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Give me an H-U-D!

Give me an H-U-D!. 2014 Data Dictionary and other HUD and Federal Partner Updates. HUD/Federal Partner Updates. HUD and Federal Partner MOU is still pending HMIS Rule in Final Form by end of 2014 Notices in Draft Pending for end of 2014 or early 2015: Software and Data Quality

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Give me an H-U-D!

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  1. Give me an H-U-D! 2014 Data Dictionary and other HUD and Federal Partner Updates

  2. HUD/Federal Partner Updates • HUD and Federal Partner MOU is still pending • HMIS Rule in Final Form by end of 2014 • Notices in Draft Pending for end of 2014 or early 2015: • Software and Data Quality • Security and Privacy • Governance

  3. HUD/Federal Partner Updates Program Manuals for the following: • ESG • PATH • CoC • VA (SSVF) • HOPWA Released to date: • Project Descriptor Data Elements

  4. General Information • “Data Not Collected” = same as “-select-” and will count as “Missing” • “Other” field includes new text box to specify in several different locations • HPRP Retired

  5. Report Updates • CoC APR – updated with minor changes • ESG CAPER – specs for minor changes pending • AHAR – no changes • HOPWA – specs pending • RHSP – program not funded at this time

  6. Service Point Reporting Canned Reports • Updated with minor changes ART Gallery • Majority of reports need upgrade; first Industry then other high usage and so on Custom Reports • Template for picklist changes provided to swap out values

  7. Recent HUD Publications • System Performance Measures • Prioritizing Persons Experiencing Chronic Homelessness in PSH • HMIS Project Descriptor Data Elements

  8. Data Collection Stages • Record Creation • Project Entry • Update (via Interim Review) • Annual Assessment (via Interim Review) • + or – 30 days of Anniversary Date • Must use Annual Assessment PL • Project Exit

  9. Project Descriptors These are the data elements that tell you about the projects in the implementation • HMIS Lead responsible for accuracy • Should be updated no less than once annually

  10. 2.1 and 2.2 Organization and Project Identifiers • System assigns Organization Id and Project Id • Organization is the higher level Provider • Projects are associated with an organization

  11. 2.3 Continuum of Care Code The HUD CoC Code(s) must be identified per project • More than one code is allowable • Format should be XX-### • CH-123 • Start Date/End Date in SP allow for pulling codes into reports (retains history)

  12. 2.4 Project Type Only one Project Type is allowed • Continuum Y/N = Select Y if provides services/housing • SSVF must be set as RRH and HP separately • Services Only – with or without residential affiliation • Street Outreach = Street Homeless vs Services Only

  13. 2.5 Method for Tracking ES Utilization Must identify as Night By Night (nbn) or Entry Exit • Entry/Exit = requires continuous stay with formal intake and exit • Nbn = tracks nights of shelter, still requires Entry/Exit • Difference = Performance Measures

  14. 2.6 Federal Partner Funding Source List each applicable funding source • These are identified by name of source and project type = ie HUD CoC TH • Include Grant Identifier and Grant Start Date and Grant End Date

  15. 2.7 Bed and Unit Inventory Required for all residential projects • Do not have to track day to day fluctuations • New = number of dedicated CH, Vet and Youth (by age) beds • Will update 0629 HIC to new standards later this winter

  16. 2.8 Site Information (Optional) IF generating HIC from HMIS then fill in this field • Principal Site = location of largest inventory beds/units • Geocode comes from the HUD distributed list • Address for the site

  17. 2.9 Target Population (Optional) IF generating HIC from HMIS then fill in this field • Target Population is set if 75% of the clients served fit the target group description • Picklists = DV, HIV and NA

  18. Universal Data Elements All HMIS participating agencies are required to complete • This is any project using software as HMIS • Funding is not a factor • These elements are the foundation for AHAR

  19. Universal Data Elements: Changes New Elements • Destination • Relationship to HoH • Client Location Code • Length of Time on Street, ES or SH Removed Elements • Zip code of last perm address • Housing Status

  20. 3.1 Name Record Creation/All Clients • Adds Name Data Quality field • Full Name • Partial, Street Name or Code Name • Client Doesn’t Know • Client Refused • Data Not Collected

  21. 3.2 Social Security Number Record Creation/All Clients • Adds DQ picklist for Approximate or Partial SSN reported • Enter DQ picklist of Client Doesn’t Know if the client does not have an SSN

  22. 3.3 Date of Birth Record Creation/All Clients • If the client cannot provide the full date of birth but does give a year then approximate with 1/1/xx using the year of birth that corresponds with the age • Select Client doesn’t know if the client can’t approximate within one year

  23. 3.4 Race Record Creation/All Clients • Making changes to demographic table to improve workflow • Currently defaults to Primary/Secondary; Races 3-5 available • Can set up additional races on “Race” assessment

  24. 3.5 Ethnicity Record Creation/All Clients • Making changes to demographic table to improve workflow • Self identified • Hispanic/Latino = Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture of origin regardless of race.

