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2-1-1 Orange County Homeless Management Information System (HMIS)

2-1-1 Orange County Homeless Management Information System (HMIS). HMIS Beginner’s Part I: Policies and Procedures. Housekeeping. OCHMIS.org. Goals/Objectives. At the end of this training, you will be able to: Understand the LA/OC HMIS Policies & Procedures HMIS general overview

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2-1-1 Orange County Homeless Management Information System (HMIS)

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  1. 2-1-1 Orange County Homeless Management Information System (HMIS) HMIS Beginner’s Part I: Policies and Procedures 211 Orange County

  2. Housekeeping 211 Orange County OCHMIS.org

  3. Goals/Objectives At the end of this training, you will be able to: • Understand the LA/OC HMIS Policies & Procedures • HMIS general overview • Benefits of HMIS • Discuss Changes from HEARTH Act • Identify roles and responsibilities and operations (Section 1 Roles and Responsibilities and Section 4 Operational) • Best data quality practices (Section 5 Data) • Review Some Important Definitions • Determine if you are meeting standards for (Section 3 Security) • Security plan • Privacy policy • Data quality • Implement the notices, agreements and policies (Section 2 Implementation and Section 7 Appendices) • Learn about Helpful Websites 211 Orange County OCHMIS.org

  4. HMIS Overview 211 Orange County OCHMIS.org

  5. Vision and History History – Congressional Directive for federally funded homeless service programs LA/OC Collaborative • Orange County, City of Glendale, City of Pasadena, and Los Angeles Homeless Service Authority(LAHSA) Vision • Facilitate the coordination of service delivery for homeless and at risk homeless persons. • Enable agencies to track referrals and services provided, report outcomes, and manage client data using an accessible, user-friendly and secured technology. • Enhance the ability of policy makers and advocates to gauge the extent of homelessness and plan services appropriately throughout Los Angeles and Orange Counties. Policies and Procedures, page 7 & 8 211 Orange County OCHMIS.org

  6. What is HMIS? Homeless Management Information System • An information system designated by a local Continuum of Care (CoC) to comply with the requirements of CoC Program rule 24 CFR 578. • It’s a locally administered data system used to record and analyze client, service and housing data for individuals and families who are homeless or at risk of homelessness. • Capacity to integrate and un-duplicate data across projects in a community. • For more information: https://www.hudexchange.info/hmis/ Policies and Procedures, page 7 211 Orange County OCHMIS.org

  7. HMIS v5 HMIS is a web based application that can be run in most popular browsers including Internet Explorer, Firefox, and Safari. The application runs in secure mode to allow secure logins and sessions. 211 Orange County OCHMIS.org

  8. HMIS Features • Client Outcome Tracking • Customized Reporting • Automated Referrals • Contract Management • Advanced security features • Client demographic data collection • Comprehensive client case management • Coordinated entry • Employment, education, and housing history tracking • Group case notes/services management • Information and referral capabilities • Outreach • Real-time data collection and reporting 211 Orange County OCHMIS.org

  9. HMIS Benefits 211 Orange County OCHMIS.org

  10. HMIS Benefits (continued) 211 Orange County OCHMIS.org

  11. Why is HMIS Important? • Centralizes data in one place • Demonstrates how we serve homeless populations • Gives us a better understanding of homelessness and service-use patterns • Helps us prevent and end homelessness DISCUSSION: As a case manager, is there a benefit in using HMIS? 211 Orange County OCHMIS.org

  12. HUD Values HMIS • Key HUD reports are reliant on quality HMIS data (Annual Homeless Assessment Report and Annual Performance Report) • Every CoC is required to implement an HMIS and is scored on this obligation as part of the annual CoC Competition • A strong HMIS implementation is essential to meet current and future CoC rules 211 Orange County OCHMIS.org

  13. Homeless Management Information System (HMIS) • HUD is making it clear that communities cannot plan without evidence based-data • HUD is requiring continuum HMIS systems to be the system of record • So, if it’s not in HMIS… It didn’t happen! 211 Orange County OCHMIS.org

