Having Fun with Data Entry

1. Having Fun with Data Entry Justina Fyfe - United Community Action Network Michelle Helm - Portland Housing Bureau Hope Browning - Neighbor Impact

2. Introduction •What is Data Entry?     The act of entering or updating data into a computer system.  Data is often entered into a computer from paper documents using a keyboard, optical scanner or a data recorder. Over the last 5 – 10 years data that was collected in spreadsheets is now entered into and reported from a data base thereby reducing the need to consolidate date by hand to produce reports quickly and accurately based upon the information entered.

3. Data Entry • Where does data come from and who does the data entry? • Medical • Office visit preliminaries – weight, BP, pulse, etc • Nurses, PA's, Doctors • Test Results – blood work, ex-rays, etc • Lab Techs, Specialists, etc • School • Enrollment forms • Office Personnel • Test/exam Scores • Teachers

4. Data Entry • Where does data come from and who does the date entry – continued • Agency • Applications for assistance based on funding source requirements • Designated Agency Staff (Case workers, Intake personnel, etc)

5. Data Entry Determination • Who determines what data is collected? • Medical • Federal Standards • Doctor's Associations • School • Standards for Education Data Collection and Reporting (SEDCAR) • National Center for Education Statistics (NCES) • National Cooperative Education Statistics Systems (NCESS)

6. Data Entry Determination • Who determines what data is collected? … Continued • Agency • Federal Funders • State Funders • Community Partners

7. What Data • What data is required? • Medical • Name, DOB, Race/Ethnicity, Address, Insurance, medical documentation (history, test results, weight, height, etc) • School • Name, DOB, Race/Ethnicity, Address, Grade Level, Report Cards (did you pass or fail) etc.

8. What Data • What data is required ….. Continued • Agency • Federal funders request most data/information • Universal Data Elements (UDE's) • State funders comply/conform with Federal Standards • May also request additional information at specific times • Community Partners • Determined by need

9. What Data • What are UDE's? • 13 key pieces of information or data including:

10. What Data • What are UDE's ….. Continued • 5 Additional Data Elements • Domestic Violence (Adults/HoH) • Services (Adults/HoH) • Income Received (Y/N) (Adults/HoH) • Non-Cash Benefits Received (Y/N) (Adults/HoH) • Covered by Health Insurance (Y/N) (All HH Members)

11. Data Usage • Who are UDE's Reported on? • All household members entered into programs • What does this information do? • Data is pulled into a variety of reports • Data Quality/Completeness • ESG Caper • CoC APR • SPM's • AHAR

12. Data Usage • Who uses the reports? • Agencies • State Funders • Federal Funders • What is the information used for? • Program Compliance • Number served • Scoring for CoC Grant Application Process

13. Data Entry • Where and how is our data entered? ServicePoint

14. Getting Started in ServicePoint “Pre-flight check” For a smooth data entry process • Know your workflow • Documents ready

15. Client Search/Create New Record • ClientPoint - file cabinet of records • Search first - save time and prevent duplicates • A wide search (eg. first 3 letters of first and last name) can catch typos and name variations • If no match, enter info for a new record • Data quality questions indicate the accuracy and quality of the corresponding data (required) • Avoid “Data not collected”  same as blank

16. Client Search/Create New Record In ClientPoint: • Do a wide search for existing record • If no match, fill in the rest of the responses • Be sure to select appropriate Data Quality description • Add New Client with This Information

17. Households • Tabs along the top are general hints of your next step • Household “buckets” help you organize clients who commonly present together • group entry or joint service This Photo by Unknown Author is licensed under CC BY-SA

18. Households • Households are flexible • Select different combinations of people from the household without having to create a new one • Do not delete existing households • Will negatively affect existing connections, causing problems for reporting and more This Photo by Unknown Author is licensed under CC BY-SA

19. Households Households Tab • Start New Household • Select Household Type • Search and add household members (similar to search/create a record) • Click Continue • Indicate who is the Head of Household, and Relationship to Head of Household • Joined Household Date (same as earliest entry or earlier) • Save & Exit

