HomeData QualityHow to Make CorrectionsCorrecting HUD CoC APR Questions 23-24 Errors

5.1. Correcting HUD CoC APR Questions 23-24 Errors

This is a troubleshooting guide for errors on questions 23-24 of the HUD CoC APR. After noticing income data quality issues, there are three reports that can help users locate and correct problems. This guide aims to help you interpret Tab I, or the Income tab on the CoC APR, and then goes through the three reports that can help you with finding and correcting the errors.

Run the "0625.5 – HUD CoC APR –v18 – Detail Included" report in ART and look at Tab I.

Tab I – Q 23-24 Interpretation

 Questions 23 - 24.b.2

Question 23 (see the red circles) breaks down the incomes by amount, and gives the client count for each range at Entry, and then splits out the most recent review or exit by whether the client was a leaver or a stayer. The Total at Entry should equal the totals in the next two columns added together. Missing Income data is circled in blue in the above image. The middle number (in the "Income at Latest Followup for Stayers" column) would indicate Missing Interims.

Question 24.a breaks down client counts by Income Category and is similar in format to Question 23. The total cells outlined in yellow and teal are meant to help users quickly detect discrepancies. Totals that share the same color border should match.

Question 24.b.1 is counting stayers only. The totals in the cells with a teal border should match the total in Question 24.a, also with a teal border. As you can see in the table above, there is a discrepancy within the teal cells because of the "13" in the Earned Income row.

Question 24.b.2 is counting leavers only. The totals in the cells with the yellow border should match the total in Question 24.a, also with a yellow border. As you can see in the table above, these totals match so all is good with the leavers.

 Question 24.b.3

Question 24.b.3 provides you with totals (outlined in magenta) that should equal the sum of the cells outlined in teal and the cells outlined in gold. Because of the discrepancy in 24.b.1, the totals in the magenta cells do not match either.

If any of the boxes of a corresponding color contain differing numbers, there are errors in your income data.

 TO CORRECT ERRORS IN QUESTIONS 23-24:

1)      Currently, data quality checking for income data can be a laborious process. In the future, we hope to streamline the process, but until then, this method should work. Start with the 0625.5 CoC APR.

a)      Click the "Missing Income Non-cash" tab in the 0625.5 CoC APR.
0625.5

b)      Fix any reported errors. In this case, there were no errors noted here. If you see any Client IDs in these columns, they should be corrected. Usually the problem is missing data in the Yes/No field or missing sub-assessment records. In order to fix Missing Interims, please refer to the guidance on Interims and Followups.

c)      Changes will take effect the next business day.

2)      If that did not correct the problem, or no errors existed under the "Missing Income and Non-cash" tab, run the "Data Quality: Assessments" report in ART using the same date range as your APR.

a)      Check the "Missing Income" tab.
Data Quality Assessments report

b)      Fix any reported errors. In this example, there are three Client IDs with missing income data in the Total Monthly Income field.

c)      Changes will take effect the next business day.

3)      If that did not correct the problem, or if your "Data Quality: Assessments" report was free of errors, run a "631.5 – CoC APR Detail – v15 with Income Errors" report. 

a)      Check the "Income Errors" tab.
TMI Errors

b)      Fix any reported errors. In this case, there is one Client ID showing three times. If you look up the client and look at the income data, you can see that one of the sub-assessment records has a "No" for "Receiving Income Source?". This is the problem.
TMI Details

When the user entered an End Date to end that income source, they (understandably) thought they also needed to switch the "Receiving Income Source?" question to "No", but doing this prevents the report from seeing that record at all. The best fix for this problem is to simply delete the No answer. To do this, click the green bar next to the Receiving Income Source question. The History window will come up.
Select No
Find the "No" record and click the trash can.

(There are other possible causes for Income errors shown on the 631.5 Detail Report.  If you can't determine what is causing Income errors in your data from the three reports in this guide, let us know and we can help you find the cause.)

c)      Changes will take effect the next business day.

4)      If these steps did not correct all the problems, contact the HMIS Department by phone or via hmis@cohhio.org.

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5.2. I need to move an Entry Date back in time. How do I do that without losing my assessment data?