  14. Federal Partners HMIS is now used by the federal partners and their respective programs in the effort to end Homelessness, which include: • U.S. Department of Health and Human Services (HHS) • Family and Youth Services Bureau (FYSB) • Runaway and Homeless Youth (RHY) • Substance Abuse and Mental Health Services Administration (SAMHSA) • U.S. Department of Housing and Urban Development (HUD) • Continuum of Care (CoC) Program • Emergency Solutions Grants (ESG) Program • Housing Opportunities for Persons with AIDS (HOPWA) Program • HUD-Veterans Affairs Supportive Housing (HUD/VASH) • Rural Housing Stability Assistance Program (RHSP) • U.S. Department of Veterans Affairs (VA) • Supportive Services for Veteran Families Program (SSVF) • Grant and Per Diem Program (GPD) • And many other VA funded programs 211 Orange County OCHMIS.org

  15. Federal Partners The U.S. Interagency Council on Homelessness (USICH) affirmed HMIS as the official method of measuring outcomes in its Opening Doors: Federal Strategic Plan to Prevent and End Homelessness, as amended in 2015 (https://www.usich.gov/resources/uploads/asset_library/USICH_OpeningDoors_Amendment2015_FINAL.pdf) Goals: Prevent and end homelessness among Veterans in 2015 Finish the job of ending chronic homelessness in 2017 Prevent and end homelessness for families, youth and children in 2020 Set a path to ending all types of homelessness Vision: No one should experience homelessness—no one should be without a safe, stable place to call home. 211 Orange County OCHMIS.org

  16. What is HEARTH Act? • HEARTH stands for the Homeless Emergency Assistance and Rapid Transition to Housing • It amends and reauthorizes the McKinney-Vento Homeless Assistance Act with substantial changes, including: • A consolidation of HUD's competitive grant programs; • The creation of a Rural Housing Stability Assistance Program; • A change in HUD's definition of homelessness and chronic homelessness; • A simplified match requirement; • An increase in prevention resources; and, • An increase in emphasis on performance. • It establishes the final rule on the definition of ‘chronically homeless’ and integrates the regulation for the definition of ‘homeless’ 211 Orange County OCHMIS.org

  17. How the HEARTH Act Impacts your Data Collection? • Reducing lengths of stay in homeless programs (duration) • Every day/night a client is in emergency or transitional housing, he/she is homeless. We need to reduce the time a client is homeless by placing the clients in permanent housing (PH) as soon as possible. • Reducing the number of persons that fall back into homelessness (recidivism) • If a client was placed in PH and was at-risk of losing their placement due loss of income, then we need to act to help them remain in their housing – so they don’t become homeless again. • Reducing the number of people who become homeless (Prevention) • If a person has never been homeless, then we want to prevent them from becoming homeless by offering short-term assistance. 211 Orange County OCHMIS.org

  18. Housing First • A whole-system orientation, and not a "program," that offers permanent, affordable housing as quickly as possible for individuals and families experiencing homelessness, and then provides the supportive services and connections to the community-based supports people need to keep their housing and avoid returning to homelessness. The approach begins with an immediate focus on helping individuals and families get housing. Income, sobriety and/or participation in treatment or other services are not required as a condition for getting housing. All services are voluntary and are not a condition for retaining housing. Housing provides people with a foundation from which they can pursue other goals. Tenants are assisted in developing or improving skills for independent living while they live in permanent housing instead of requiring them to complete a transitional residential program first. http://usich.gov/media_center/videos_and_webinars/hud-and-usich-core-principles-of-housing-first-and-rapid-re-housing-webinar 211 Orange County OCHMIS.org

  19. Governance Flowchart 211 Orange County OCHMIS.org

  20. HMIS Roles and Responsibilities 1. Roles and Responsibilities: 211 Orange County OCHMIS.org Policies and Procedures, 1. Roles and Responsibilities, page 10

  21. HMIS Data 211 Orange County OCHMIS.org

  22. Data Collection • Collect and verify the minimum set of data elements for all clients served • Must enter data into the system within 3 days of collecting the information. • Enter data in a consistent manner across all programs. (Policies and Procedures, 5.1 Data Quality - data will be input into the system no more than three (3) days of program entry.) • Users are responsible for the quality of their data. Policies and Procedures, page 29 211 Orange County OCHMIS.org