20. ROI • Release of Information • Is there client consent to share data? • Each adult must give their own consent • Record denied ROIs too • Release Granted “No”, will not share Example ROI

21. ROI • ROI is required for all levels where data is entered: • Why??? • These providers are where the data is being entered, and where data will be sharing from • An ROI assigned to an incorrect provider will affect data sharing and potentially, reporting Login Provider Entry Provider Parent Provider, if different from login provider Data Sharing

22. Entry/Exit Assessment

23. Entry/Exit Assessment Search for the program that they will be receiving assistance under Select the type of program: Basic – HUD – PATH – RHY – VA, Etc

24. Entry/Exit Assessment Does this information look familiar

25. Entry/Exit Assessment This        changes to this   Click to add text

26. Entry/Exit Assessment From this           to this

27. Entry/Exit Assessment To complete, click on HUD Verification, click NO at the top, then change the appropriate type to Yes – Save & Exit

28. Entry/Exit Assessment • There are four items that require HUD Verification: • Insurance • Disability • Non-Cash Benefits • Income

29. Entry/Exit Assessment Income section also provides a quick reference to monthly and annual gross income

30. Entry/Exit Assessment Not all agencies or programs require address information – however, if you are paying rent it is good to have the location and landlord information! The above information is important as it pulls into various reports.

31. Entry/Exit Assessment If they are a DV victim/survivor, then the following 2 questions need to be answered. Once the above information is complete you can Save & Exit if single person or all HH members have been completed.    If there is more than one HH member, then click Save and return to the top of the page to use the Add Household Data Button 

32. Entry/Exit Assessment

33. Entry/Exit Assessment Using information from your file case notes enter the reason they are leaving the program. Based on your discussion with the participant prior to exit, enter where they will be going at exit.  Review the list as there are many options. The Exit is done utilizing the pencil next to Exit Date

34. Interim Assessments ***************************** Interim Assessments are completed in order to track change over time.

35. Interim Assessments • What types of changes are tracked? • Anything dynamic – income, insurance, disability, etc. • Housing Move-In Date • Head of household changes 1 2 Then... 3

36. Interim Assessments Adding Interim Review Steps 1. Include the appropriate HH members 2. Interim Review Type 3. Review Date: Date changes take place/review takes place 4. Save & Continue 5. Update Information 6. Save and Exit 1 2 3 4

37. Interim Assessments Annual Reviews Annual Reviews must be completed +/- 30 days of HoH'sentry anniversary date.  It is recommended that you match the Annual Review date with the anniversary date. Adding Annual Review Steps 1. Select all stayers 2. Interim Review Type = "Annual Assessment" 3. Review Date = Anniversary date of HoH's entry 4. Save & Continue 5. Update Information 6. Save & Exit 1 2 3 4

38. Interim Assessments Updating HUD Verification Steps 1. Update Yes/No question 2. Click magnifying glass 1 2

39. Interim Assessments Updating HUD Verification Steps 3. Sort rows by clicking column headers 4. Click pencil to edit 3 4

40. Interim Assessments Updating HUD Verification Steps 5. Add end date and Save 5

41. Interim Assessments Updating HUD Verification Steps 6. Scroll Down and hit Add to add a new line of data 7. Complete the Start Date, Source of Income 8. Save assessment 6 7 8

42. Reporting • There are three types of Reports • Canned Reports • Many open to all • Art Reports • Special License Required • Custom Reports • For specific programs Reports can be accessed from any screen using the left hand menu

43. Reporting Canned Reports

44. Reporting Custom Reports include both ART and Special Program Reports

45. Reporting • One of the most commonly used Canned Reports is the ESG Caper • Used as a quick report to determine participant counts • Errors in data • Clicking on the number you can see participant ID numbers so you can go directly to that individual to correct  • Mostly for the quarterly OHCS Reports

46. ESG CAPER • To run the ESG Caper Report • From the Dashboard under provider reports click on ESG Caper

47. ESG CAPER

48. ESG CAPER

49. ESG CAPER

50. ESG CAPER This report includes HUD UDE's, Living Situation at entry, Length of time on program, Exit Destination >90 days on program or <90 days on program, etc. There are more than 26 elements in the 10 or more pages to this report.