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Updated Data Standards and Timeline for Release

This document outlines the changes and timeline for the release of the FY2020 HMIS Data Standards version 1.3. It includes updates to project descriptor, universal, and program specific data elements.

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Updated Data Standards and Timeline for Release

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  1. 2019 Data Standards September 4, 2019

  2. agenda • Timeline for Release • Project Descriptor Data Elements • Universal Data Elements Data Entry • Program Specific Data Elements • New Coordinated Entry Elements • Timeline for data entry

  3. Timeline for release • FY2020 HMIS Data Standards v1.3 must be live in our system on 10/01/19 • Updated Intake forms will be available 10/01/19

  4. Project Descriptor data elements General Changes • Renumbering of elements throughout to gain consistency • Reorganization of elements • Renaming of elements • Consolidation of elements • 2.4 and 2.5 consolidated into 2.02 • Removal of 2.8 Additional Information

  5. Project descriptor data elements • Addition of the following picklist values • HUD: CoC – Joint Component TH/RRH • VA: Grant Per Diem – Case Management/Housing Retention • Local or other Funding Sources with text box to record the name of the local or other funding

  6. Project descriptor data elements • Target Population question will be asked per inventory list instead of project level. • Bed and Unit Inventory Information – Special Populations • The following will be asked per inventory list: • Chronically homeless veterans • Youth veterans • Other veterans • Chronically homeless youth • Other youth • Any other chronically homeless • Non-dedicated Beds • Total Bed Inventory • Total Unit Inventory

  7. Universal data elements General Changes • Renumbering of elements throughout to gain consistency • Renaming of 3.917 data element • Minor changes to Disabling Condition • Minor changes to Destination Picklist values • Minor changes to Prior Living Situation

  8. Universal data elements 3.09 Disabling Condition • System logic/system issues changes

  9. Universal data elements 3.12 Destination • Revised destination picklist to align with Prior Living Situation and Current Living Situation • Wording changes • Addition of “Host Home (non-crisis)” • Added text box for “Other” 3.917 Prior Living Situation (A and B) • Formerly named Living Situation • Addition Current Living Situation (new)

  10. Program specific data elements General Changes • Renumbering of elements throughout to gain consistency • Removal of dependent questions for Developmental Disability and HIV/AIDS • Changes to required data collection for some elements • Restructure of Contact Elements • Addition of Coordinated Entry Elements

  11. Program specific data elements 4.06 Developmental Disability -Common • Removed dependent element “Substantially impedes the individual’s ability to live independently” 4.08 HIV/AIDS –Common • Removed dependent element “Substantially impedes the individual’s ability to live independently” 4.11 Domestic Violence –Common • Data entry now required for SSVF • Data entry now required for PATH

  12. Program specific data elements 4.12 Current Living Situation –Common • Data element fields • Information Date • Is client going to have to leave their current living situation within 14 days • Has a subsequent residence been identified • Does individual or family have resources or support networks to obtain other permanent housing • Has the client had a lease or ownership interest in a permanent housing unit in the last 60 days • Has the client moved 2 or more times in the last 60 days • Location details

  13. Program specific data elements 4.12 Current Living Situation –Common • Values in the current Outreach Sub-assessment (Contacts) will be mapped according to HUD instructions • This includes date and location • A CLS is required for each direct client contact for Street Outreach, Coordinated Entry and Emergency Shelter –Night by Night • CLS is required when a Project Start Date is entered • CLS is required when a Date of Engagement is recorded • Data is recorded for Head of Household on each occurrence/update • Will remain a sub-assessment

  14. Program specific data elements P3 (PATH) PATH Status • Added picklist value to “No” for Client Enrolled in PATH • Unable to locate client

  15. Program specific data elements R3 (RHY) Sexual Orientation • Added picklist value • Questioning/unsure • Other • Text box for “Other” • YHDP required to enter data for this element R6 (RHY) Employment Status • Added program components for data entry • VA –Grant per Diem –low demand • VA –Grant per Diem –Case Management/housing relocation R10 (RHY) Pregnancy Status • Data element now required to be answered for all female Heads of Household regardless of age • Formerly only required for adult female HoH

  16. Program specific data elements V2 (VA) Services Provided SSVF • Added new picklist values • Extended shallow subsidy • Returning home • Rapid resolution V3 (VA) Financial Assistance SSVF • Addition of picklist value “Extended shallow subsidy –rental assistance” V6 (VA) VAMC Station Number • Change to program components now required to enter data. Now required for the following: • VASH all components • VA –CRS –Contract Residential Service • VA –Community Contract SH program • VA –Grant per Diem –all components V9 (VA) HUD VASH Voucher Tracking • Collection point changed from Project Start, Update and Project Exit to Occurrence point/update

  17. New coordinated entry data elements 4.19 Coordinated Entry Assessment –Common • New element with the following fields: • Date • Assessment location (created by sys admins) • Assessment Type • Assessment level of either Crisis Needs or Homeless Needs Assessment • Local Questions • Assessment result type (local questions) • Prioritization Status • Recorded for Head of Household on each occurrence • May involve multiple and overlapping project entries • Required for all CoC Funded SSO Grants for Coordinated Entry; recommended otherwise

  18. New coordinated entry Data Elements 4.20 Coordinated Entry Event –Common • New data element with the following fields: • Date • Access Event • Referral Event • Diversion Y/N • Location of Referral • Referral Result • Date of Result • Recorded on each occurrence for Head of Household • Required for all CoCFunded SSO Grants for Coordinated Entry; recommended otherwise

  19. Coordinated Entry Timeline Timeline for implementation • Data elements (4.12, 4.19 and 4.20) will be available on October 1, 2019 • Communities have until April 1, 2020 to go live • Communities may need special mapping projects to move historic data • Communities may need to complete import projects to bring in historic data from other source(s) • HUD TA assistance is available if needed for these special projects • This will also give System Administrators time to train users on workflow changes

  20. Questions?

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