HPRP: HMIS Requirements

1. 0 HPRP: HMIS Requirements HPRP data entry and reporting review hmismn.org

2. Today’s Webinar • You can listen using your computer or calling in by phone • Phone: 773-945-1010, access code 435-413-797 • Use the bar on the right side to ask questions. We will respond either directly, as part of the webinar to the audience in general, or follow-up after with you. • Some pre-registration questions ask about making payments or combining HPRP with other sources • HPRP grantees will need to answer these directly hmismn.org

3. Forms and instructions • Updated forms and instructions available on web site: hmismn.org • Make sure you are using HPRP forms • If someone else has developed forms for you, please verify all questions are included • Word forms can be modified, but make sure to keep instructions and all data elements hmismn.org

4. HPRP funding overview • HUD provides HPRP funding to a number of areas of the state, that then fund you • Grantees include: DHS-OEO (state-wide), Hennepin/Minneapolis, Dakota County, St. Paul, Duluth, St. Louis County • HMIS and reporting as standard as possible • Some additional requirements may vary by HRPR grantee hmismn.org

5. Basic Demographics Important • HPRP reporting requires Wilder to have reports that unduplicate clients using a field generated from their basic demographic information • Only Wilder sees the grantee-wide client level data • Make sure to collect demographics as completely and accurately as possible for all clients • Client still have the choice to be entered as anonymous • Make sure they clearly understand use of their data in HMIS and it’s goal to continue funding and gain a better understanding of housing needs hmismn.org

6. HPRP Quarterly report • Not all data is on QPR. Other data is important for the APR (still in development with HUD). • HUD’s requirements for what data appears on the HPRP Quarterly are very strict • A number of required fields must be completed exactly or clients WILL NOT show up on the reports at all hmismn.org

7. HPRP Quarterly Reporting • All organizations entering data will be expected to run reports regularly • Wilder run data quality reports late December to send to grantees • Each agency entering data will send QPR to their HPRP grantee by January 5th for first quarter • Individuals, not households are the focus of reporting. Data must be correctly collected for ALL Household members including children hmismn.org

8. Program Entry • Entry: Select HPRP as Entry Type • Do not enter data into any other providers other than HPRP specific or select other entry type • Very important for reporting hmismn.org

9. Universal Elements • Living situation last night-new options • Rental by client with VASH housing subsidy • VASH=Veteran Affairs Supportive Housing • Rental by client with other Non-VASH housing subsidy-use this option for majority of rentals • Owned by client with housing subsidy • Safe Haven=Supportive housing program type serving homeless persons who are mentally ill, on the street, and haven’t participated in supportive services. hmismn.org

10. Universal Elements • Zip Data Quality: Option now includes “Full or Partial Zip Code.” • Try and get zip code if at all possible • Record “Don’t know” only if client doesn’t know hmismn.org

11. Information now required for ALL CLIENTS • For HPRP, more than just demographics are needed for all people served: • Housing Status (required to show up on quarterly reports) at entry and exit • Important for QPR • Income (Annual Reporting) • General Disability Question (Annual Reporting) hmismn.org

12. Housing Status Question • Three options can be used for HPRP participants at entry: • Literally Homeless (Rapid-Rehousing participants) • Housed and at imminent risk of losing housing (Prevention participants) • Housed and at-risk of losing housing (Prevention participants) hmismn.org

13. Housing status • Stably Housed: Used only at exit. If meet stably housed at entry, they do not qualify for HPRP • Are in a stable housing situation and not at risk of losing this housing (i.e., do not meet the criteria for being at-risk of losing their housing). • “Don’t know” and “Refused” are options on the list, but choosing either one will interfere with reporting hmismn.org

14. Using “Household Data Sharing” • Most families will have the same response for Housing Status • Use Household Data Sharing in the Assessments section to save data entry time. hmismn.org

15. Income changes • Income required for HPRP based on current income at entry • Report income on the day they enter based on what that would be estimating for a 30 day period • Income is required for ALL CLIENTS • Record income for children as well • Click on client’s name at the top of the Assessment section to click between records hmismn.org

