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<br />26 <br /> <br /> Timeliness <br />Participant data should be entered into HMIS as close to the date of collection as possible. Entering <br />data as soon as possible supports data quality by avoiding backlogs of pending data and allowing near <br />real time analysis and reporting. <br /> <br />Shelter Programs must enter/update project participant data in HMIS within 14 calendar days <br />following the date of project enrollment/exit. <br /> <br />Counties not using the State HMIS (data integration counties), must work with the HMIS Manager to <br />provide full CSV exports every six months. When Commerce is able to accept monthly imports, <br />Counties must upload data to the State’s HMIS using XML or CSV schema compliant with current HUD <br />HMIS Data Standards. Uploads must occur no later than the 30th calendar day following the end of <br />each month. Counties not able to export and upload data to the State HMIS using an approved format <br />must use the State HMIS for direct data entry. <br /> <br /> Accuracy <br />Data entered into HMIS must reflect the real situation of the participant as closely as possible. <br /> <br />Accurate data is necessary to ensure any project reporting fairly represents the work of the project and <br />each participant’s story. <br /> <br />Examples of data accuracy: <br /> <br />Elements of Data Accuracy <br />Date of Birth and <br />Project Start Date <br />Ensure the two are not the same dates. <br />Prior Living <br />Situation data <br />elements <br />Ensure responses for Prior living situation, Length of stay in prior living situation, <br />Approximate date homelessness started, Number of times the client has experienced <br />homelessness in the last 3 years, and Number of months experiencing homelessness in <br />the last 3 years do not conflict with each other. <br />Disabling Condition Ensure the Yes/No answer does not conflict with the specific types of disabling <br />conditions. <br />Health Insurance Ensure the Yes/No answer does not conflict with the specific types of health insurance. <br />Monthly Income Ensure the Yes/No answer does not conflict with the specific sources of monthly <br />income. <br />Non-Cash Benefits Ensure the Yes/No answer does not conflict with the specific sources of non-cash <br />benefits. <br />Relationship to <br />Head of Household <br />Ensure there is only one Head of Household for any given household (including clients <br />served individually) and that this element is entered and accurate for all household <br />members. <br />Veteran Status Ensure individuals under 18 years of age are not identified as veterans. <br />Project Population <br />Specifics <br />Ensure that projects only serving individuals only enroll individuals and not multi- <br />person households. <br />Ensure that projects only serving families with children only enroll families with <br />children. <br />Ensure that projects only serving clients of a specific age range only enroll clients of <br />that age range.