System-wide Data Timeliness Q4 2015-16

Overall Data Timeliness System-Wide
 
 
 
Data Timeliness Trends
 
The chart above provides an overview of the timeliness of TBIN data for the 4th Quarter of the 2015-16 fiscal year. Overall our Timeliness scores are in the A grade (1-1.99 Days) range for both of the measures shown in the chart. 
  • The Year to Date (red) line shows the cumulative timeliness scores for all Entry/Exits and Services created by all agencies from October 2015 until the month in question. A very gradual improvement is shown as the system-wide average drops from a 1.8 day average in July to a 1.7 day average in September. All three months are at the high end of the A grade range (1-1.99 days).
  • The Monthly (blue) line looks only at Entries or Services active in that month. Due to inconsistencies with the timeliness of data there is no measurable trend demonstrated in this 3 month range.
 
The two measurements depicted demonstrate two key issues about the overall timeliness of the data in TBIN.
  1. Since the cumulative average keeps improving more of the Services or Entry/Exits being added to TBIN are better than the system average than not. 
  2. Due to the fluctuation of the timeliness average month-to-month it indicates that there are still problems with consistency when it comes to the timeliness of data entry in TBIN.
Observed Problem Areas
 
Unlike the completeness scores, timeliness scores do not provide the same sort of opportunities to correct results and grades. Instead, timeliness scores may indicate underlying or recurring issues that prevent data from being entered in a timely manner or problems with data entry itself. Listed below are a few considerations for agencies who are dealing with timeliness issues:
  • Re-examine your workflow from assessing clients for eligibility to intake to data entry. If intake starts on paper forms and then that same information is copied into TBIN, not only is the work done twice, but it will impact timeliness as well due to the delay between initial intake and data entry. If possible try to do the intake directly using TBIN or work to streamline the process between intake and data entry.
  • Take your time with data entry when creating an Entry or Service for the client. One of the most common problems that negatively impacts timeliness is when an Entry or Service is deleted and recreated to fix a data entry error. Depending on when this correction occurs the penalty to your timeliness reports could be days or months and these outlying events greatly skew the timeliness scores and have a lasting impact on a program's ability to improve their aggregate score.
  • It is better to edit the existing information rather than to delete it and start again as the Timeliness reports do not look at the edits, unless you have to change an Entry or Serviced Provided date. 

The timeliness of data is critical to the success of TBIN in providing accurate, up-to-date information to case managers across all agencies, the effectiveness of our Coordinated Entry Systems, and to prevent the duplication of services to clients. 

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