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Tools and Tips for HMIS Programs Data Collection, Outcome Measurement and Implementation. COSCDA Homeless Program Manager’s Conference Washington, DC. HUD PERSPECTIVE. JULIE HOVDEN Program Analyst Office of Special Needs Assistance Programs Dept. of Housing & Urban Development.

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Tools and tips for hmis programs data collection outcome measurement and implementation

Tools and Tips for HMIS Programs Data Collection, Outcome Measurement and Implementation

COSCDA Homeless Program

Manager’s Conference

Washington, DC

Hud perspective

HUD PERSPECTIVE Measurement and Implementation


Program Analyst

Office of Special Needs Assistance Programs Dept. of Housing & Urban Development

What s coming at hud
What’s Coming at HUD? Measurement and Implementation

  • Revised Data Collection and Reporting

    • Revised HMIS Data Standards (data elements)

      • Updated XML schema – April 2010

    • Annual Performance Report (APR) for CoC programs and HPRP

    • Annual Homeless Assessment Report (AHAR)

    • Homelessness Pulse Reports

    • Homeless Data Exchange (HDX)

  • Standardizing Federal Data & Reporting

    • Street Outreach programs

  • HEARTH Act and HMIS

Revised annual performance report
Revised Annual Performance Report Measurement and Implementation

  • Name change: focus on performance

  • Some questions based on program type

  • Sections:

    • Project information

    • Program Outputs

    • Client Characteristics

    • Program Performance (outcomes)

  • Electronic submission in e-snaps

Apr transition period
APR Transition Period Measurement and Implementation

  • Beginning May/June 2010 all APRs will be submitted in e-snaps (no HUD 40118 form)

  • Projects with operating years ending April 30, 2010 and earlier will submit HUD 40118 form.

  • Projects with operating years ending after April 30th will submit in e-snaps based on data collected in 2009-10 operating year

    • Some questions are different

    • New questions are optional for transition period

Apr transition period cont
APR Transition Period (cont.) Measurement and Implementation

  • Some changes:

    • Age categories

    • Universe of persons for some elements

    • New street outreach questions

    • New HMIS project questions

  • Guidance on completing APRs during transition year will be published in April/May

  • Submit questions to Virtual Help Desk on HUD HRE (

Annual homeless assessment report ahar
Annual Homeless Assessment Report (AHAR) Measurement and Implementation

  • Four table shells

    • ES for individuals; ES for families

    • TH for individuals ; TH for families

  • CoCs submit data for 1 to 4 table shells

  • Minimum bed coverage required for participation

  • Data from HMIS (table shells), HIC and PIT counts.

  • Supplemental reports

Ahar participation history
AHAR PARTICIPATION HISTORY Measurement and Implementation

AHAR Measurement and Implementation

  • 2009 AHAR » June 2010

    • ES and TH programs

    • Supplemental Report on Veterans

  • 2010 AHAR » June 2011

    • Data collected in HMIS: 10/1/09=9/30/10

    • Data reported: October – November 2010

    • PH programs added (= 6 tables shells)

    • Supplemental Report on Veterans

Homelessness pulse reports
Homelessness Pulse Reports Measurement and Implementation

  • Intended to help HUD better understand impact of economic crisis on homelessness

  • Quarterly reporting

    • Started in 2009 (1st quarter CY09)

    • HMIS data on sheltered persons only

    • Newly homeless persons

Pulse reports
Pulse Reports Measurement and Implementation

Currently limited to following CoCs:

Once OMB approves data collection, more

CoCs will be allowed to participate

Shreveport/Bossier/ Northwest, LA

New York City, NY

Cleveland/Cuyahoga County, OH

Richmond/Henrico, Chesterfield and Hanover Counties, VA

  • Phoenix/Mesa/Maricopa County, AZ

  • Bridgeport, Stratford and Fairfield, CT

  • District of Columbia

  • Lakeland/Winterhaven/ Polk County, FL

Homelessness data exchange
Homelessness Data Exchange Measurement and Implementation

  • HDX is expansion of AHAR Exchange

  • CoCs will submit data electronically for:

    • AHAR

    • Homelessness Pulse Reports

    • Housing Inventory Count (HIC)

    • Point in Time Count (PIT)

  • HDX to go live in May 2010

Standardizing federal data reporting
Standardizing Federal Data & Reporting Measurement and Implementation

  • December 2009: Agreement between HHS and HUD for data collection and reporting for street outreach programs funded by PATH and/or SHP.

  • HUD awaiting OMB approval.

  • HHS to initiate OMB/PRA process.

