new hmis v 5.5 1 homeless management information system basic training
TRANSCRIPT
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NewHMIS v 5.5
Homeless Management Information SystemBasic Training
No laptops open
Cell phones on vibrate and
Your full attention, Please
Department of CommerceHomeless Programs Home Page
Dep
art
men
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Com
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HM
IS H
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Part one
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Data Organization
What’s HH and HoH?Definitions
• Household (HH): two or more people living together whom may
or may not be related. They could be family, romantically involved,
friends, or a combination of. A lone individual is counted as a HH.
• Head of Household (HoH): person in the household that wants to
be regarded as the head, “take me to your leader.” Single person in
a HH automatically is the HoH. If a person leaves a HH, they be come
their own HoH.
For households with kids, use an adult. Use a person that is most likely
to stay with the HH.
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What is Data Sharing?
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• When a group of organizations within the same county share data in HMIS.
• Requires those agencies to have a signed data sharing agreement.
• Organization's don’t share across county lines.
• Does your organization share data? • You’ll need to know for later.
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Workflow Chart
Program/Project Type Codes
Definitions- Project Type Definitions- Housing Status Definitions
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Service Examples:• Shelter Bed Night Service• Voucher Bed Night Service
Housing status: • Category 1 – homeless
(literally)• Category 3 – homeless only
under other fed statues• Category 4 – fleeing domestic
violence
Programs/Projects & Services
• Emergency Shelter: A project that offers temporary shelter for persons experiencing homelessness in general or for specific populations of the homeless and which does not require occupants to sign a lease or occupancy agreement.
• Temporary shelter is considered up to 90 days.
• We may email you if your Emergency Shelter clients stay longer than this to check if your program funder allows stays of a different durations or to determine if you may need a Transitional Housing program.
Programs/Projects & Services
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Service Examples:• Case management (optional)
Commerce tracks program entry & exit.
Housing status: • Could have any housing status
at program entry• Counted as sheltered homeless
while in Transitional Housing
• Transitional Housing: Housing, where all program participants have signed a lease or occupancy agreement, for the purpose of facilitating the movement of homeless individuals or families into permanent housing within 24 months.
• Up to 24 months of financial assistance. The individual or household must leave the housing unit when the assistance ends.
• Clients in this program type are still considered homeless.
Programs/Projects & Services
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Housing status: • Could be any housing status at
entry
Service Examples:• Case management (optional)• Facilitated Support Groups
Commerce tracks program entry & exit.
• Permanent Supportive Housing: A project that offers permanent housing and supportive services to assist homeless persons with a disability to live independently.
• These clients are not considered “homeless.”
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Service Examples:• Child Care• Employment Assistance• Bus Money• Case Management • Referral to other services
Housing status: • Any housing statuses
Programs/Projects & Services
• Services Only: A project that offers services to address the special needs of participations such as child care, employment assistance and transportation services.
• No housing services are provided.
Programs/Projects & Services
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Service Examples:
• Rental Assistance
• Rental Application Fee
• Moving Cost Assistance
• Security Deposit
• Utility Payments
Housing status: • Category 1 – homeless
(literally)• Category 4 – fleeing domestic
violence
• Rapid Rehousing: Provides housing relocation and stabilization services and short/medium term financial assistance as necessary to help a homeless individual or family move as quickly as possible into permanent housing.
• The individual or family can stay in the housing unit after assistance ends.
• This program is for the literally homeless.
Programs/Projects & Services
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program/project type definitions
Service Examples:• Rental Assistance• Utility Payments
Housing status: • Category 2 – imminent risk of
loosing housing • Category 3- homeless only under
other fed statues• At Risk of Homelessness
• Homelessness Prevention: A project that offers services necessary to prevent a person from becoming homeless; keeps them from moving into an emergency shelter or place not meant for human habitation.
• Preventing homelessness by keeping and individual or family housed in their current residence by providing short term financial assistance.
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• “Category 1 – Homeless” An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning: (i) An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; OR (ii) An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low income individuals); OR (iii) An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.
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• “Category 2 – At imminent risk of losing housing” Housing Loss in 14 Days: An individual or family who will imminently lose their primary nighttime residence1 provided that: (i) The primary nighttime residence will be lost within 14 days of the date of application for homeless assistance; AND (ii) No subsequent residence has been identified; AND (iii) The individual or family lacks the resources or support networks, e.g., family, friends, faith-based or other social networks needed to obtain other permanent housing.
