Sponsored by u s department of housing and urban development
This presentation is the property of its rightful owner.
Sponsored Links
1 / 51

Sponsored by: U.S . Department of Housing and Urban Development PowerPoint PPT Presentation


  • 89 Views
  • Uploaded on
  • Presentation posted in: General

Hmis 101: Module 3. In-Depth Data Standards. Sponsored by: U.S . Department of Housing and Urban Development. HMIS System Administrator Training Series. Partners. Jeff Ward, Abt Associates, Inc. Kat Freeman, The Cloudburst Group Natalie Matthews, Abt Associates, Inc .

Download Presentation

Sponsored by: U.S . Department of Housing and Urban Development

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Sponsored by u s department of housing and urban development

Hmis 101: Module 3

In-Depth Data Standards

Sponsored by: U.S. Department of Housing and Urban Development

HMIS System Administrator Training Series


Partners

Partners

  • Jeff Ward, Abt Associates, Inc.

  • Kat Freeman, The Cloudburst Group

  • Natalie Matthews, Abt Associates, Inc.

  • Chris Pitcher, The Cloudburst Group


Purpose

Purpose

  • Provide HMIS System Administrators, end users, CoC representatives, consumers, and federal, state, and local partners with a basic understanding of:

    • HMIS Data Standards


Webinar format

Webinar Format

  • This training is part of a series of trainings that will provide new staff with the basic information needed to operate or participate in an HMIS

  • It is anticipated that this series of trainings will be offered quarterly

  • This training is anticipated to last 90 minutes

  • Presenters will walk through presentation material

  • Audience members are “muted” due to the high number of participants


Submitting questions

Submitting Questions

  • All follow-up questions should be submitted to the Ask the Expert function on www.hmis.info

  • If you have multiple questions, we recommend compiling them into a single submission to Ask the Expert with a reference to the HMIS 101: Module 3 training


Webinar materials evaluation

Webinar Materials & Evaluation

  • Quick follow up survey will be emailed out after the webinar

  • The webinar will be recorded, and all materials will be posted to HMIS.info

  • During webinar, we’ll be asking you a few questions as well


Overview of training series

Overview of Training Series

  • HMIS 101 Modules III, IV and V:

    • Module III: In-Depth Data Standards

    • Module IV: In-Depth Security and Privacy

    • Module V: Data Quality Standard and Compliance Plans

  • HMIS 201:

    • HMIS Budgeting and Staffing

    • PIT and HIC

    • Best Practice Highlights/ Use of Technology


Poll 1 role with hmis

Poll #1: Role with HMIS

  • HMIS System Administrator

  • HMIS Data Entry staff/Program staff

  • CoC staff

  • Technical Assistance provider/Trainer

  • HMIS Vendor

  • Other


Introduction to standards

Introduction to Standards


History of hmis standards

History of HMIS Standards

  • HMIS Data Standards were developed by focus groups of community stakeholders, researchers, technology experts and consumers

  • Data and Technical Standards were initially published in July 2004

  • Sections 2 and 3 of the original standard were replaced in March 2010 while the remaining sections of the 2004 standard remain in effect

  • Focused on standards, not development of a system


History of hmis standards1

History of HMIS Standards

  • What the HMIS Standards Don’t Do:

    • Set a specific software to be used

    • Limit a CoC or HMIS from requiring the collection additional data elements

    • Limit a CoC or HMIS from requiring additional client privacy and system security protections

    • Limit a CoC or HMIS from adding additional functionality (beyond HUD purposes)

    • Stay static (they are updated periodically)


Hmis data standards

HMIS Data Standards

  • There are 3 data element categories outlined in the March 2010 Revised HMIS Data Standards

    • Program Descriptor Data Elements (PDDE)

    • Universal Data Elements (UDE)

    • Program-Specific Data Elements (PSDE)

  • The Data Standards define specific, allowable responses for each data element

  • Not all the data in the Data Standard are required to be collected by every program

  • Each program will collect at least a subset of data


Poll 2 hmis data standards

Poll #2: HMIS Data Standards

  • True or False: The HMIS Data and Technical Standards are a document that outlines the data collection, privacy, and security requirements for collecting data required by HUD.