  23. Why do we collect data? • Data tells the story of the work you do • *Quality data is especially important in times of fiscal constraint*- funders will be looking at data • Increasing importance placed on performance. Performance is related to placing clients in permanent housing and helping persons obtain income through employment or benefits. • Evidence-based practice – what you think and what you know using data are two different things 211 Orange County OCHMIS.org

  24. Data Quality Data Quality is based on the extent that the information recorded in HMIS accurately portrays valid and true information. Good Data Quality Practice 1. Timeliness and Frequency of Data Entry 2. Data Completeness 3. Data Accuracy 4. Data Consistency Discussion: Why do you think data timeliness, completeness, and accuracy is important? Policies and Procedures, 5.1 Data Quality, page 29 211 Orange County OCHMIS.org

  25. 2014 HUD Data and Technical Standards https://www.hudexchange.info/resources/documents/HMIS-Data-Standards-Manual.pdf 211 Orange County OCHMIS.org

  26. Data StandardsUniversal Data Elements (UDE) 3.1 Name 3.2 Social Security Number 3.3 Date of Birth 3.4 Race 3.5 Ethnicity 3.6 Gender 3.7 Veteran Status 3.8 Disabling Condition 3.9 Residence Prior to Project Entry 3.10 Project Entry Date 3.11 Project Exit Date 3.12 Destination 3.13 Personal ID 3.14 Household ID 3.15 Relationship to Head of Household 3.16 Client Location 3.17 Length of Time on Street, in an ES or Safe Haven Universal Data Elements: 211 Orange County OCHMIS.org

  27. Universal Data Element 3.9 Residence Prior to Project Entry Rationale: To identify the type of residence and length of stay at that residence just prior to (i.e., the night before) project entry. Collection Point(s): At project entry. Subjects: Head of household and adults. Data Collection Instructions: Record the type of living arrangement of the head of household and each adult household member just prior to entry into the project. Members of the same household may have different residences prior to project entry. 211 Orange County OCHMIS.org

  28. Data StandardsProgram Specific Data Elements Program-Specific Data elements required by HUD: 4.12 Contact 4.13 Date of Engagement 4.14 Services Provided 4.15 Financial Assistance Provided 4.16 Referrals Provided 4.17 Residential Move-In Date 4.18 Housing Assessment Disposition 4.19 Housing Assessment at Exit 4.1 Housing Status 4.2 Income and Sources 4.3 Non-Cash Benefits 4.4 Health Insurance 4.5 Physical Disability 4.6 Developmental Disability 4.7 Chronic Health Condition 4.8 HIV/AIDS 4.9 Mental Health Problem 4.10 Substance Abuse 4.11 Domestic Violence 211 Orange County OCHMIS.org

  29. Data StandardsProgram Specific Data Elements 4.1 Housing Status Rationale: To identify the housing status and risk for homelessness for persons just prior to project entry, including whether persons are homeless, housed and at risk of homelessness, or in a stable housing situation. This data element allows projects to identify persons according to homeless and at risk criteria established by HUD. Collection Point(s): At project entry. Subjects: Head of household and adults. Federal Partner Requiring Collection: HUD, HHS [refer to Federal Partner Program Specific pages throughout this document.] Data Collection Instructions: For each client, determine the appropriate Housing Status according to the definitions below based on the client’s housing and related conditions just prior to project entry as determined in accordance with the verification and documentation procedures established under the applicable program rules. A client must be coded to a single homeless and at risk of homelessness status response category. In addition, in cases where an individual or family meets the definition of homeless under Categories 1 or 2 or meets the at risk definition AND is fleeing domestic violence, they should only be coded to Category 1, 2 or At Risk. Category 4 should only be used when the household does NOT meet any other category but is homeless because of domestic violence. 211 Orange County OCHMIS.org

