Data Quality & Standards

The NYC Department of Social Services (DSS) uses data from the HMIS for a variety of HUD reports, as well as the annual Notice of Funding Availability (NOFA). In the NOFA, HUD looks at the data quality for the universal and program specific data elements. To improve the CoC's score on the HMIS section of the NOFA, the NYC CoC conducts quarterly data quality reports which help providers improve the quality of data in their systems and the data that is uploaded into HMIS.

Projects are encouraged to examine their data before uploading into HMIS and to run data quality reports on a regular basis. Client data must be updated at least once annually.

When examining data, check for:

  • Completeness (e.g. missing data)
  • Duplicate client records
  • Data accuracy (e.g. Veterans are 18 and older)
  • Timeliness (e.g. all client data should be entered within 3 business)

FY2020 HMIS Data Standards

The 2017 HMIS Data Dictionary and the 2017 HMIS Data Standards Manual are the documentation of requirements for the programming and use of all HMIS systems and comparable database systems, effective October 1, 2017 through September 30, 2019. The FY 2020 Data Standards will be effective October 1, 2019. Additional FY 2020 resources will be posted throughout the spring and summer.

2020 CSV Guidelines for Non-AWARDS Agencies

Providers using Non-AWARDS software for data tracking must prepare the required 22 CSV files according to the updated HUD HMIS Comma-Separated Value Format specifications v1.3 document. The NYC HMIS CSV files that are necessary for data upload in the NYC HMIS Data Warehouse are as follows:

 

  1. Export.csv
  2. Organization.csv
  3. User.csv
  4. Project.csv
  5. Funder.csv
  6. ProjectCoC.csv
  7. Inventory.csv
  8. Affiliation.csv
  9. Client.csv
  10. Enrollment.csv
  11. EnrollmentCoC.csv
  12. Exit.csv
  13. IncomeBenefits.csv
  14. HealthAndDV.csv
  15. EmploymentEducation.csv
  16. Disabilities.csv
  17. Services.csv
  18. CurrentLivingSituation.csv
  19. Assessment.csv
  20. AssessmentQuestion.csv
  21. AssessmentResult.csv
  22. Event.csv

 

    The NYC HMIS monitors the monthly Data Warehouse uploads of each participating project and posts monthly upload reports which show the most recent upload date to the Data Warehouse for each participating project. Meeting the required number of monthly uploads was a threshold requirement for the evaluation process. Consistent uploads are an important factor for each participant.

    For AWARDS Online Help, please refer to the Completing HMIS Exports & Uploads and Troubleshooting CSV Validation Errors.

    HMIS Policies and Procedures

    Any project that uploads data in HMIS is subject to the HMIS Policies as Procedures as adopted in 2018.

    For more information, please refer to the NYC CoC's 2018 HMIS Policies and Procedures. 

    The Steering Committee adopted the revised 2019 HMIS Appendices.  Providers are required to complete and submit appendices B-F to brydgesm@dss.nyc.gov by COB 11/1/19.