Run HMIS Data Quality Monthly Audit — Free

Audit Scope and Setup

Agency / Organization Name

Enter the full legal name of the agency whose HMIS data is being audited.

Project(s) Under Review

List all HMIS project names and project IDs included in this audit period.

Audit Period (Month and Year)

Select the first day of the month being audited.

Project Type(s) Included

Select all project types represented in this audit.

HMIS Data Quality Report Pulled Prior to Audit critical (required)

Confirm that the current month's HMIS data quality report has been exported from the HMIS system before beginning this audit.

Yes No N/A

Auditor Name and Role

Enter the full name and title of the person conducting this audit (e.g., HMIS Administrator, Data Quality Manager).

Universal Data Elements (UDE) Completeness

Name (3.01) — Missing/Unknown Rate critical (required)

Enter the percentage of client records with missing or 'Data Not Collected' for Name (Element 3.01). Acceptable: ≤5%.

Social Security Number (3.02) — Missing/Unknown/Refused Rate

Enter the percentage of records with SSN quality issues (missing, refused, or approximate). Acceptable: ≤20% for SSN due to population sensitivity; flag if >20%.

Date of Birth (3.03) — Missing/Unknown Rate critical (required)

Enter the percentage of records with missing or approximate Date of Birth (Element 3.03). Acceptable: ≤5%.

Race and Ethnicity (3.04) — Missing/Unknown Rate

Enter the percentage of records with missing or 'Data Not Collected' for Race and Ethnicity (Element 3.04). Acceptable: ≤5%.

Gender (3.06) — Missing/Unknown Rate

Enter the percentage of records with missing or 'Data Not Collected' for Gender (Element 3.06). Acceptable: ≤5%.

Veteran Status (3.07) — Missing/Unknown Rate

Enter the percentage of adult records with missing or 'Data Not Collected' for Veteran Status (Element 3.07). Acceptable: ≤5%.

Disabling Condition (3.08) — Missing/Unknown Rate critical (required)

Enter the percentage of records with missing or 'Data Not Collected' for Disabling Condition (Element 3.08). Acceptable: ≤5%.

Program Entry and Exit Data Timeliness

Entries Recorded Within 3 Days of Program Entry — Compliance Rate critical (required)

Enter the percentage of enrollments entered into HMIS within 3 calendar days of the actual program entry date. Acceptable: ≥90%.

Exits Recorded Within 3 Days of Program Exit — Compliance Rate critical (required)

Enter the percentage of exits entered into HMIS within 3 calendar days of the actual exit date. Acceptable: ≥90%.

Number of Open Enrollments with No Exit (Stale Records) — Count

Enter the count of enrollments open for more than 90 days with no recorded exit or service activity. Target: 0; flag any count >5 for immediate review.

Destination at Exit (3.12) — Missing/Unknown Rate critical (required)

Enter the percentage of exit records with missing, unknown, or 'Data Not Collected' for Destination (Element 3.12). Acceptable: ≤5%.

Reason for Leaving (3.12b) Populated for All Applicable Exits

Confirm that Reason for Leaving is recorded for all applicable project types where required by HUD Data Standards.

Yes No N/A

Project-Specific and Program Data Elements

Prior Living Situation (3.917) — Missing/Unknown Rate critical (required)

Enter the percentage of entry records with missing or 'Data Not Collected' for Prior Living Situation (Element 3.917). Acceptable: ≤5%.

Income and Sources (4.02) at Entry — Missing/Unknown Rate

Enter the percentage of applicable entry records missing Income and Sources data (Element 4.02). Acceptable: ≤5%.

Income and Sources (4.02) at Annual Assessment / Exit — Missing Rate

Enter the percentage of applicable annual assessment or exit records missing Income and Sources update (Element 4.02). Acceptable: ≤5%.

Non-Cash Benefits (4.03) — Missing/Unknown Rate

Enter the percentage of applicable records missing Non-Cash Benefits data (Element 4.03). Acceptable: ≤5%.