  30. Data Standards Collection Points Collection Point(s) defines when data collection is required for each element. There are five different collection points: 1) Record creation – Indicates the element is required to be collected when the client record is created. Certain data elements such as personal identifiers are necessary to create a unique client record. Data elements that must be collected at the point of “client record creation” are those that will have only one value for each client in the HMIS (e.g., Name). The information is collected and entered into HMIS when the client record is first created in the system. Data must be reviewed at each project entry and can be edited at any time to correct errors or to improve data quality. 2) Project entry – Indicates the element is required to be collected at every project entry. These data elements are associated with a discreet project entry. A client might have multiple entries for the same data element, but each will be associated with a different project entry and there should only be one value for each data element for each project entry. Data elements that must be collected at the point of “project entry” are those that must be collected at every project entry and must reflect the client’s circumstances on the date of that project entry. Regardless of the exact date these data elements are collected or entered into HMIS, the information date associated with the elements should correspond to the project entry date and data should be accurate for that date. Edits made to correct errors, enter additional information related to project entry but provided by the client later (e.g., social security number), or improve data quality will not change the data collection stage or the information date. Data collected at project entry must have an Information Date that matches the client’s Project Entry Date. Information must be accurate as of the Project Entry Date. There must should be only one record with a Data Collection Stage of ‘project entry’ for each relevant data element for any given project entry. 211 Orange County OCHMIS.org

  31. Data Standards Collection Points Collection Point(s) defines when data collection is required for each element. There are five different collection points: 3) UpdateThese data elements represent information that is either collected at multiple points during project enrollment in order to track changes over time (e.g., Income and Sources) or is entered to record project activities as they occur (e.g., Services Provided). The frequency with which data must be collected depends on the data element and the funder requirements. Additional guidance for each funder and data element is provided in Program-Specific Manuals. These elements are transactional and historical records must be maintained, along with the dates associated with their collection. The Information Date must reflect the date on which the information is collected and/or the date for which the information is relevant for reporting purposes. Information must be accurate as of the Information Date, regardless of when it is actually collected or entered into HMIS. 4) Annual assessment – Is a specialized subset of the ‘update’ collection point. The annual assessment must be recorded no more than 30 days before or after the anniversary of the client’sProject Entry Date, regardless of the date of the most recent ‘update’ or ‘annual assessment’, if any [annually]. Information must be accurate as of the Information Date. 211 Orange County OCHMIS.org

  32. Data Standards Collection Points • For HUD-funded programs and HUD reporting purposes, the implementation of ‘annual assessment’ as a data collection stage by vendors is mandatory; the data collection stage must not be inferred from the Information Date, although the field must have an Information Date recorded with it. In order to be considered reportable to HUD as an annual assessment, data must be stored with a Data Collection Stage of ‘annual assessment.’ There must be only one record for each data element annually with a Data Collection Stage recorded as ‘annual assessment’ associated with any given client and project entry ID within the 60-day period surrounding the anniversary of the client’s Project Entry Date. Regardless of whether the responses have changed since project entry or the previous annual assessment, a new record must be created for each subsequent annual assessment such that it is possible to view a history, by date, of the values for each data element. 5) Project exit – Indicates the element is required to be collected at every project exit. Data elements identified with the “project exit” stage must be collected at every project exit. Like project entry data, a client must have only one value for each of these data elements in relation to a specific project enrollment, but a client could have multiple project exits and exit data associated with each. Regardless of the exact date that it is collected or entered into HMIS, the data must accurately reflect the client’s response or circumstance as of the date of project exit; the information date must correspond to the project exit date. Edits made to correct errors or improve data quality will not change the data collection stage or the information date. Elements collected at project exit must have anInformation Datethat matches the client’s Project Exit Date and aData Collection Stageof ‘project exit.’ Information must be accurate as of the Project Exit Date. Data associated with the “Annual Assessment” and “Update” collection points requires the user to add new information while the system maintains the historical data. Data associated with the other stages can be edited to correct errors or to improve data quality at any time, but only the most current value is expected to be stored and used for reporting purposes. 211 Orange County OCHMIS.org

  33. Questions & Answers 211 Orange County OCHMIS.org

  34. Performance Measurements 211 Orange County OCHMIS.org

  35. Performance Measurement Terminology • Performance measurement is a process that systematically evaluates whether your efforts are making an impact on the clients you are serving or the problem you are targeting. Performance Indicators: • Output: what a program or system does or produces (e.g. number served, cost/household, length of stay, etc.) • Outcomes: what is gained or changed as a result of output related to client knowledge, skills, behaviors or conditions (e.g. housing destination, recidivism, income changes, etc.) Performance Target: percentage or numeric goal set for an indicator • “Think of the outputs as the recipe and the outcomes as the cake. How much of each ingredient do you need for the cake to taste good?” • “How many case management meetings or service engagements did it take to achieve your goal with clients.” What Gets Measured, Gets Done: A Toolkit on Performance Measurement for Ending Homelessness (July 2008) 211 Orange County OCHMIS.org

