Give me an H-U-D!

2014 Data Dictionary and other HUD and Federal Partner Updates

HUD/Federal Partner Updates

HUD and Federal Partner MOU is still pending

HMIS Rule in Final Form by end of 2014

Notices in Draft Pending for end of 2014 or early 2015:• Software and Data Quality

• Security and Privacy

• Governance

HUD/Federal Partner Updates

Program Manuals for the following:ESGPATHCoC VA (SSVF)HOPWA

Released to date:Project Descriptor Data Elements

General Information

“Data Not Collected” = same as “-select-” and will count as “Missing”

“Other” field includes new text box to specify in several different locations

HPRP Retired

Report Updates

CoC APR – updated with minor changes

ESG CAPER – specs for minor changes pending

AHAR – no changes

HOPWA – specs pending

RHSP – program not funded at this time

Service Point Reporting

Canned ReportsUpdated with minor changes

ART GalleryMajority of reports need

upgrade; first Industry then other high usage and so on

Custom ReportsTemplate for picklist changes

provided to swap out values

Recent HUD Publications

System Performance Measures

Prioritizing Persons Experiencing Chronic Homelessness in PSH

HMIS Project Descriptor Data Elements

Data Collection Stages

Record Creation

Project Entry

Update (via Interim Review)

Annual Assessment (via Interim Review) + or – 30 days of Anniversary DateMust use Annual Assessment PL

Project Exit

Project Descriptors

These are the data elements that tell you about the projects in the implementationHMIS Lead responsible for

accuracyShould be updated no less

than once annually

2.1 and 2.2 Organization and Project Identifiers

System assigns Organization Id and Project Id

Organization is the higher level Provider

Projects are associated with an organization

2.3 Continuum of Care Code

The HUD CoC Code(s) must be identified per projectMore than one code is

allowable Format should be XX-###CH-123

Start Date/End Date in SP allow for pulling codes into reports (retains history)

2.4 Project Type

Only one Project Type is allowedContinuum Y/N = Select Y if

provides services/housingSSVF must be set as RRH

and HP separately Services Only – with or

without residential affiliationStreet Outreach = Street

Homeless vs Services Only

2.5 Method for Tracking ES Utilization

Must identify as Night By Night (nbn) or Entry ExitEntry/Exit = requires

continuous stay with formal intake and exit

Nbn = tracks nights of shelter, still requires Entry/Exit

Difference = Performance Measures

2.6 Federal Partner Funding Source

List each applicable funding sourceThese are identified by

name of source and project type = ie HUD CoC TH

Include Grant Identifier and Grant Start Date and Grant End Date

2.7 Bed and Unit Inventory

Required for all residential projectsDo not have to track day to

day fluctuationsNew = number of dedicated

CH, Vet and Youth (by age) beds

Will update 0629 HIC to new standards later this winter

2.8 Site Information (Optional)

IF generating HIC from HMIS then fill in this fieldPrincipal Site = location of

largest inventory beds/unitsGeocode comes from the

HUD distributed listAddress for the site

2.9 Target Population (Optional)

IF generating HIC from HMIS then fill in this fieldTarget Population is set if

75% of the clients served fit the target group description

Picklists = DV, HIV and NA

Universal Data Elements

All HMIS participating agencies are required to completeThis is any project using

software as HMISFunding is not a factorThese elements are the

foundation for AHAR

Universal Data Elements: Changes

New ElementsDestinationRelationship to HoHClient Location CodeLength of Time on Street, ES

or SH

Removed ElementsZip code of last perm addressHousing Status

3.1 Name

Record Creation/All ClientsAdds Name Data Quality

fieldFull NamePartial, Street Name or Code

Name Client Doesn’t KnowClient RefusedData Not Collected

3.2 Social Security Number

Record Creation/All ClientsAdds DQ picklist for

Approximate or Partial SSN reported

Enter DQ picklist of Client Doesn’t Know if the client does not have an SSN

3.3 Date of Birth

Record Creation/All ClientsIf the client cannot provide

the full date of birth but does give a year then approximate with 1/1/xx using the year of birth that corresponds with the age

Select Client doesn’t know if the client can’t approximate within one year

3.4 Race

Record Creation/All ClientsMaking changes to

demographic table to improve workflow

Currently defaults to Primary/Secondary; Races 3-5 availableCan set up additional races

on “Race” assessment

3.5 Ethnicity

Record Creation/All ClientsMaking changes to

demographic table to improve workflow

Self identifiedHispanic/Latino = Cuban,

Mexican, Puerto Rican, South or Central American or other Spanish culture of origin regardless of race.

