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Homeless Management InformationSystem (HMIS)Data Standards

2010 Revised Notice

Matt White, Abt AssociatesJeff Ward, Abt Associates

Kat Freeman, Cloudburst Group

Sponsored by The U.S. Department of Housing and Urban Development

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Purpose

• Provide grantees, subgrantees, and HMISSystem Administrators with:– An understanding of the changes from the 2004

HMIS Data Standards to the 2010 Standards– Guidance on dealing with special issues,

definitions, and new data elements– Available resources and tools on the 2010 HMIS

Data Standard

Sponsored by the U.S. Department of Housing and Urban Development 2

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Webinar Format

• Session is approximately 90 minutes.• Presenters will walk through presentation

material.• Audience members are “muted” due to the

high number of participants.• All presentation materials (PowerPoint

slides and supporting documentation) willbe available on HUD’s HomelessnessResource Exchange (www.hudhre.info).

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Submitting questions in the webinar

Audience members who would like to pose aquestion can do so through the “questions”function found in the “GoToWebinar” toolbar.

We don’t expect that we will have time toanswer all questions during the webinar. Ifyou have a question, please submit it to theAsk the Expert function on HUD’s HMIS.Infosite: http://www.hmis.info/

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Overview of Today’s Webinar

March 2010 Notice

Types of Changes between Notices

Overview of Data Elements by Category

Resources and Tools

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Contents of the March 2010 Notice

Four Sections:– Introduction to the 2010 Data Standards Notice– Program Descriptor Data Elements– Universal Data Elements– Program-Specific Data Elements

Please note that there are no Privacy or SecurityStandards Sections in the March 2010 Notice.

These sections from the 2004 Notice are still in effect.

March 2010 Notice requirements go into effect on June 1Providers will need to begin collecting and recording data in the HMIS according to this Notice asof that date.

Old, inactive records do not need to be updated with any new information. Update current clientrecords to the new Standards as you interact with the clients, and make sure that new clientrecords meet the requirements.

4 sections to the Notice:-Introduction-Program Descriptor Data Elements-Universal Data Elements and-Program-Specific Data Elements

N Privacy and Security Sections for the March 2010 Notice. Revisions to these Technicalsections will be included in a future Notice. Privacy and Security Requirements outlined in the2004 Notice are still applicable and must be followed.

Actual Notice is the “2009 Data Standards Notice” but will be referred to as the March 2010Notice or Standard.

data elements and reporting requirements for HPRP that were in the 2009 Revised Data Standardshave been incorporated into the March 2010 Standards. These, the March 2010 Data Standardswill remain in affect until 2013.

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Contents, Section 1

• Introduction to the Notice– Significant Differences between the 2004 Notice

and 2010 Notice– Statutory Authority– Definitions– Victim Service Provider– Summary of Data Standard Applicability and

Collection Requirements

Section 1 of the March 2010 notice provides the introduction to the Notice.

It includes an overview of the significant differences between the 2004 and 2010 Notice.

It articulates the Statutory Authority HUD has to collect develop and implement data collectionand reporting strategies related to the programs they fund.

It also includes the Summary of Data Standard Applicability and Collection Requirements.

There are two subsections of the Introduction that are particularly important for CoCs, HMIS, andprovider staff to understand:

-the Definitions Section and

-the Victim Service Provider Section

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Definitions and Victim Service Provider

• Definitions:– 26 Definitions of terms and acronyms that are

used throughout the Notice

• Victim Service Provider:– Provides guidance to Victim Service Providers

on HMIS participation

The Definitions section provides 26 definitions of terms and acronyms that are usedthroughout the Notice.

CoC are STRONGLY ENCOURAGED to download the March 2010 Notice and becomefamiliar with these definitions!!!

The Victim Service Provider section reiterates that domestic violence service providersare not to disclose personally identifying data about any client for the purposes of HMIS,per VAWA. It also reiterates the use of a comparable database for HPRP, that victimservice provider beds are excluded from the HMIS coverage calculation, and states thatprogram descriptor data for victim service providers must be entered into the HMIS...theonly exception to this rule is that the street address for a facility that provides victimservices to clients must be excluded.

Remember that Program Descriptor Data Elements describe Programs, not clients.