Poll 3 how categories of data elements

Poll #3: How categories of Data Elements?

  • One

  • Two

  • Three

  • Four

  • Unsure—didn’t cover


Program descriptor data elements

Program Descriptor Data Elements


Program descriptor data elements1

Program Descriptor Data Elements

  • Establish program hierarchy using:

    • 2.1Organization Identifier

    • 2.2Organization Name

    • 2.3 Program Identifier

    • 2.4Program Name

    • 2.5Direct Service Code


Example

Example


Program descriptor data elements2

Program Descriptor Data Elements

  • 2.6 Site Information

    • Program Site Configuration Type

    • Site Address

    • Geocode

    • Site Type

    • Housing Type

  • This information is collected at the program and site level.


Program descriptor data elements3

Program Descriptor Data Elements

  • Program Site Configuration Type

    • Single site, single building

    • Single site, multiple buildings

    • Multiple sites

  • Site Address

    • EXCEPTION: Victim Service Providers address list administrative office address (no shelter address)

    • Mobile and scattered site programs should record the address of their administrative office

  • Geocode

    • Scattered site should record for the location of the majority of their beds or where the beds were located as of the last HIC update.


Program descriptor data elements4

Program Descriptor Data Elements

  • Site Type

    • Non-Residential: Services Only

    • Residential: special needs and non-special needs

    • Residential: special needs only

  • Housing Type

    • Mass shelter/ Barracks

    • Dormitory/hotel/motel

    • Shared housing

    • Single Room Occupancy (SRO)

    • Single Apartment (non-SRO)

    • Single Home/townhouse/duplex

    • Not Applicable: non-residential program


Program descriptor data elements5

Program Descriptor Data Elements

  • 2.7 Continuum of Care Number

  • 2.8 Program Type Code

    • Emergency Shelter

    • Transitional Housing

    • Permanent Supportive Housing

    • Homeless Outreach

    • Homeless Prevention and Rapid Re-housing

    • Services Only Program

    • Other

    • Safe Haven

    • Permanent Housing (e.g., Mod Rehab SRO, subsidized housing without services)


Program descriptor data elements6

Program Descriptor Data Elements

  • 2.9 Bed and Unit Inventory Information

    • Household Type

    • Bed Type

    • Availability

    • Bed Inventory

    • CH Bed Inventory (PSH Only)

    • Unit Inventory

    • Inventory Start Date

    • Inventory End Date

    • HMIS Participating Beds

    • HMIS Participation Start Date

    • HMIS Participation End Date


Program descriptor data elements7

Program Descriptor Data Elements

  • Bed and Unit Inventory Information

    • Household Type

      • Households without Children

      • Households with Children

    • Bed Type

      • Facility-based

      • Voucher

      • Other

    • Availability

      • Year-round

      • Seasonal (Emergency Shelters Only)

      • Overflow (Emergency Shelters Only)

    • Bed Inventory

    • CH Bed Inventory (PSH Only)

    • Unit Inventory


Program descriptor data elements8

Program Descriptor Data Elements

  • Bed and Unit Inventory Information (cont’d)

    • Inventory Start Date

      • The date the bed/unit inventory was made available

    • Inventory End Date

      • The date the bed/unit inventory was no longer available

    • HMIS Participating Beds

    • HMIS Participation Start Date

    • HMIS Participation End Date


Program descriptor data elements9

Program Descriptor Data Elements

2.10 Target Population A

  • Single Males (18 years or older)

  • Single Females (18 or older)

  • Single Males and Females (18 or older)

  • Couple Only, No Children

  • Single Males and Households with Children

  • Single Females and Households with Children

  • Households with Children

  • Unaccompanied Young Males (under 18)

  • Unaccompanied Young Females (under 18)

  • Unaccompanied Young Males & Females (under 18)

  • Single Male and Female & Households with Children


Program descriptor data elements10

Program Descriptor Data Elements

2.11 Target Population B

  • DV: Domestic Violence victims

  • VET: Veterans

  • HIV: Persons with HIV/AIDS

  • NA: Not Applicable

    2.12 Method for Tracking Residential Program Occupancy

  • Program Entry and Exit Date Comparison

  • Bed Management Model

  • Service Transaction Model

    2.13 Grantee Identifier


Poll 4 program descriptors

Poll #4: Program Descriptors

  • Why do program descriptor data elements matter?

