit Report becomes even more important. Because unlocked client records are now shared across agencies, you may need to identify which agency made a change so you can follow up and resolve issues without overwriting another provider’s data.
How to Run the Audit Report
Navigate to the Reports tab in HMIS
- From the HMIS dashboard, go to Reports → Audit Report.
- Access may be limited to Agency Administrators based on permissions.
Next, set Report Prompts
- Use filters to narrow your search:
- Provider – Select the agency or project where the change occurred.
- Include Subordinates – Include child providers if you’re unsure which project.
- User – Filter changes made by a specific user account.
- Object – Choose the data category (Client, Assessment, Service, Entry/Exit).
- Entity – Specify the exact record if known.
- Date Range – Set start/end to capture the suspected change window (broad ranges may slow performance).
- Action – Select the type of change: Create, Update, Delete, Inactivate, or Read.
The report will default to populate your provider, but it can be changed to any provider or project you are associated with.
Once prompts are set click, Build the Report
- Large date ranges or broad filters may take longer to process.
Download (Optional)
- Use Download to export a ZIP file containing a CSV.
Main Objects for Audit
| Object | Description |
|---|---|
| Clients | Core client records; includes demographics and identifiers (Name, DOB, SSN). |
| Client Visibility | Indicates whether the record is locked or unlocked; critical for consent compliance. |
| Entry/Exit | Tracks project entry and exit dates; validates timelines and prevents overlaps. |
| Assessments | Includes sub-assessments (Income, Benefits, Housing Status); check cadence and conflicts. |
| Assessment Questions | Individual data points collected during assessments; verify accuracy and completeness. |
| Assessment History | Shows lineage of values, effective dates, and source agency for conflict resolution. |
| Households | Displays household composition and relationships; ensure HoH and members are correct. |
| Household Relationships | Defines relationships within households; critical for HUD reporting. |
| Services | Lists service transactions linked to enrollments; verify correct linkage and dates. |
| Referrals | Tracks referrals made to housing, health, or other supports; confirm type and status. |
| Releases of Information (ROI) | Consent documentation; determines visibility and sharing rules. |
| Provider Settings | Controls visibility defaults and provider-specific configurations. |
| Reporting Groups | Used for grouping providers in reports; confirm correct setup for accurate reporting. |
| Visibility Groups | Defines which agencies can see locked records; review for compliance. |
Troubleshooting Scenarios
| Scenario | Prompts to Use | Next Step |
| Income value disappeared | Object = Assessment; Entity = Income; Action = Delete/Inactivate; Date = suspected window | Confirm User + Provider; restore only if your agency deleted incorrectly; otherwise coordinate. |
| DOB changed twice | Object = Client; Action = Update; Date = single day | Compare entries; check Provider (EDA); use assessment history for effective dates. |
| Service transaction removed | Object = Service; Action = Delete; Date = suspected window | Identify deleting user/provider; confirm intent before re-adding. |
| Household relationship modified | Object = Client/Household; Action = Update | Verify HoH and relationships; coordinate if cross-agency. |
| Entry/Exit corrected during overlap | Object = Entry/Exit; Date = overlap window; Include Subordinates = On | Identify which project made the change; contact that provider to confirm timelines. |
Example results:
For further questions or concerns, please contact the Help Desk at helpdesk@allchicago.org.