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Types of Changes

Changes fall into five categories:

• Data elements – added, changed or made optional• Response Values – added, changed, clarified,

expanded• Time/frequency –collected at a new time or more

frequently• Subject – more clients are subject to data collection• Special Issues – additional guidance

The 2010 Standards makes many changes, some minor, some critical.

The changes fall into 5 primary categories:

1.Changes to the data elements themselves - some were added, some were changed, andsome were made optional

2.Response values changes – some were added, some were changed, some were clarified,and some were expanded

3.Time or Frequency of collection changes – some data elements are collected at a newtime or more frequently than the 2004 Notice

4.Subject...or Client Applicability...changes – some data elements are required to becollected from a broader client base and,

5.Special Issues - there is additional guidance on the requirements of the data collection.

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Program DescriptorData Elements

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Program Descriptor Data Elements

This is a list of the Program Descriptor Data Elements.

2.1 Organization Identifier2.2 Organization Name2.3 Program Identifier2.4 Program Name2.5 Direct Service Code2.6 Site Information2.7 Continuum of Care Number2.8 Program Type Code2.9 Bed and Unit Inventory Information2.10 Target Population A2.11 Target Population B2.12 Method for Tracking Residential Prog. Occupancy2.13 Grantee Identifier

All of these data elements are new since the 2004 Standard.

This first data element category is necessary to uniquely identify programs within theHMIS itself.

They are required for all homeless assistance and prevention programs in the CoC’sjurisdiction – regardless of funding sources and HMIS participation requirements.

They are necessary for accurately and distinctly identifying and reporting the variousprograms, whether for sheltering a client or providing a service, that operate within aCoC.

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Program Descriptor Data Elements (cont.)

These Program Descriptor Data Elements work together.

Establish program hierarchy using:

2.1 Organization Identifier2.2 Organization Name2.3 Program Identifier2.4 Program Name2.5 Direct Service Code

They establish the hierarchy of programs within an organization in the HMIS anduniquely identify Organizations and their programs. They also identify whether or not,within the electronic HMIS system, programs are organizational names only OR do theprograms provide direct services.

The Organizational Identifier and Name uniquely identifies an agency within the HMIS.

The Program Identifier and Name uniquely identifies, in the HMIS, the programs run bythat agency.

The Direct Service Code identifies if the organization/program directly provides servicesto clients. In general, the organization does not provide direct services to clients – theprograms that it runs do.

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City of Whoville

Whoville EmergencyServices

Whoville TransitionalServices

Whoville PermanentHousing

WhovilleOvernight

WhovilleOutreach

WhovilleApartments

(S+C)

WhovilleChild Watch

Program

HopeHaven TH

EmploymentServices

353 MainStreet

DirectServices =

“NO”

DirectServices =

“YES”

At the top of the hierarchy is the primary (corporate) name of the organization (City ofWhoville)

City of Whoville doesn’t directly provide services to clients -----they haveDEPARTMENTS that run PROGRAMS that do - assigned a unique Organizational ID;tagged “No” for direct services in the Direct Services Code.

The City of Whoville’s DEPARTMENTS don’t provide direct services to clients, thePROGRAMS do. - assigned a unique organization ID and a unique Name (preferably avariation of the Organizational Name, like “City of Whoville Emergency Shelters”);tagged as “No” for direct services in the Direct Services Code.

PROGRAMS that are run by the City of Whoville’s DEPARTMENTS DO provide directservices to clients - assigned a unique Program ID and unique name (WhovilleOvernight); tagged as “Yes” in the direct service code data element.

Red bar shows the split in the hierarchy of organizational and program names where theDirect Services Code should be marked either “No” or “Yes”.-Everything above the bar is marked as “NO” in the Direct Services code because areorganizational or department names, and don’t directly provide services.-Everything below the bar is marked as “YES” in the Direct Services code because theyare programs within the hierarchy of the entire organization that provides direct servicesto clients on behalf the organization.

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2.6 Site Information– Program Site Configuration Type– Site Address– Geocode– Site Type– Housing Type

This information is collected at the program and sitelevel.

Site Information data element.

-purpose is to describe the overall program configuration and, if applicable, the facilitywhere the program providers the majority of its housing or services – in other words, itsprinciple program service site.

This data element has 5 components:

-Program Site Configuration Type

-Site Address

-Geocode

-Site Type and

-Housing Type

This information is collected once for each CoC Program but must be reviewed annuallyto ensure it is up to date. An opportune time to conduct this annual review is during theHousing Inventory Process that occurs during your Point in Time count, if you countannually.