16. Income changes • New overall questions about income • Income received from any source in past 30 days? • Non-cash benefit received from any source in past 30 days? • Yes, No, Don’t know (client doesn’t know), Refused • If Yes, complete sub-assessment • Answer these questions for children with no income • “No financial resources” being phased out. Do not use for new clients or income updates hmismn.org

17. Income-sub assessments • Income sub-assessment has been divided up • Monthly Income=Cash Sources • Non-Cash Benefits (amount optional) • Data already entered transferred into this assessment during upgrade if clients previously served hmismn.org

18. Cash Income • Record Cash income for all clients that receive income • For shared income sources such as MFIP/TANF, record on head of household’s record • If child on SSI or SSDI, put on their record • Record all other sources on appropriate clients’ record hmismn.org

19. Cash Income • Record total monthly income from all sources in the new “Total Monthly Income” field hmismn.org

20. Non-Cash Income • Record all non-cash benefits for ALL Clients who benefit from the assistance • For example, if a family receives food stamps or some kind of medical assistance, it should be recorded on all client’s records including children. hmismn.org

21. Income • Income and Non-Cash sub-assessments now include new question set to “Yes”: • Income: “Receiving Income from Source” • Non-Cash: “Receiving Benefit” • No need to modify “Yes” • If clients are in the program over a year, income should be updated • Re-evaluate income every three months for eligibility. Only record changes if they leave program or at yearly update. hmismn.org

22. Disability and Veterans Questions • Remember to complete when filling out income information • Disability for ALL Clients-parents can respond for children • Veteran question for all clients 18+ hmismn.org

23. Switching between client records • Click on the client’s name in the household section near the top of Assessments • Make sure to go back to the head of household’s record before recording services hmismn.org

24. Services and HPRP • New service fields used to better track HPRP services, not AIRS terms usually used • Two new questions: HPRP Housing Relocation & Stabilization Service Provided OR HPRP Financial Assistance Type • Select correct service from list • Select “Basic Needs” as Service • Multiple Services is best way to record all services hmismn.org

25. Services and HPRP • Make sure provider is the same as entry/exit • Make sure start date is not before program entry date • Need to record Housing Relocation & Stabilization and Financial Assistance on separate service transactions • New HPRP services instruction document posted soon hmismn.org

26. Services: Housing Relocation & Stabilization • Start date should be on or after the program entry date (never before) • Clients evaluated every three months for program eligibility: • Add end date when service is complete • It is ok to enter services in three month increments hmismn.org

27. Services: Financial Assistance • Start date must fall on or after program entry date (never before) • Must be in three month increments for Rental Assistance or Utility Payments • Start date is program entry date or first of month after entry (accurately record month payment begins) • End date is at the end of a month • Use service start and end dates to track amount of time of assistance: Not part of reporting but needed to track HPRP requirements with 18 month limit hmismn.org

28. Services: Financial Assistance • Motel Vouchers: record actual start and end dates • Deposits and Moving Cost Assistance Can be one day services • Remember to record cost in Cost of Service 1 for all financial assistance services. • Source is optional hmismn.org

29. Services and Back Payments • For back payments of rent and utilities, record a 1 day service • Record months and type using the unit and unit type fields • Units=Months • Unit Type=rent or utility payments • Record total cost in Cost of Service 1. Cost of Unit and Source 1 are optional. • Back payments count toward 18 month total for each type of financial service hmismn.org

30. Exit • Destination, Tenure, and Subsidy are now combined together in new Destination field • Includes new options also in the “Living Situation Last Night” question • Tenure and Subsidy are dropped hmismn.org

31. Exit • Example Destination options: • Staying or living with friends, temporary tenure (e.g., room apartment or house) • Staying or living with friends, permanent tenure • Rental by client, no housing subsidy • Rental by client, other (non-VASH) housing subsidy • Update new general income questions at exit if changes • Such as: No longer receiving any non-cash, change response to “No.” hmismn.org

32. Exit • Update Housing Status question • All four options are acceptable at exit • Make sure to change to correct status-Housing status at entry will automatically show up on screen • Make sure all household members are checked off and data will transfer • Update Income questions for all clients • Click on their names in the exit screen to make changes in individual records • Remember to end services hmismn.org

33. Remember-Back Date Mode • All Assessment information should be entered to match program entry date, including income • Use Back Date Mode to match to entry date • Look at entry/exit to make sure you have the date right hmismn.org

