hud homeless programs in hmis · things to consider: 1. no single project in an hmis may have more...
TRANSCRIPT
HUD Homeless Programs in
HMISHMIS System Administrators
Training on Project Set-Up.
All content has been approved by:
U.S. Department of Housing and Urban Development
Office of Special Needs Assistance Programs
Purpose
The training is one of a 4 part series designed to provide HMIS System Administrators and HMIS Lead Agency Staff an understanding of project set-up for different HMIS Federal Partner Programs including:
• The funding program and component as they relate to HMIS Project Types
• What Program Specific Data Elements collection requirements for different program components.
• Special data collection issues and FAQ’s
• Reporting overview and timeframe
Programs covered in this lesson:
U.S. Housing and Urban Development
Special Needs Assistance Programs
• Continuum of Care Program (CoC)
• Emergency Solutions Grant Program (ESG)
With an HMIS status update on:
• Housing for Persons with AIDS (HOPWA)
• Rural Housing Stability Program (RHSP)
Resources
• HMIS Program Specific Manuals are available on the HUD Exchange for each of the HMIS Federal Partner Programs:• HUD CoC Program
• HUD ESG Program
• HUD HOPWA Program
• HHS RHY Program
• HHS PATH Program
• VA Programs
• Information about HMIS is located HMIS Section on the HUD Exchange
• Program information can be found on the HUD Exchange about the CoC , ESG , HOPWA and RHSP programs.
Submitting Questions
• Due to the high volume of participants, all participants will
be muted through the presentation.
• Questions can be posted at any time during the webinar
via the “Questions” pane of the Go-to-Meeting.
• All questions that we do not have time to respond to
should be submitted via the Ask A Question on the HUD
Exchange – selecting HMIS in Step 2
Set-up process
Organization ID
Project ID CoC Code
Project Typing
Method of Tracking ES
Federal Partner Funding Source
Bed & Unit Inventory
Organizational & Project ID’s
•2.1 Organizational Identifier
• Legal Name of the Organization & system generated ID
•2.2 The Project Name
• Name of the Project & system generated ID
•2.3 The CoC Code
• Use the CoC codes based on the location in which the project operates in.
Project Set-up
Things to consider:
1. No single project in an HMIS may have more than one project type!
2. Project reporting requirements – will you need to separate clients for reporting purposes?
3. Data collected on a client, other than basic client info (e.g. Name, SSN, DOB, etc. ) must be attributed to a specific project and a specific collection point (entry, exit, update, annual assessment) for reporting.
4. If you have the ability to “customize” the fields in your HMIS you MUST be sure that all the elements required by a funder are present in that project set-up and that any custom fields are “mapped” if necessary to the appropriate response categories. You must work with your vendor to ensure this is done correctly.
STARTING WITH THE COC PROGRAM
2.4 HMIS Project Type –
for the CoC ProgramIdentify the Program Component
Set the HMIS Project Type in your System
Permanent Housing (PH)
PH: Permanent Supportive Housing
PH: Rapid Re-Housing
Supportive Services Only (SSO) (Detailed later)
Transitional Housing (TH) Transitional Housing
Homelessness Prevention (HP) Homelessness Prevention
Safe Haven (SH) Safe Haven
2.4 HMIS Project Type –
for the CoC Legacy ProgramsIdentify the Program Component
Set the HMIS Project Type in your System
SHP– Permanent Housing PH: Permanent Supportive Housing
SHP – Supportive Services Only See SSO Chart Below
SHP – Transitional Housing Transitional HousingShelter Plus Care PH: Permanent Supportive
Housing
Single Room Occupancy for the Homeless
If services are provided –type as PH: Housing With ServicesIf services are not provided –type as PH: Housing Only
The project is an SSO if…
• It provides services to homeless individuals and families
not residing in housing operated by the recipient.
• Funds may be used to conduct outreach to sheltered and
unsheltered homeless persons and families, link clients
with housing or other necessary services, and provide
ongoing support.
Correctly setting the HMIS Project Type –
for CoC – SSO Projects
2.4 Project type to use Services Only
2.4 A – Affiliated with a residential project Yes
2.4 B – ID of Affiliated Project
List the HMIS Project ID of the residential project
HUD allowed projects that had formerly been typed as SSO to change to TH or PSH
if they served an entire housing project in a community. This change will be reflected
on the Grants Inventory Worksheet (GIW).
Make sure that SSO projects changed their project types in the HMIS if their
component type changed. The project type in HMIS should match the GIW.