• “Category 3 – Homeless only under other federal statutes” Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who: (i) Are defined as homeless under section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C. 9832), section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e–2), section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)), or section 725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a); AND (ii) Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance; AND (iii) Have experienced persistent instability as measured by two moves or more during the 60-day period immediately preceding the date of applying for homeless assistance; AND (iv) Can be expected to continue in such status for an extended period of time because of chronic disabilities, chronic physical health or mental health conditions, substance addiction, histories of domestic violence or childhood abuse (including neglect), the presence of a child or youth with a disability, or two or more barriers to employment, which include the lack of a high school degree of General Education Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment.
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• “Category 4 – Fleeing domestic violence” Category 4 should only be used when the household does NOT meet any other category but is homeless solely because they are fleeing domestic violence. Category 4 includes any individual or family who: (i) Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual’s or family’s primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence; AND (ii) Has no other residence; AND (iii) Lacks the resources or support networks, e.g., family, friends, faith based or other social networks, to obtain other permanent housing.
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• “At-Risk of Homelessness” At project entry, this category is only a valid response for clients being served by Homelessness Prevention or Coordinated Assessment projects. This category includes: (1) An individual or family who: (i) Has an annual income below 30 percent of median family income for the area, as determined by HUD; AND (ii) Does not have sufficient resources or support networks, e.g., family, friends, faith-based or other social networks, immediately available to prevent them from moving to an emergency shelter or another place described in Homeless Category 1 above; AND (iii) Meets one of the following conditions: (A) Has moved because of economic reasons two or more times during the 60 days immediately preceding the application for homelessness prevention assistance; (B) Is living in the home of another because of economic hardship; (C) Has been notified in writing that their right to occupy their current housing or living situation will be terminated within 21 days after the date of application for assistance; (D) Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by charitable organizations or by Federal, State, or local government programs for low-income individuals; (E) Lives in a single-room occupancy or efficiency apartment unit in which there reside more than two persons or lives in a larger housing unit in which there reside more than 1.5 persons reside per room, as defined by the U.S. Census Bureau; (F) Is exiting a publicly funded institution, or system of care (such as a health-care facility, a mental health facility, foster care or other youth facility, or correction program or institution); or (G) Otherwise lives in housing that has characteristics associated with instability and an increased risk of homelessness, as identified in the recipient’s approved consolidated plan (for ESG projects) or the jurisdiction’s approved consolidated plan (for non-ESG projects); OR (2) A child or youth who does not qualify as ‘‘homeless’’ under the categories described above, but qualifies as ‘‘homeless’’ under section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C. 5732a(3)), section 637(11) of the Head Start Act (42 U.S.C. 9832(11)), section 41403(6) of the Violence Against Women Act of 1994 (42 U.S.C. 14043e–2(6)), section 330(h)(5)(A) of the Public Health Service Act (42 U.S.C. 254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act of 2008 (7 U.S.C. 2012(m)), or section 17(b)(15) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)(15)); OR
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At-Risk, continued…..
(3) A child or youth who does not qualify as ‘‘homeless’’ under the categories described above, but qualifies as ‘‘homeless’’ under section 725(2) of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a(2)), and the parent(s) or guardian(s) of that child or youth if living them.
• “Stably Housed” An individual or family who is not otherwise experiencing homelessness or at risk of homelessness according to the categories above.
Changes from Previous Data Standards: Housing Status has been moved from a Universal Data Element to a Program-Specific Data Element. Housing Status has been updated to reflect HUD’s new definitions for “homeless” and “at risk of homelessness” and to facilitate reporting. The requirement to collect Housing Status at project exit has been removed.
Where can you find the HUD Data Standards Manual?
https://www.hudexchange.info/resource/3826/hmis-data-standards-manual/
Time for a 15 minute break
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Three Rules of Thumb
1) Enter all household members into Central Intake V5 and assure that all data are correct for EACH member before entering and exiting a household in Programs
2) Answer Program Entry and Program Exit questions for EACH household member
3) Check your data every month by running the 2 Management Reports: Universal Data Elements Details and Program Specific Data Elements Entry (or Exit) Results
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Screen LockPart of the contract that you sign
when you get your user account states:
This feature allows you to “Lock” the screen, leave and return to your page later.
Type in your password to unlock/reactivate the screen
Begin by going to the Central Intake Search page – enter your client’s name and select ‘Search’
In the Navigation Tree - Select the ‘Client Intake V5’ tab
Begin a new HoH entry by selecting ‘New Household’
Everywhere in HMIS you see a “New” –or- “Add” buttonYou will be expected to select it before your data can be saved.