Health Insurance (4.04) — Missing/Unknown Rate

Enter the percentage of applicable records missing Health Insurance data (Element 4.04). Acceptable: ≤5%.

Annual Assessments Completed Within Required Window critical (required)

Confirm that all clients enrolled for 12+ months have an annual assessment recorded within 30 days before or after their anniversary date, per HUD requirements.

Yes No N/A

Chronic Homelessness Status Accurately Documented critical (required)

Confirm that Chronic Homelessness determination fields (Element 3.917 + disability + length of time) are complete and consistent for all PSH and applicable CoC-funded enrollments.

Yes No N/A

Data Accuracy and Logical Consistency

Duplicate Client Records Identified — Count critical (required)

Enter the number of confirmed or probable duplicate client records identified in the HMIS system for this audit period. Target: 0.

Overlapping Enrollment Errors (Same Client, Same Project Type, Same Period)

Enter the count of clients with overlapping enrollments in the same project type during the audit period. These indicate data entry errors. Target: 0.

Exit Date Before Entry Date — Error Count critical (required)

Enter the count of enrollment records where the recorded exit date precedes the entry date. This is a critical logical error. Target: 0.

Head of Household Designation Present for All Households

Confirm that every household enrollment has exactly one client designated as Head of Household. Missing or multiple HOH designations cause APR calculation errors.

Yes No N/A

Age-Inconsistent Data Flags (e.g., Minor Recorded as Veteran)

Confirm no records exist where a client's age is inconsistent with their recorded data (e.g., client under 18 flagged as Veteran, or DOB indicating age >120 years). Answer 'Yes' if no such errors exist.

Yes No N/A

Project Descriptor and Setup Data

Project Type Correctly Configured in HMIS critical (required)

Confirm the project type (ES, TH, PSH, RRH, SO, etc.) is correctly set in the HMIS project setup and matches the grant agreement.

Yes No N/A

Continuum of Care (CoC) Code Correctly Assigned critical (required)

Confirm the correct CoC code is assigned to each project in HMIS setup. Incorrect CoC codes cause misattribution in HUD reporting.

Yes No N/A

Funding Sources Accurately Recorded in Project Setup

Confirm all active funding sources (HUD CoC, ESG, SSVF, PATH, RHY, local, etc.) are accurately recorded in the HMIS project setup for the audit period.

Yes No N/A

Bed and Unit Inventory (HIC) Data Current and Accurate

Confirm that bed inventory, unit counts, and bed type designations in HMIS match the current Housing Inventory Count (HIC) submission for this project.

Yes No N/A

Corrective Actions and Follow-Up

Overall Data Quality Assessment

Select the overall data quality rating for this agency/project based on audit findings.

Note (optional)

Summary of Deficiencies Identified

Provide a narrative summary of all data quality deficiencies identified during this audit, including element names, error counts, and affected projects.

Corrective Action Plan Documented for All Critical Deficiencies critical (required)

Confirm that a written corrective action plan has been created for every critical deficiency identified in this audit, including responsible staff and target resolution date.

Yes No N/A

Target Resolution Date for Open Deficiencies

Select the target date by which all identified deficiencies will be resolved and re-verified.

Agency Data Quality Contact Notified of Findings

Confirm that the agency's designated HMIS data quality contact has been notified of audit findings and corrective action requirements.

Yes No N/A

Supporting Documentation or Screenshots Attached

Attach screenshots of HMIS data quality reports, error logs, or other supporting documentation for this audit.

HMIS Administrator Signature critical (required)

HMIS Administrator signature certifying the accuracy of this audit.

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Run: HMIS Data Quality Monthly Audit

Audit Scope and Setup

Universal Data Elements (UDE) Completeness

Program Entry and Exit Data Timeliness

Project-Specific and Program Data Elements

Data Accuracy and Logical Consistency

Project Descriptor and Setup Data

Corrective Actions and Follow-Up

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