    • They don’t—they’re optional

    • They establish the hierarchy of programs within an organization in the HMIS and uniquely identify Organizations and their programs.

    • They also identify whether or not, within the electronic HMIS system, programs are organizational names only OR do the programs provide direct services.

    • Both B and C


Universal data elements

Universal Data Elements


Universal data elements1

Universal Data Elements

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 Program Entry

  • 3.10 Zip Code of Last Permanent Address

  • 3.11 Housing Status

  • 3.12 Program Entry Date

  • 3.13 Program Exit Date

  • 3.14 Unique Person Identification Number

  • 3.15 Household Identification Number


Universal data elements2

Universal Data Elements

  • 3.1 Name

    • The First, Middle, Last and suffix of the client’s name

    • Collected at program entry or as soon as possible thereafter

  • 3.2 Social Security Number

    • Importance

      • Unique ID creation

      • Facilitate an increase in mainstream resource utilization

    • SSN Type component for assessing data quality

      • Full SSN Reported

      • Partial SSN reported

      • Don’t Know/ Doesn’t have SSN

      • Refused


Universal data elements3

Universal Data Elements

  • 3.3 Date of Birth

    • Date of Birth Type component for assessing data quality

      • Full DOB Reported

      • Approximate or Partial DOB Report

      • Don’t Know

      • Refused

  • 3.4 Race

    • American Indian or Alaska Native

    • Asian

    • Black or African American

    • Native Hawaiian or Other Pacific Islander

    • White

    • Don’t Know

    • Refused


Universal data elements4

Universal Data Elements

3.5 Ethnicity

  • Non-Hispanic/Latino

  • Hispanic/Latino

  • Don’t Know/Refused

    3.6 Gender

  • Female

  • Male

  • Transgendered Male to Female

  • Transgendered Female to Male

  • Other

  • Don’t Know/ Refused

    3.7 Veteran Status

  • Yes

  • No

  • Don’t Know/Refused


Universal data elements5

Universal Data Elements

3.8 Disabling Condition

  • Must now be collected for all clients served

    3.9 Residence Prior to Program Entry

  • Tenure and Housing Subsidy incorporated into response values

  • Added Response Values:

    • Safe Haven

    • Rental by client, with VASH housing subsidy

    • Rental by client, with other (non-VASH) ongoing housing subsidy

    • Owned by client, with ongoing housing subsidy

    • Rental by client, no ongoing housing subsidy

    • Owned by client, no ongoing housing subsidy

    • Don’t Know and Refused


Universal data elements6

Universal Data Elements

3.10 Zip Code of Last Permanent Address

  • Change in wording to response value

    3.11 Housing Status

  • Response values:

    • Literally Homeless

    • Imminently losing their housing

    • Unstably housed or at-risk of losing their housing

    • Stably Housed

    • Don’t Know and Refused


Universal data elements7

Universal Data Elements

3.12 Program Entry Date

  • Special Issues section -- suggested models for noting and tracking supportive services received by the client prior to program entry:

    • Service Transaction Model

    • Separate Program Model


Program specific data elements

Program Specific Data Elements


Program specific data elements1

Program-Specific Data Elements

4.1Income and Sources

  • Frequency of Collection

    • Program Entry

    • Program Exit

    • Annually

  • General question

    • Income Receipt in last 30 days, Y/N

  • Dollar amount of earned income is required

  • Dollar amount of other income is optional

  • Total Income is still required


Program specific data elements2

Program-Specific Data Elements

4.2Non-Cash Benefits

  • Frequency of Collection

    • Program Entry

    • Program Exit

    • Annually

  • Subject Scope

  • General question

    • Non-Cash Benefit Receipt in last 30 days, Y/N

  • Response values

    • Clarification: #12 clarified regarding ongoing rental assistance

    • Added: Temporary Rental Assistance


Program specific data elements3

Program-Specific Data Elements

4.3Physical Disability

4.4Developmental Disability

4.6HIV/AIDS

4.7Mental Health

4.8Substance Abuse

  • New Component

  • Currently Receiving services or treatment

  • Frequency of Collection

    • Program Entry

    • Program Exit

    • Annually

  • Subject Scope

  • Response values

    • Added: “Don’t Know” and “Refused”


