Data Timeliness Score Card

Data Timeliness Score Cards

The purpose of the timeliness report is to indicate how close to real time is the data being entered into TBIN. Timeliness is important because it helps with accurate bed utilization rates, program services, prevents duplicating financial assistance, and plays an important role in an effective Coordinated Entry System.

There are two versions of the Timeliness reports, one for providers who use Entry/Exits and one for providers who do not. Both reports work in the same manner. The timeliness report measures the delay between when a service or Entry occurs and when that data is actually entered into TBIN based on an internal system clock. Things like Back Date mode have no impact on Timeliness.

The timeliness reports provide detailed breakdowns of the various transactions being included in the overall score for an agency. 

Timeliness Grades

The Timeliness grading scale is as follows:

The reports are currently being provided based on the full, current fiscal year which starts on October 1 and ends on September 30. As a result, the scores will be cumulative for the year and will only reset at the end of the fiscal year, unlike Data Completeness reports which are provided on a month-by-month basis.

Entry/Exit Report

The Entry/Exit report has four different sections which provide different breakdowns for the Timeliness data.

  1. Program Type - Breaks the data up by program type like Emergency Shelter, Transitional Housing, Services Only, etc. Shows how many clients served by each program type, what the average time lapse for these clients was, and what the program type's grade is.
  2. By Program - Shows the number of program Entries, Average Time Lapse, and Provider grade for each program.
  3. By User - Shows the number of program Entries, Average Time Lapse, and User grade for each ServicePoint user.
  4. By Client - Shows the Program Entry Date, the Date User Created Entry, Time Lapse, User Creating, and Entry grade. These pages are separated by program.

 

Services Report

Like the Entry/Exit Report, the Services Report has the same four sections. The primary difference is that timeliness is measured from the Service Start date and not the Entry date. Differences noted below.

  1. Program Type
  2. By Program
  3. By User
  4. By Client - Includes the Service Code.

 Measuring Timeliness

The By Client information section demonstrates the Timeliness report's measurements. What is being measured is the difference between the Program Entry Date (EE Report) or Svc Provided Date (Svs Report) and the Date User Created Entry (EE) or SVC Data Entry Date (Svs)

  • The Program Entry Date, or the Svc Provide Date, is the visible date in TBIN that represents when the person entered a program or the date a service started.
  • The Date User Created Entry, or the Svc Data Entry Date, is the internal system date that this Entry or Service was created. This is based on a real-time internal clock and can not be changed with Back Date mode or other methods of reflecting a previous Entry or Service.

Corrective Action and Tips for Timely Data

Because the Timeliness Reports measure from real time it is not possible to correct the data like it is for the Data Completeness Reports. Instead the scores should be used to identify areas of concern that can be improved moving forward.

  1. Try to avoid a workflow that can cause long delays in employees or volunteers being able to enter clients into TBIN
  2. Create the Services or Entries right the first time. If an Entry or Service has to be deleted and re-created this will negatively impact your Timeliness score, so be attentive and creating the data right the first time will reduce headaches. 
    • Just making corrections to existing data or questions has no impact on timeliness.
  3. Try to avoid having to use Back Date mode. Although it is important to accurate record when a Service was provided or an Entry occurred, relying on Back Date mode too much for accuracy will impact timeliness.
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