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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 .

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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.

  • Chris Pitcher, The Cloudburst Group


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

  • 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

  • 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

  • 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

  • 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

  • HMIS System Administrator

  • HMIS Data Entry staff/Program staff

  • CoC staff

  • Technical Assistance provider/Trainer

  • HMIS Vendor

  • Other


Introduction to 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 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

  • 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

  • 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?

  • One

  • Two

  • Three

  • Four

  • Unsure—didn’t cover


Program Descriptor Data Elements


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


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 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 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 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 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 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 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 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 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

  • 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

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 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 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 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 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 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 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

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 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 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 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 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 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 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 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 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 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

  • 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 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

  • 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!


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