  25. 3.6 Gender Record Creation/All Clients • Making changes to demographic table to improve workflow • Self reported • If “Other” is selected, a new text box is provided to specify

  26. 3.7 Veteran Status Record Creation/Age 18+ • Record as Yes for any client who has been Active Duty in the Armed Forces • Update required when client turns 18 • Now a static field on the Client Table • This allows the Veteran Status to “carry forward” from Project Entry to Project Entry

  27. 3.8 Disabling Condition Project Entry/All Adults • Record as Yes if client meets description in Data Manual • Now answered independent of Disability Type, but if a Type is identified (and the client is Adult) then Yes should be selected

  28. 3.9 Residence Prior to Project Entry Project Entry/Adults and HoH • Update required when client turns 18 • Residence Prior = contains new PL values • Length of Stay in Previous Place = One week or less divided into “One day or less” and “Two days to one week”

  29. 3.10 - 3.11 Project Entry and Project Exit Date Project Entry • Residential Start date = first date of occupancy • PH-RRH = date became project participant (could be just services at first) • Street Outreach = date of 1st contact Project Exit • Exit date = last service, last day of occupancy

  30. 3.12 Destination Project Exit/Adults and HoH • Now a UDE • New PL values including “No Exit Interview Completed” • If non-housing = use same location as where client was living during project participation

  31. 3.13 and 3.14 Personal ID and Household ID Generated by the system • Used to assist with de-duplication clients and households • In ServicePoint, do not have to create a Household for Singles • No changes to these elements

  32. 3.15 Relationship to Head of Household Project Entry/All Clients • Household = group of people who apply together for assistance • HoH = Primary client, Eligible Individual – not necessarily Leader of Household • Only one client can be labeled “Self” • If HoH exits project, new HoH must be identified and other relationships updated

  33. 3.16 Client Location Project Entry & Update/HoH • Location of client for services/residential stay • Uses values from PL for CoC Code [2.3] • Data used to report on clients served outside the CoC/HMIS

  34. 3.17 Length of Time on Streets, ES or SH Project Entry/Adults and HoH • Chronic Homelessness will be measured using this Q, Disability Status and history of homelessness • 1 day of homelessness in a month = 1 month of homelessness • Status Documented = record on paper in file or in HMIS of clients LOH

  35. Program Specific Elements Characteristics of Clients, Services and Outcomes • Applicability of questions varies • Must refer to 2014 Data Manual for specifics

  36. 4.1 Housing Status Project Entry/Adults and HoH • HOPWA, PATH and RHSP only • New categories that align with Homeless Definition • See 2014 Data Manual for definitions of categories

  37. 4.2 Income and Sources Project Entry, Update, Annual Assessment, Exit/Adults & HoH • Required for most program types • If user selects Yes for type, then must provide amount (estimate if needed) • Must be updated for clients that turn 18 • Now for current income sources • Income sources for minors should be recorded on adult’s profile

  38. 4.3 Non Cash Benefits Project Entry, Update, Annual Assessment, Exit/Adults & HoH • Required for most program types • Must be updated for clients that turn 18 • Now for current non-cash benefit sources • Benefits for minors should be recorded on adult’s profile

  39. 4.4 Health Insurance Project Entry, Update, Annual Assessment, Exit/All Clients • Required for most program types • Must be updated for clients that turn 18 • Now includes MEDICAID, MEDICARE, SCHIP and VA Medical Services • HOPWA required to answer “No” dependant questions (5.11.3 fix pending)

  40. 4.5 – 4.10 Disabilities Project Entry, Update, Exit/All Clients • Required for all but VA (HIV/AIDS not required by RHY) • Additional required questions about duration, documentation, services/tmt • Additional PATH Questions for Mental Health and Substance Abuse

  41. 4.11 Domestic Violence Project Entry, Update/Adults and HoH • Required for all but VA and RHY • Treat information with sensitivity but may be helpful for providing services/safety to client and other clients • Clients with “Yes” values may be entered into HMIS; not the same as VAWA funded projects (no HMIS)

  42. 4.12 Contact Project Entry, Update, Exit/Adults and HoH • Required for all Street Outreach, PATH and ESG nbn projects • Record using Outreach Subassessment with each Contact • Defined as an interaction between worker and client

  43. 4.13 Date of Engagement Update/Adults and HoH • Required for all Street Outreach, PATH and ESG nbn projects • Record only one for each Entry/Exit (May be null) • Defined as a deliberate client assessment or beginning of case plan • On or before PATH Status for PATH

  44. 4.14 Services Provided Requires: Date, Service Type, (Service Transaction) • Types triggered from Provider Grant Type • Services Crosswalk on C-Go PATH • HoH/Adults RHY/HOPWA/SSVF • All Clients

  45. 4.15 Financial Assistance Provided Requires: Date, Service Type, Amount, (Service Transaction) • Types triggered from Provider Grant Type • Financial Assistance Crosswalk on C-Go HOPWA • HoH/Adults SSVF • All Clients

  46. 4.16 Referrals Provided Requires: Date, Referral Type, (Service Transaction) • Types triggered from Provider Grant Type • Referral Crosswalk on C-Go PATH • HoH/Adults, requires Outcome Field RHY • HoH/18 or older youth

  47. 4.17 Residential Move in Date Project Entry, Update/All Clients • RRH projects only – CoC, ESG, SSVF • If the client is NOT housed at Entry then record a No and at Update change the No to a Yes and enter the Move-In Date • Will be used to assist with RRH PIT data for HIC

  48. 4.18 Housing Assessment Disposition Project Exit/HoH • Coordinated Assessment projects only – CoC, ESG • Records the client’s disposition following a housing crisis assessment

  49. 4.19 Housing Assessment at Exit Project Exit/All Clients • Homelessness Prevention projects only – CoC, ESG, HOPWA • Determines whether clients remain stably housed after Homelessness Prevention services

  50. PATH Program Projects are either Street Outreach or Services Only • Scripting for historic PATH data available with 5.11.4 • No 2013 PATH Transition Report Changes • PATH workflow available on C-Go • PATH grantees encouraged to use HMIS by end of 2016 • Full HMIS reporting by January 2017

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