Program specific data elements4

Program-Specific Data Elements

4.5Chronic Health Condition

  • New Data Element

    • Does the client have

    • Currently Receiving services or treatment

  • Frequency of Collection

    • Program Entry

    • Program Exit

    • Annually

  • Subject Scope

    • All Clients Served

  • Response values

    • “No”, “Yes”, “Don’t Know” and “Refused”


Program specific data elements5

Program-Specific Data Elements

  • 4.3Physical Disability

  • 4.4Developmental Disability

  • 4.5 Chronic Health Condition

  • 4.7Mental Health

    SPECIAL ISSUE!!

  • If response to these data elements is “Yes”, then the case manager must document the condition.

  • Documentation includes written verification from a state-licensed professional, such as a medical service provider or a health-care provider, the Social Security Administration, or the receipt of a disability check (i.e. SSDI Check or VA disability benefit check).


Program specific data elements6

Program-Specific Data Elements

4.9 Domestic Violence

  • Added “Don’t Know” and “Refused”

    4.10 Destination

  • Tenure and Housing Subsidy incorporated into response values

  • Added Response Values:

    • Safe Haven

    • Rental by client, with VASH housing subsidy

    • Rental by client, with other (non-VASH) ongoing housing subsidy

    • Owned by client, with ongoing housing subsidy

    • Deceased

    • Don’t Know and Refused

  • Changed:

    • “Room, apartment, or house that you rent” to “Rental by client, no ongoing housing subsidy”

    • “Apartment or house that you own” to “Owned by client, no ongoing housing subsidy”


Program specific data elements7

Program-Specific Data Elements

4.11 Date of Contact

  • Date, with Time Stamp

  • Location of Contact

  • Place Not Meant for Habitation

    • Service Setting, Non-Residential

    • Service Setting, Residential

      4.12 Date of Engagement

  • Date, with Time Stamp


Program specific data elements8

Program-Specific Data Elements

4.13 Financial Assistance Provided

  • Start Date of Financial Assistance

  • End Date of Financial Assistance

  • Financial Assistance Type

    • Rental assistance

    • Security deposits

    • Utility deposits

  • Utility payments

    • Moving cost assistance

    • Motel & hotel vouchers

    • Financial Assistance Amount


Program specific data elements9

Program-Specific Data Elements

4.14 Housing Relocation & Stabilization Services Provided

  • Start Date of Service

  • End Date of Service

  • Type(s) of Service

    • Case Management

    • Outreach and Engagement

    • Housing search and placement

    • Legal Services

    • Credit Repair


Program specific data elements10

Program-Specific Data Elements

4.15 Optional Data Elements

  • Employment

  • Adult Education

  • General Health Status

  • Pregnancy Status

  • Veteran’s Information

  • Children’s Education

  • Reason for Leaving

  • Services Provided


Poll 5 program specific

Poll #5: Program Specific

  • Which HUD report requires that programs collect all three categories of data elements, including the Program Specific, on clients served by their program?

    • Annual Homeless Assessment Report

    • Annual Progress Report

    • Annual Performance Report

    • Housing Inventory Count


Next steps and resources

Next Steps and Resources


Next webinar module 4

Next Webinar: Module 4

  • Friday, August 19th, 2011from 3:00pm-4:30pm(EST): Separate registration is required

  • Topics to be covered:

    • In-Depth Security and Privacy


Resources

Resources

  • HMIS Data Standards (March 2010): http://www.hmis.info/ClassicAsp/documents/Final%20HMIS%20Data%20Standards-Revised%20_3.pdf

  • www.hmis.info

  • HUD Homelessness Resource Exchange: www.hudhre.info

  • Data Quality Plan Toolkit:

    • http://www.hudhre.info/documents/HUDDataQualityToolkit.pdf


Thank you

Thank you!


  • Login