If they did not change their component type and are still Service Only and affiliated
with a housing project then:
Examples of SSO affiliated with housing
& either does not offer
to provide services for
all of the residential
project clients
or only serves clients
for a portion of their
project stay (e.g.
provides classes)
or information sharing is
not allowed between
residential project and
service provider
ONE Housing
Project
Multiple residential
projects of the same
Project Type
& either does not serve
all of the all residential
project clients
or information sharing is
not allowed between
residential projects and
service provider.
Multiple residential
projects of a different
Project Type
RRH PSH
Affiliated with
Emergency
Shelter(s)
2.4 HMIS Project Type –
for the CoC – Specialized SSO Projects• For a SSO whose primary work is street outreach use
the HMIS Project Type – Street Outreach
• For a SSO that is a standalone supportive service use the HMIS Project Type – Other. A standalone supportive service is one that is typically provided in a facility or office designated for the sole purpose of providing that service by providers that are trained and/or licensed in the field. Common example include: child care centers or employment training centers. These SSO’s will generally be the APR SSO’s without Housing Outcomes. By using the project type other you are ensuring that this project will not be considered in system wide performance measurements or causing duplicate HIC/PIT counts.
2.6 Federal Partner Funding Sources
Select:
• HUD: CoC – Permanent Supportive Housing [Use also for
legacy SHP-PSH and S+C]
• HUD: CoC – Rapid Re-Housing
• HUD: CoC – Supportive Services Only
• HUD: CoC – Transitional Housing [Use also for legacy
SHP-TH]
• HUD: CoC – Safe Haven
• HUD: CoC – Single Room Occupancy
• HUD: CoC – Homelessness Prevention (High Performing
Communities Only)
2.7 Bed & Unit Inventory
Projects which are typed:
• PH: Permanent Supportive Housing
• PH: Rapid Re-housing
• Safe Haven
• Transitional Housing
Must complete the bed and unit inventory information.
This information should match the information provided by
the CoC for the Housing Inventory Count (HIC).
The HIC is not required to be generated by the HMIS.
SETTING UP ESG FUNDED PROJECTS
Correctly setting the 2.4 HMIS Project
Type – for the ESG Program
ESG Program Component HMIS Project Type
Street Outreach Street Outreach
Emergency Shelter Emergency Shelter
Day Shelter
Transitional Housing
Homelessness Prevention Homelessness Prevention
Rapid Re-Housing Rapid Re-Housing
Project Type: Services Only
There is only one situation for which the “Services Only”
project type should be used for ESG: legal services
provided by a legal services provider that is using a
comparable database.
Projects funded under ESG to provide legal services
through a legal services provider may allow that provider to
maintain its data in a separate comparable database. In
such cases, the legal services provider must establish a
method of identifying which clients were provided services
through ESG and generate their CAPER report on those
specific clients.
2.5 Method of Tracking ESThe Entry/Exit (E/E) method
• for all shelters requiring an entry, a continuous stay, and an exit.
The length of stay will be calculated based on the number of nights between project entry and project exit and performance will include changes between project entry and project exit data collection stages.
Full ES data collection required.
The Night-by-Night (NBN) method
• for shelters that allow clients to enter and exit on an irregular basis,
• do not require a continuous stay and must rely on a method of tracking “bed nights.”
all data required to be collected at project entry is collected;
the project records every discrete date or series of dates that the client utilizes a bed;
the system maintains historical data on the nights sheltered;
the duration of each stay can be accurately determined and aggregated to calculate each client’s total length of stay in the project; and
the client may be exited or the system may be designed to automatically generate an exit after an extended absence. Length of stay is calculated on bed nights used in this method.
2.6 Federal Partner Funding Sources
Select:
• HUD:ESG – Emergency Shelter
• HUD:ESG – Homelessness Prevention
• HUD:ESG – Rapid Re-housing
• HUD:ESG – Street Outreach
DATA COLLECTION
All project types collect all
Universal Data Elements
• Name
• Social Security Number
• Date of Birth
• Race
• Ethnicity
• Gender
• Veteran Status
• Disabling Condition
• Residence Prior to Program Entry
• Project Entry Date
• Project Exit Date
• Destination
• Relationship to Head of Household
• Client Location
• Length of Time on the Streets
Note on Households:
Universal Data Elements
• To be able to identify each client as a unique individual in a household the HMIS will automatically generate a Personal ID on each client and then group that client with the other persons in the project with them by a Household ID.
