HMIS 101: When and What Sub-Assessment Information Can Be Updated v2023

Summary

Change/add: End dates should be added to an existing line of a sub-assessment when information is no longer true, information has changed, or when there is an accidental duplicate line (alternatively ICA can delete duplicate lines). If the information was never true, work with ICA to reflect what was true at that start date. New records should be added when previous information has changed.

Do not change:  Any already existing data in a sub-assessment (start date, Receiving Income? Yes/No question, source of income, monthly amount etc.) that was true on that start date.

Conflicting information: This needs to be resolved by working together across organizations. If an organization needs support to resolve the conflicting information, please contact the AKHMIS Help Desk.

What pieces of sub-assessment information can I update?

There are times when an end user should feel free to make the update to a client’s information in a sub-assessment. Examples are included:

When the information is no longer true

Add an end date to the line item of the sub-assessment and a new sub-assessment line should be added.

Example: This client entered into the program on 01/01/2023  and through talking to the client the staff discovers that the client no longer is receiving the Earned Income of $1,500 that was started on 08/15/2022. They are now making $500.

1.   Update the line that says they were making $1,500 by adding an end date of the day before the project start date.

2.   Create a new line for the $500 they now make with a start date the same day as the program’s start date.

Once the recordset is saved, both the old and new income history is reflected on the Sources of Income (HUD Table).

Where to make the change

 In the project Entry/Exit – this way the correct effective date is used and this does not cause issues with old information, and it will still pull into the project entry/exit.

 Who will this affect?

This will affect all people who use the client’s file – as of the end date and new line’s start date.

If there is a duplicate line for a sub-assessment

Delete one of the duplicates created.

Where to make the change

The change can be made either in the Entry/Exit or in the Assessment tab.

Who will this affect?

• This will affect all people who work with the client either at the same time or after the date the duplicate line was created. In this case any organization that works with the client on or after date of the duplicate entry would have seen the duplicate and once the end user deletes the duplicate the issue will be resolved for all those that served the client on or after date of the duplicate entry.
•  Only the EDA listed as the provider can delete a duplicate line. If you do not have access to the EDA listed as the provider, you can contact ICA to delete the duplicate.

What pieces of sub-assessment information should not Be updated

There is information in sub-assessments that should (almost) never be changed!

Receiving Income? Yes/No Question

An end user should not change the yes/no answer within a sub-assessment line. If an answer is no longer true, the end user should add an end date for the information and then add a new line with the latest information.

Already Existing Lines in a Sub-Assessment

The only piece that should be added to an already existing sub-assessment line (especially one that was not created by the end user’s organization) is the End Date. If there is already an End Date, a new record should be added to reflect what is current.

If there is a record you know was never true, please work with ICA to correct these records to ensure you are not incorrectly overwriting data.

Things that are a little bit more tricky

There are some things that take a bit more communication and work to make sure things are correct for all people working on the client’s file.

When the information an end user has is different than the information another organization has

If a client is being served by two organizations at the same time, and the information given to the end user by the client is different from what was given to the other organization, the two organizations need to work together to find the most accurate information and then only keep the most correct information.

The end goal is to have good data in client records which help with Coordinated Entry and ultimately with helping clients get and stay housed. Being a good neighbor and working together when there are discrepancies or errors help our clients move through their housing crisis and into stable housing more quickly.