3.6 Gender

Record Creation/All ClientsMaking changes to

demographic table to improve workflow

Self reportedIf “Other” is selected, a new

text box is provided to specify

3.7 Veteran Status

Record Creation/Age 18+Record as Yes for any client

who has been Active Duty in the Armed Forces

Update required when client turns 18

Now a static field on the Client TableThis allows the Veteran Status to

“carry forward” from Project Entry to Project Entry

3.8 Disabling Condition

Project Entry/All Adults Record as Yes if client

meets description in Data Manual

Now answered independent of Disability Type, but if a Type is identified (and the client is Adult) then Yes should be selected

3.9 Residence Prior to Project Entry

Project Entry/Adults and HoHUpdate required when client

turns 18Residence Prior = contains

new PL valuesLength of Stay in Previous

Place = One week or less divided into “One day or less” and “Two days to one week”

3.10 - 3.11 Project Entry and Project Exit Date

Project EntryResidential Start date = first date of

occupancyPH-RRH = date became project

participant (could be just services at first)

Street Outreach = date of 1st contact

Project ExitExit date = last service, last day of

occupancy

3.12 Destination

Project Exit/Adults and HoHNow a UDENew PL values including

“No Exit Interview Completed”

If non-housing = use same location as where client was living during project participation

3.13 and 3.14 Personal ID and Household ID

Generated by the systemUsed to assist with de-

duplication clients and households

In ServicePoint, do not have to create a Household for Singles

No changes to these elements

3.15 Relationship to Head of Household

Project Entry/All Clients Household = group of people

who apply together for assistanceHoH = Primary client, Eligible

Individual – not necessarily Leader of Household

Only one client can be labeled “Self”If HoH exits project, new HoH

must be identified and other relationships updated

3.16 Client Location

Project Entry & Update/HoHLocation of client for

services/residential stayUses values from PL for

CoC Code [2.3]Data used to report on

clients served outside the CoC/HMIS

3.17 Length of Time on Streets, ES or SH

Project Entry/Adults and HoHChronic Homelessness will be

measured using this Q, Disability Status and history of homelessness

1 day of homelessness in a month = 1 month of homelessness

Status Documented = record on paper in file or in HMIS of clients LOH

Program Specific Elements

Characteristics of Clients, Services and Outcomes

Applicability of questions varies

Must refer to 2014 Data Manual for specifics

4.1 Housing Status

Project Entry/Adults and HoH

HOPWA, PATH and RHSP only

New categories that align with Homeless Definition

See 2014 Data Manual for definitions of categories

4.2 Income and Sources

Project Entry, Update, Annual Assessment, Exit/Adults & HoH

Required for most program types

If user selects Yes for type, then must provide amount (estimate if needed)

Must be updated for clients that turn 18

Now for current income sources

Income sources for minors should be recorded on adult’s profile

4.3 Non Cash Benefits

Project Entry, Update, Annual Assessment, Exit/Adults & HoH

Required for most program types

Must be updated for clients that turn 18

Now for current non-cash benefit sources

Benefits for minors should be recorded on adult’s profile

4.4 Health Insurance

Project Entry, Update, Annual Assessment, Exit/All Clients

Required for most program types

Must be updated for clients that turn 18

Now includes MEDICAID, MEDICARE, SCHIP and VA Medical Services

HOPWA required to answer “No” dependant questions (5.11.3 fix pending)

4.5 – 4.10 Disabilities

Project Entry, Update, Exit/All Clients

Required for all but VA (HIV/AIDS not required by RHY)

Additional required questions about duration, documentation, services/tmt

Additional PATH Questions for Mental Health and Substance Abuse

4.11 Domestic Violence

Project Entry, Update/Adults and HoH

Required for all but VA and RHY

Treat information with sensitivity but may be helpful for providing services/safety to client and other clients

Clients with “Yes” values may be entered into HMIS; not the same as VAWA funded projects (no HMIS)

4.12 Contact

Project Entry, Update, Exit/Adults and HoH

Required for all Street Outreach, PATH and ESG nbn projects

Record using Outreach Subassessment with each Contact

Defined as an interaction between worker and client

4.13 Date of Engagement

Update/Adults and HoH

Required for all Street Outreach, PATH and ESG nbn projects

Record only one for each Entry/Exit (May be null)

Defined as a deliberate client assessment or beginning of case plan

On or before PATH Status for PATH

4.14 Services Provided

Requires: Date, Service Type, (Service Transaction)Types triggered from Provider

Grant TypeServices Crosswalk on C-Go

PATHHoH/Adults

RHY/HOPWA/SSVFAll Clients

4.15 Financial Assistance Provided

Requires: Date, Service Type, Amount, (Service Transaction)Types triggered from Provider Grant

