Shelter Stays DQ Report (Business Objects)

This report finds data errors for entries and exits in ShelterPoint / Shelters projects.  Your project is a ShelterPoint project if SHELTERPOINT is in the project name in the HMIS.  

Example: 

TABLE OF CONTENTS

• Running the Report in Business Objects
• Reading the Report
  • Shelter Stay Issues
  • EE Issues
• Further Resources

Running the Report in Business Objects

For assistance navigating Business Objects, please reference this helpdesk article: How to Access ART (BusinessObjects).  Once in Business Objects, the Shelter Stays DQ report is located within the Data Quality folder.  

You will be given four prompts, please fill them out accordingly and click Run. 

Reading the Report

Once your report has completed running, it will have two pages.  You can find the pages at the top of the report, along with the date range you chose, and the projects included.  

Shelter Stay Issues

The first page highlights data errors that occur in the HMIS between ShelterPoint (FY24: Shelters) and ClientPoint (FY24: Clients).  Remember, when you check in a client through Shelters, the HMIS automatically creates an entry into Clients.  There are two possible errors on this page: 

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Exited through Clientpoint: This error means that the client was enrolled in the project correctly through Shelters, but exited in Clients.  

To Fix: As long as the exit date is correct in Clients, all you need to do is navigate to your project in Shelters and exit them there as well.  If the exit date in Clients is not correct, navigate to the client's information in Clients. On the Entry/Exit tab, click the pencil next to the exit date. A dialog box will pop up, and you can click a trash can in the top left of the box. This will delete the incorrect Clients exit. Then you can navigate back to Shelters to correctly check out the client through Shelters.  

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Entry/Exit Missing / Wrong Provider: This error can occur for multiple reasons, but means that the Clients entry is not matching the Shelters entry.    

To Fix: 

There are three main reasons why this error occurs: 

• You enrolled a client in your ADMIN project instead of the correct project.  
  • To Fix: Navigate back to the ShelterPoint project entry using the Client ID and ShelterPoint Start Date.  Pencil edit the project entry to open it, and click Save & Continue to open up the entry assessment.  At the top of the assessment, use the drop down menu to select the correct project.  Click Save.
• Your Shelter stay is correct, but your Clients Entry says ADMIN.  
  • To Fix: Navigate to the Entry / Exit tab in Clients.  Pencil edit the project entry to open it, and click Save & Continue to open up the entry assessment.  At the top of the assessment, use the drop down menu to select the correct project.  Click Save.
• The date on the Clients entry does not match the date on the Shelters entry. 
  • To Fix: You must identify what the correct date/time of the entry should be.  Most likely, the project entry was made in Shelters, and someone manually changed the date / time in Clients.  If you must change your Shelters entry, use the instructions above.  To update your Clients entry, simply click on the pencil next to the project entry to edit the date/time. 

Important!  These can be really tricky to fix.  If you're struggling, please reach out to HSDHelpdesk@lanecountyor.gov for assistance.  

EE Issues

The second page of the report identifies Shelter Stay service transaction errors.  Remember, a correct Shelters entry will automatically create a Shelter Stay service transaction in Clients. There are two possible errors on this page: 

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1 Shelter Item - Missing Shelter Stay: This error occurs when a Shelters entry was done, a Shelter Stay service transaction was created, but something happened so that the project entry/exit no longer matches the service transaction - most likely a date was changed in one place in the system but not the other.  

To Fix: Your Shelter Stay service transaction must match your Shelters project entry/exit information.  First, confirm with your records what dates the client stayed in your project.  Then, confirm those dates with both the Shelters project entry AND the Shelter Stay service transaction.  

• To edit the Shelters Entry Date:
  • If the client is still checked in, click on their name and change the entry date at the top of the screen. Then click Save & Exit.
  • If client was already checked out, go to their profile in Clients and click on the Summary tab. Locate the Shelter Stays section and click the magnifying glass next to the stay that needs to be edited. Then click Edit Shelter Stay on the very bottom left and change the entry date at the top of the screen. Then click Save & Exit.
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• To edit the Shelters Exit Date:
  •  Find the client's profile in ClientPoint. Click on the Service Transactions tab and then View Shelter Stays. Click the magnifying glass next to the shelter stay that needs to be edited and click Edit Shelter Stay on the bottom left of the page. At the top of the screen you will see several tabs. You are going to need to change the exit date in two places: Project Exit & Shelter Stay Service Transaction.  
  • First, click on the second tab at the top that says Entry / Exit.  You will find your project's entry/exit information and can click on the pencil next to the Exit Date to edit the project exit.  Click Save. 
  • Next, click on Service Transactions and then Shelter Stays. Then click the pencil icon next to the stay that needs to be edited. Change the Date Out and click Save.

• To edit the Shelter Stay Service Transaction: Navigate to the client's profile in Clients.  Click on the Service Transactions tab, then the Shelter Stays tab.  Click the magnifying glass icon next to the stay that needs to be edited.  

No Shelter Item / Missing Shelter Stay: This error means that a Shelter Stay service transaction was never created.  This happens when there is only a Clients project entry, but no Shelters project entry.  

To Fix: Delete the Clients project entry in the Entry/Exit tab.  Use Shelters to correctly check clients into the project and create the Shelter Stay service transactions.  

Further Resources: 

More questions?  Maybe one of these articles can help answer: 

• How to Access ART (BusinessObjects): Find instructions on navigating the reporting system available to you within WellSky.
• ShelterPoint Workflow: Use this in-depth guide to review all parts of entering and exiting a client through the ShelterPoint (FY24 - Shelters) page.  
• How to Check if Entry / Exits Were Done Through ShelterPoint: Use this article as another way to catch tricky ShelterPoint errors.