34. How to update or check assessment info • To see what has been entered, click on the “H” (History) next to a question. Wrong date=missing from report • Re-enter information using the correct date • Correcting mistakes in the assessment section is important • Reports can’t understand two sets of information linked to the same date • Click on the trash can to delete the wrong information and leave only the correct information hmismn.org

35. Reports-use reports in ServicePoint • Entry/Exit report and Client Served report can be used for some data quality/count checks at any time hmismn.org

36. ART Update • We are aware ART has been slow lately and have been in consultation with Bowman • First stage in better ART performance rolled out which helped improve speed. New additional servers added before Christmas. • Load testing in January; you may be asked to help • Bowman committed to making HPRP Quarterly reporting work hmismn.org

37. Key Data Entry Steps for reporting • Entry/Exit: Type=HPRP for correct HPRP provider • Housing Status: Back date to entry date and complete for ALL household members. Can’t be Refused or Don’t know. • Services: HPRP services must be recorded starting on or after entry date for ALL household members hmismn.org

38. HPRP reports in ART • Report dates: • Prompts include provider(s), quarter start date, quarter end date, and grant start date (new) • Start date of quarter and grant should be 10/1/2009 for first reports • Grant start date is the same for every report period • Talk with your funder if you have questions about this date • Remember to use 1/1/2010 as the end date (one day after the end of the report period) hmismn.org

39. HPRP reports in ART • Three main quarterly reports to use: • 1. HPRP Client Data Check QPR (Excel) • 2. HPRP Counting Report QPR (PDF) • 3. HPRP Counting Report QPR Plus Client Detail (PDF) • Reports are located in HPRP folder in ART • Reports 2 and 3 were designed by Bowman following HUD specifics hmismn.org

40. HPRP Client Data Check QPR • First tab highlights data entry errors in columns A through I • Shows all Clients with Entries or Services • Clients entered correctly should be blank in all columns (A to H) or say “ok” (I). • Anything wrong A to E and clients are excluded from report • Make sure all errors are corrected on the Data Check tab prior to submitting quarterly reports to your funders hmismn.org

41. HPRP Client Data Check QPR • Other tabs show you detailed information that will be used on quarterly reports • Missing/errors highlighted in red and A through I repeated next to data causing errors • Entries • Services • Exits hmismn.org

42. HPRP Counting Report QPR • HPRP Counting Report QPR only shows clients entered correctly: HUD design requirement • Report breaks out both quarterly and totals for entire grant program (GTD) • First report will have same numbers in both areas • Households and Persons counted throughout report • Breakouts also by Homeless Prevention and Assistance hmismn.org

43. HPRP Counting Report QPR • Households • Both singles and families are counted as households • If household members are missing from the report, it may cause people to show up as singles • HPRP Counting Report QPR Plus Client Detail shows these breakouts hmismn.org

44. HPRP Counting Report QPR • Three Main Sections: • Total Individuals and Households Served • Tab A • Counts of Services Provided • Tab A • Exit Information • Tabs B (Homeless Prevention) and C (Homeless Assistance) hmismn.org

45. HPRP Counting Report QPR • Exit information • Destination, and Housing Status needed. Services need to be record correctly. • Tab D: Additional Information • Prompt information including providers and dates selected • Unique and Client ID counts hmismn.org

46. HPRP Counting Report QPR Plus Client Detail • Report shows counts plus who is included in the HPRP Quarterly Counting Report • Tabs E through G show clients on report • Includes breakouts by singles and families • Highlights who shows up in the Quarterly and GTD (Grant to Date) columns • No client names, only Client Unique ID, Client ID and Household ID • Household ID= ID2 hmismn.org

47. HPRP Annual Report (APR) • Data elements for APR set but report specifics still in development • More data check reports will be available in January for complete data checking for APR • We will provide more details as we learn more from HUD hmismn.org

48. Wilder Helpdesk • hmis@wilder.org • 651-280-2780 or 1-800-328-2972 • Help desk unavailable on Dec 24th, 25th, and Jan 1st. At least two people available most other days, especially last week in December. • www.hmismn.org (forms, instructions, training schedule, training/webinar PowerPoints) • Access recorded Webinars through Newsflash section of ServicePoint hmismn.org