TypeFinancial Assistance Crosswalk on

C-Go

HOPWAHoH/Adults

SSVF All Clients

4.16 Referrals Provided

Requires: Date, Referral Type, (Service Transaction)Types triggered from Provider

Grant TypeReferral Crosswalk on C-Go

PATHHoH/Adults, requires Outcome Field

RHYHoH/18 or older youth

4.17 Residential Move in Date

Project Entry, Update/All ClientsRRH projects only – CoC, ESG,

SSVFIf the client is NOT housed at Entry

then record a No and at Update change the No to a Yes and enter the Move-In Date

Will be used to assist with RRH PIT data for HIC

4.18 Housing Assessment Disposition

Project Exit/HoHCoordinated Assessment

projects only – CoC, ESGRecords the client’s

disposition following a housing crisis assessment

4.19 Housing Assessment at Exit

Project Exit/All ClientsHomelessness Prevention

projects only – CoC, ESG, HOPWA

Determines whether clients remain stably housed after Homelessness Prevention services

PATH Program

Projects are either Street Outreach or Services Only

Scripting for historic PATH data available with 5.11.4

No 2013 PATH Transition Report Changes

PATH workflow available on C-Go

PATH grantees encouraged to use HMIS by end of 2016

Full HMIS reporting by January 2017

PATH Program – Pending Elements

HHS seeking approval from OMB for changes to PATH report – at discretion of the grantee

Income and Sources

Non-Cash Benefits

Health Insurance

HIV/AIDS

Connection with Soar

4.20 PATH Status

Update/Adults and HoHYes if client consents to

participation in PATH ProjectNo and reason if not enrolledDate of Engagement must be

before or on the date of PATH enrollment

4.21 Connection with SOAR

Exit/Adults and HoHYes if client has a connection to

a SOAR project Not required until after OMB

approval

RHY Program

Joint Communication from HHS and HUD is expectedGrantees will be “encouraged”

to begin using HMIS as of 11/15/14

Reporting occurs in October of April each yearNo report is anticipated to be

required in April of 2015

RHY Data Elements All clients on or after Entry

4.22 RHY BCP Status

Project Entry/HoH and Clients 18+

4.23 Sexual Orientation

4.24 Last Grade Completed

4.25 School Status

4.31 Formerly…Child Welfare/Foster Care

4.32 Formerly…Juvenile Justice System

4.33 Young Person’s Critical Issues

4.34 Referral Source

4.35 Commercial Sexual Exploitation

RHY Data Elements

Project Entry and Exit/HoH and Clients 18+

4.26 Employment Status

4.27 General Health Status

4.28 Dental Health Status

4.29 Mental Health Status

RHY Data Elements

Project Entry and Update/All Females

4.30 Pregnancy Status

Project Exit/HoH and 18+

4.36 Transitional, Exit Care, or After Care Plans and Actions

RHY Data Elements

Project Exit/HoH and Youth

4.37 Project Completion Status

4.38 Family Reunification Acheived

HOPWA Program

APR and CAPER report specifications and workflow documents pending4.39 Medical Assistance is

recorded at Project Entry, Update and Project Exit for all household members with HIV/AIDS

No further updates from HUD at this time as to requirement for HMIS participation and reporting

RHSP Program

Program not funded by HUD at this timeRHSP rule released in draft

form, final pending4.40 Worst Housing Situation is

for All Clients at Project Entry

SSVF Program

Funds Rapid Re-Housing and Homelessness PreventionThese MUST be set up as two

separate projects in HMISNew grant year started 10/1/14November export (of October

data) will be required in csv Awaiting further information from

the VA

4.41 Veterans Information

Record Creation or first Project Entry/All VeteransPreviously 4.15E (optional) Per HUD, mapping of old values

is neither required nor recommended

If client has served in more than one branch, select the one with the most time served

4.42 Percent of AMI

Project Entry/HoHField used to help determine

SSVF eligibility Should not be calculated from

Income and sources, must be manually entered by user

4.43 Last Permanent Address

Project Entry/Adults and HoHAddress of client’s last

residence of 90 days or longer (not ES address)

Street address, city, state and Address Data Quality

Changes to Sub-Assessment label coming in 5.11.3

Meta Data Elements

Data About DataDate CreatedDate UpdatedData Collection StageInformation DateProject IdentifierProject Entry IdUser Id

Available Resources

Available on Collaborango:2014 HMIS Data Dictionary Changes 7_14_14

2014 DD Master Assessment Document v3

2014 Project Descriptor Data Elements v1

5.11.0 Release Preview Webinar FAQ

2014 DD Summary and Picklist Value Changes v1

Link to 5.11.0 Release Preview Webinar

Training Video on “HUD Verification”

Service/Referral/Financial Assistance Crosswalks

FAQ 2