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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



Program Analyst

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

what s coming at hud
What’s Coming at HUD?
  • 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
  • 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
  • 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.)
  • 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)
  • 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
  • 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
  • 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

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
  • 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
  • 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
  • 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
  • Housing stability
  • Service linkage (select at least one)
    • Physical Disability
    • Developmental Disability
    • Chronic Health
    • HIV/AIDS
    • Mental Health
    • Substance Abuse
hearth act
  • 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
  • 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
  • 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



Project Director

Iowa Institute for Community Alliances

the essential elements
The Essential Elements…
  • 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
  • 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
  • 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
  • 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
  • Housing Barriers Assessment
  • Client Intake Information
  • Self Sufficiency Matrix
  • Vulnerabilities Index
housing barriers assessments
Housing Barriers Assessments
  • 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
  • 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
  • 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

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
  • 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

HUD’s Homeless Resource Exchange

National Human Services Data Consortium

National Alliance to End Homelessness


Iowa Institute for Community Alliances


Julie Eberbach, Project Director

[email protected]

Thank You!

community perspective1


JONATHAN HARDYDirector, State Community Services Office

Utah Department of Community and Culture