• It is important that whatever search methodology your system uses to help users connect the client with an existing record in the system for the same client is emphasized in all trainings for new users.
• Users must enter what the relationship is of the person you are entering data on to the rest of the household.
Program Specific
In the 2014 Data Dictionary and Data Manual there are
instructions about which programs and components collect
which program specific data elements.
The CoC Program Specific Manual and ESG Program
Specific Manual also contain lists of elements required for
collection.
If your system has the ability to turn on and off element
fields it is critical that you make sure the settings for the
collection of program specific data elements are correct
based on the project type and funding source.
SPECIAL NOTES
on
DATA COLLECTION
Contacts & Engagement Date
• CONTACTS: A contact is defined as an interaction between a
worker and a client. Contacts may range from simple a verbal
conversation between the street outreach worker and the client
about the client’s well-being or needs or may be a referral to
service.
• ENGAGEMENT: Date of engagement is defined as the date on
which an interactive client relationship results in a deliberate client
assessment or beginning of a case plan. The date of engagement
should be entered into HMIS at the point that the client has become
engaged. It may be on or after the project entry date and prior to
project exit. If the client exits without becoming engaged the
engagement date should be left blank.
Housing Status
Housing Status is required ONLY if the CoC has applied for
and been approved by HUD to serve persons in Category 3
– Homeless Under Other Federal Statutes
When/if this happens - then all HUD:CoC funded projects
must collect Housing Status and it will be used to calculate
System Wide Performance Measures.
Data collection stages
• Record Creation – when an element has one and only
one value (e.g. name)
• Project Entry –
• residential projects (except RRH) = date of move in
• street outreach = date of first contact
• Service projects = date of first service/intake/assessment
• Update – when an element changes (e.g. income) with
the information date identifying the date the data is
collected or was relevant.
Data collection stages
• Annual Assessment – For all clients in project for one
year, each year thereafter.
• The annual assessment is to be recorded no more than 30 days
before or after the anniversary of the client’s Project Entry Date,
regardless of the date of the most recent ‘update’. Information
must be accurate as of the Information Date.
• Information must be recorded as an Annual Assessment or will
not be reported in future APR’s or Performance Measures.
• Project exit – date of exit
Street Outreach Projects (CoC & ESG)
must collectIncome & Sources Contacts
Non-Cash Benefits Engagement
Health Insurance
Physical Disability
Chronic Health Condition
HIV/AIDS
Mental Health Problem
Substance Abuse
Domestic Violence
Data quality does not begin being considered for street outreach until the client is engaged.
Emergency Shelters must collect
ES-Entry/Exit
Income & Sources
Non-Cash Benefits
Health Insurance
Physical Disability
Chronic Health Condition
HIV/AIDS
Mental Health Problem
Substance Abuse
Domestic Violence
ES-Night by Night
Physical Disability
Chronic Health Condition
HIV/AIDS
Mental Health Problem
Substance Abuse
Domestic Violence
Contacts
Engagement
Homelessness Prevention must collect
Income & Sources
Non-Cash Benefits
Health Insurance
Physical Disability
Chronic Health Condition
HIV/AIDS
Mental Health Problem
Substance Abuse
Domestic Violence
Housing Assessment at Exit
Housing Assessment Disposition (Optional)
Rapid Re-Housing (both CoC & ESG)
must collectIncome & Sources
Non-Cash Benefits
Health Insurance
Physical Disability
Chronic Health Condition
HIV/AIDS
Mental Health Problem
Substance Abuse
Domestic Violence
Residential Move-In Date
Transitional & Permanent Housing
must collectIncome & Sources
Non-Cash Benefits
Health Insurance
Physical Disability
Chronic Health Condition
HIV/AIDS
Mental Health Problem
Substance Abuse
Domestic Violence
HMIS Status Update
• Housing for Persons with AIDS
• Rural Housing Stability Program
Brief word on reporting
• Both ESG and CoC are required to have their reports
generated from HMIS.
• ESG CAPER will be expanded at the end of this fiscal
year with some table shells that will be structured like the
APR.
• More information will be forthcoming from the ESG Team
at HUD about the reporting requirements for ESG
• The CoC APR is also being updated and is expected to
be in use at the end of the year also.
• Programming specifications for the reports will be
provided to HMIS vendors.
Questions?
HUD will assist with specific HMIS questions through the AAQ Portal (be
sure you identify it is an HMIS question)