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For a ‘Consent Refused’ household - if one adult in the household refuses consent; the entire household will be entered as ‘Consent Refused’
No Address inform
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HoH data entry
In the Upper Grid –
Fill in all data possible. Purple boxes denote HUD required elements that MUST be collected.
‘Identifier’ does NOT have to be filled in for a Consenting client -
Identifier is ONLY for a ‘Consent Refused’ record.
Click ‘Save’ at the top of the grid
In the Lower Grid -
On the ‘Contact’ tab fill in all relevant address, telephone and email data. A ‘Notes’ section has been provided for any necessary comments.
Click on ‘Save’ in the lower right corner.
Contact Tab – Replaces the HoH Intake page
The ‘Demographics’ tab replaces the Household Statistics page.
Enter all data possible.
The new categories for Housing Status at Entry are:
When all boxes are complete click on ‘Save’ in the lower right corner.
Income & Non-cash Benefits
Begin by selecting ‘Add’Select the appropriate Income Source (there are 19 sources) from the dropdown box.
** All program Type Codes EXCEPT Emergency Shelter must have this information filled in.
Select all Non-Cash Benefits that apply to this client in the lower part of the grid.
Click on ‘Save’
Enter all data for client in the top grid - ‘Save’
With the ‘Demographics’ tab selected –
Fill in all data for this household member and click on ‘Save’.Please note that there are changes to the answers in the dropdown box for ‘Relation’
Data Standards changes indicate Income
and Non-Cash Benefits are no longer
‘required’ for underage dependents.
If your agency or funder has a
requirement for this information you must
still enter it.
Click on HMIS icon:
User Name: CTATrainee ___ (just the number – not # - assigned on back of Laptop)
Password: Training$4
If your laptop has taken a nap:
User Name: COMPresentationPassword: Washington1$
The ‘Document’ Tab replaces the Document choice on the Navigation Tree.
Select ‘Upload Document’Find the document on your computerSelect the DOC TypeEnter the date document was obtainedClick on ‘Save’
Notes can be added by selecting ‘New’, selecting the ‘Consent’ and choosing a note ‘Type’. Choosing ‘Alert’ will put a red flashing Alert at the top of the page. Fill in notes in the ‘Comments’ box in the bottom grid and ‘Save’.
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Program Entry Icons
Preview Entry Report
Shrink list to current household
View Programs Client is Enrolled in
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Pre
view
Ent
ry R
epor
t
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Shrink List to Current Household
View Programs Client is Enrolled in
Program Entry - from the ‘Client Intake V5’ page Select the Program Entry section from the Navigation Tree –or- ‘Ready for Entry’
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Start by selecting ‘Enter Program’
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In this pop-up – if you answer 4 or more to the question ‘How many times have you been homeless in the last three years ’You will have to answer the next (follow up) question ‘Total number of months homeless in the last three years’. If you answer 0-3 – you DO NOT answer the follow up question – it will be grayed out as it is in this example.Status Documented – refers to IF the client has actual documentation from a third party –or- a shelter stay that can document their homelessness.
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1) Click on the HMIS tab and edit any information in the pop up box.2) Click on ‘Save’
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To EDIT information in Program Entry
Snapshot Management
The snapshot page now mirrors the Client Intake V5 page. You can edit the Demographic and Income tabs.When edits are done select ‘Save’ at the bottom of the grid.You can now update changes from the snapshot management to the Client Intake V5 page by selecting ‘Update CI’ at the top of the page.
Services Provided – 1) Click New 2) Click Activity drop down box and select a service 3) Input dates of service – for past due input the same date for both fields 4) Input amount paid 5) Input any notation for “paid to” or “explanation of payment” 6) Save ** All HH members must have at least one service (can be an enrollment)
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After selecting the household members pop-up; you will get this REMINDER message. If you have already gone to Client Intake V5 and updated appropriately – choose OK. If you have NOT updated CI – choose ‘Cancel’ and go to CI to update. You can then come back to the Program Exit page to resume your exit process.
7) Click on ‘Exit Client Out of Program’
8) Select all household members
10) Program Exit screen will “Gray Out” and no new information for that program enrollment can be entered
No question is too small, too silly and, certainly, never insignificant – if you don’t know – you don’t know!
The Commerce HMIS Team is here to assist
you!
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Contact Information
Tier 1 Technical Assistance/Training
Jennifer Garrett (360) 725-5002 [email protected]
Julie Montgomery (360) 725-2963 [email protected]
Maylee Stevenson (360) 725-2984 [email protected]
Tier 2 Technical Assistance/Reporting
Talia Scott (360) 725-2989 [email protected]
Data Systems Manager
Mary Schwartz (360) 725-2982 [email protected]