  36. HMIS Outcome-Driven Milestones = Goal Service Activities = Actions or Means 211 Orange County OCHMIS.org

  37. Milestones According to the Merriam-Webster’s Dictionary: • An important point in the progress or development of something: a very important event or advance • Accomplishments that clients make while in your program that are critical to their ultimate success 211 Orange County OCHMIS.org

  38. Examples of Milestones 211 Orange County OCHMIS.org

  39. Using HMIS People HMIS ContractsServices 211 Orange County OCHMIS.org

  40. HMIS Design & Function • Universal and Program Data Elements • Design and implementation (other program specifics) • Milestones and Activities Data 211 Orange County OCHMIS.org

  41. Permanent Housing (PH) Performance Target • Measure 1 Housing Stability: Persons remaining in permanent housing at the end of the operating year or exited to permanent housing (per data element 3.12 of the 2014 HMIS Data Standards) during the operating year. • Measure 2a Increase Total Income: Adults who maintained or increased their total income (from all sources) at the end of the operating year or project exit. OR • Measure 2b Increased Earned Income: Adults who maintained or increased their earned income at the end of the operating year or project exit. 211 Orange County OCHMIS.org

  42. Permanent Housing Client Universe 211 Orange County OCHMIS.org

  43. Rapid Rehousing (RRH) Performance Target Measure 1a Housing Stability: Persons exiting to permanent housing destination (per data element 3.12 of the 2014 HMIS Data Standards) during the operating year. OR Measure 1b: Housing Stability: Persons who were placed in permanent housing within 30 days of entry into project. Measure 2a Increase Total Income: Adults who increased their total income (from all sources) as of the end of the operating year or project exit. OR Measure 2b Increased Earned Income: Adults who increased their earned income as of the end of the operating year or project exit. 211 Orange County OCHMIS.org

  44. Rapid Rehousing Client Universe 211 Orange County OCHMIS.org

  45. Transitional Housing (TH) Performance Target Measure 1a Housing Stability: Persons exiting to permanent housing destination (per data element 3.12 of the 2014 HMIS Data Standards) during the operating year. Measure 2a Increase Total Income: Adults who increased their total income (from all sources) as of the end of the operating year or project exit. OR Measure 2b Increased Earned Income: Adults who increased their earned income as of the end of the operating year or project exit. 211 Orange County OCHMIS.org

  46. Transitional Housing Client Universe 211 Orange County OCHMIS.org

  47. Definition: Stayers and Leavers • Stayers: Stayers are persons who are still enrolled in the program as of the last day of the reporting period, even if the person exited and re-entered at some point during the reporting period. • Leavers: Leavers are persons who exited the program and are no longer enrolled in the program as of the last day of the reporting period. - From Introduction to the New Annual Performance Report (APR) 211 Orange County OCHMIS.org

  48. Supportive Services Only Projects (Outreach) Measure 1a Housing Stability: Persons exiting to any destination that is not a place not meant for human habitation; jail, prison, or juvenile detention facility; or other destination. Recipients should exclude from their calculations, including their universe, persons they are expecting with exits to hospital or other residential non-psychiatric medical facility, residential project or halfway house with no homeless criteria, and deceased. Measure 2a Housing Stability: Among persons who entered with an unmet need associated with a condition listed below, how many received services for that condition by the time they exited. --Physical Disability --HIV/AIDS --Mental Health --Substance Abuse --Developmental Disability --Chronic Health 211 Orange County OCHMIS.org

  49. Supportive Services Only Projects (SSO) Outreach 211 Orange County OCHMIS.org

  50. Exiting Clients • Important to exit clients in a timely manner because it affects the length of stay (LOS) • Length of stay is a measurement of the number of days a client has been enrolled in your project and is an important assessment of your project ability to move clients out of homelessness • In order to collect accurate reports, exiting clients regularly and accurately is an important and necessary step 211 Orange County OCHMIS.org

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