Street outreach outputs
Street Outreach Outputs Measurement and Implementation

  • Contacts and Engagements

    • # of persons contacted and # of times contacted

    • # of persons engaged after various # of contacts

    • Living situation at time of first contact

      • Persons identified as sleeping in places not meant for human habitation

      • Persons identified as sleeping in a shelter/ housing service site or other form of housing

      •  Persons whose living arrangements are unknown

Street outreach outcomes
Street Outreach Outcomes Measurement and Implementation

  • Housing stability

  • Service linkage (select at least one)

    • Physical Disability

    • Developmental Disability

    • Chronic Health

    • HIV/AIDS

    • Mental Health

    • Substance Abuse

Hearth act
HEARTH Act Measurement and Implementation

  • Allows CoC to apply as a Collaborative Applicant (similar to current process) or Unified Funding Agency

  • Consolidates 3 current CoC programs (SHP, S+C, SRO) into 1 CoC program

  • Creates new Rural Housing Stability Program

  • Revises ESG to Emergency Solutions Program with increased funding and eligible activities

    • Increased focus on prevention and rapid re-housing

Hearth and hmis
HEARTH and HMIS Measurement and Implementation

  • Requires ESG and CoC grantees to use HMIS

    • State grantees may have to implement data warehouse

      • No statewide HMIS

      • More than 1 CoC in the state

      • More than 1 HMIS software product used across the state

    • HMIS continues to be managed at CoC level

    • Client level data collected at CoC HMIS level by grantees and subgrantees

RESOURCES Measurement and Implementation

  • HUD Homelessness Resource Exchange (HRE)

    • Virtual Help Desk

    • Resource Library

    • Notices and NOFAs

    • Community Documents

    • HUD Guidance

  • Homeless, HMIS and CoC PoC listserv groups

    • Sign-up at or

Community perspective

COMMUNITY PERSPECTIVE Measurement and Implementation


Project Director

Iowa Institute for Community Alliances

The essential elements
The Essential Elements… Measurement and Implementation

  • Effective Client Assessment

    • Evaluation of client progress is difficult without comprehensive entry assessment

  • Quality Data Collection

    • Data completeness

    • Collection of appropriate data elements

    • Accuracy

Outcomes measurement
Outcomes Measurement Measurement and Implementation

  • HUD’s HPRP Outcomes

    • Reduction of time in shelter (length of stay)

    • Reduction of persons “entering” homelessness for the first time (more effective homeless prevention)

    • Increase the number of persons who are diverted from shelter

    • Reduce repeat episodes of homelessness (recidivism)

    • Reduce the overall number of homeless persons/families

    • Reported by:

      • Initial Performance Report (IPR)

      • Quarterly Performance Report (QPR)

      • Annual Performance Report (APR)

  • HUD’s SHP Outcomes

    • 63.5% of persons exit to permanent housing from transitional housing

    • 71.5% remain stably housed for over 6 months

    • 19% of persons have employment income at exit

    • Reported by:

      • Annual Progress Report (APR)

Data collection elements
Data Collection Elements Measurement and Implementation

  • Program Entry Information

  • Client Demographics

    • Gender, age, race, veterans status, disability status

  • Housing Status

  • Income Data

  • Services Provided

  • Program Exit Information

    • Housing status, income, stability at exit

Data quality tools
Data Quality Tools Measurement and Implementation

  • Regular and REQUIRED Data Quality Reports

    • Commencing Year Data Quality Certifications

    • Monthly Data Quality Report (for draw request period)

    • Year End Close Out Data Detail Certifications

    • Monthly “All Stars” Report

    • HPRP Monthly Data Quality Report and QPR Certification

    • AHAR Report Certifications

    • Point In Time Report/HIC Certifications

Client assessment tools
Client Assessment Tools Measurement and Implementation

  • Housing Barriers Assessment

  • Client Intake Information

  • Self Sufficiency Matrix

  • Vulnerabilities Index

Housing barriers assessments
Housing Barriers Assessments Measurement and Implementation

  • Developed in Minnesota

  • Used extensively in Georgia

  • Designed to direct clients to the “right” program

  • Three Focus areas

    • Tenant Issues

    • Personal Issues

    • Income Issues

Self sufficiency matrix
Self Sufficiency Matrix Measurement and Implementation

  • Developed in Arizona

  • Used as a program evaluation tool

  • Becoming a Client centered Outcome measurement tool.

  • 17 Domain Areas

  • Assessment re-taken over time to reflect progress

Vulnerability index
Vulnerability Index Measurement and Implementation

  • A tool for identifying and prioritizing the street homeless population for housing according to the fragility of their health.

  • Survey instrument administered on the streets.

  • Creation of a “real” list of all the people on the streets.

Vulnerability index1
Vulnerability Index Measurement and Implementation

For individuals who have been homeless for at least six months, one or more of the following markers place them at heightened risk of mortality:

1) more than three hospitalizations or emergency room visits in a year

2) more than three emergency room visits in the previous three months

3) aged 60 or older

4) cirrhosis of the liver

5) end-stage renal disease

6) history of frostbite, immersion foot, or hypothermia


8) tri-morbidity: co-occurring psychiatric, substance abuse, and chronic medical condition

Tools built into i count
Tools Built into I-COUNT Measurement and Implementation

  • HPRP Required Reports

  • SHP Required Reports

  • ESGP Required Reports (Iowa HAP Grant App)

  • Self Sufficiency Matrix

  • Customized reporting for local needs

Additional informational resources
Additional Informational Resources Measurement and Implementation

HUD’s Homeless Resource Exchange

National Human Services Data Consortium

National Alliance to End Homelessness

Questions? Measurement and Implementation

Iowa Institute for Community Alliances


Julie Eberbach, Project Director

[email protected]

Thank You!

Community perspective1

COMMUNITY PERSPECTIVE Measurement and Implementation

JONATHAN HARDYDirector, State Community Services Office

Utah Department of Community and Culture