Data Quality: How to Add, Correct or Update Data Elements

Data Quality: How to Add, Correct or Update Project Entry Data Elements Client Profile - Name, Alias, SSN, and/or Veteran Status

• 3.01 Name
• Alias
• 3.02 Social Security Number (SSN)
• 3.07 Veteran Status

If any of the above data elements are incomplete or missing and you have updated/correct information, update by doing the following:

1.      Set your EDA to the project/provider into which you enrolled the client.

2.     Go to Clients and search for the client (type in the client’s name or enter their Client ID in the Client ID # field and click submit).

3.     Open the client’s record.

4.     **Set your Backdate to the Project Start Date of the client’s first enrollment in the project.

** IMPORTANT! You must set your Backdate to the start date of the client’s FIRST enrollment in the project, or you will not be resolving the issue!

5.     Click on the Client Profile tab.

6.     Click on the pencil icon  next to the Client Record section header. 

7.     In the Client Record pop-up, update the Name, Alias, SSN, and/or Veteran Status

a.       *If you update Name or SSN, remember to update the Data Quality data element, too!  

IMPORTANT: Even though other information appears on the Client Profile tab, do not update any other information here!

8.      Click Save & Exit.

Entry Assessments – Demographics/Entry Information

Every data element below must have an answer saved effective as of Project Start Date for every Entry/Exit (enrollment) in a client’s record.

·         Demographics:

o   3.03 Date of Birth (DOB)

o   3.04 Race and Ethnicity

3.06 Gender

·         Entry/Exit Information:

o   3.08 Disabling Condition

o   3.10 Project Start Date

o   3.11 Project Exit date

o   3.12 Destination

o   3.15 Relationship to Head of Household

o   3.16 Enrollment CoC

o   3.20 Housing Move in Date (if applicable for the project)

o   3.917 Prior Living Situation

o   4.11Domestic Violence

o   Program Specific Data Elements (see your funder requirements)

If any of the above data elements (or others) are incomplete or missing and you have updated/correct information, update by doing the following:

1.    Set your EDA to the project/provider into which you enrolled the client.

2.     Go to Clients and search for the client (type in the client’s name or enter their Client ID in the Client ID # field and click submit).

3.     Open the client’s record.

4.     **Set your Backdate to the Project Start Date for the enrollment you want to update.

5.     In the Entry/Exit tab, click the edit pencil  to the left of the Project Start Date of the Entry Assessment you want to update.

6.    Click Save & Continue in the Edit Project Start Data pop-up.

7.     Update the missing data element(s) in the Entry Assessment that will appear.

8.     Click Save & Exit when finished.