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• Program Site Configuration Type– Single site, single building– Single site, multiple buildings– Multiple sites

• Site Address– EXCEPTION: Victim Service Providers address list

administrative office address (no shelter address)– Mobile and scattered site programs should record

the address of their administrative office• Geocode

– Scattered site should record for the location of themajority of their beds or where the beds werelocated as of the last HIC update.

The 3 response values for Program Site Configuration Type are listed – they are straightforward, regardless of whether you are a housing or services only program.

Take note about Site Address and Victim Service Providers. As noted earlier in thepresentation, victim service providers are exempt from recording address information forproperties serving clients. They should, however, record the address of theiradministrative offices. If the administrative offices also provide direct services, a postoffice box would be sufficient.

Also under Site Address, Mobile services that don’t have a principle service site (such asoutreach programs) or Scattered Site programs should record the address of theiradministrative office.

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• Site Type– Non-Residential: Services Only– Residential: special needs and non-special needs– Residential: special needs only

• Housing Type– Mass shelter/ Barracks– Dormitory/hotel/motel– Shared housing– Single Room Occupancy (SRO)– Single Apartment (non-SRO)– Single Home/townhouse/duplex– Not Applicable: non-residential program

These are the listing, respectively, of the response categories for Site Type and HousingType. Please note that a services only or non-residential program should choose “NotApplicable: non-residential program” as the Housing Type. Do not leave this elementcomponent blank

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• 2.7 Continuum of Care Number

• 2.8 Program Type Code– Emergency Shelter– Transitional Housing– Permanent Supportive Housing– Homeless Outreach– Homeless Prevention and Rapid Re-housing– Services Only Program– Other– Safe Haven– Permanent Housing (e.g., Mod Rehab SRO,

subsidized housing without services)

The Continuum of Care Number and the Program Type Code used to be part of theProgram Identifier in the old 2004 Data Standards, now they are their own, separate dataelements.

In addition, the Program Type Code now has three additional response categories fromthe original 2004 Standards:

-Homeless Prevention and Rapid Re-housing

-Safe Haven and

-Permanent Housing

Also, the “Street Outreach” category has been changed to “Homeless Outreach”.

Reminder, the Program Descriptor Data Elements are collected once, and then updatedannually. Wrap this annual updating process into the Point in Time Count process and itwill be a lot easier to manage.

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• 2.9 Bed and Unit Inventory Information– Household Type– Bed Type– Availability– Bed Inventory– CH Bed Inventory (PSH Only)– Unit Inventory– Inventory Start Date– Inventory End Date– HMIS Participating Beds– HMIS Participation Start Date– HMIS Participation End Date

This data element consists of the 11 components listed here.

-The purpose is to record inventory information for each residential CoC Program inorder to produce Housing Inventory for the CoC application and the AHAR.

-only applies to programs that selected response 2 or 3 (Residential: special needs andnon-special needs or Residential: special needs) in the Site Type component of the SiteInformation data element.

Like the rest of the Program Descriptor Data Elements, this information must be updatedat least annually. Since the Housing Inventory Chart is a reflection of the beds and unitsavailable on the Point in Time count date, it is a good practice to update thesecomponents at the same time.

Please refer to the 2010 Housing Inventory Instructions and the Housing InventoryGuidance published by HUD for specific categorization and inclusion requirements.

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Bed and Unit Inventory Information– Household Type

• Households without Children• Households with Children

– Bed Type• Facility-based• Voucher• Other

– Availability• Year-round• Seasonal (Emergency Shelters Only)• Overflow (Emergency Shelters Only)

– Bed Inventory– CH Bed Inventory (PSH Only)– Unit Inventory

Household Type has 2 response values: Households WITHOUT Children and Households WITHChildren. Persons 18 and over are considered adults; therefore, for a household to meet the criteriafor Households with Children, there must be at least one person 18 and over and one person under 18who are applying together as a single household.

Bed Type has 3 response values: Facility-based, voucher, or other. Facility-based beds are those in aresidential homeless assistance facility, vouchers are beds in use in a hotel or motel through vouchers,etc. and other is for beds located in a campground, church, or other facility not dedicated for use bypersons who are homeless.

The Availability component consists of Year-round, Seasonal, and Overflow.

-Year-round beds are available year round

-Season beds are those that are PLANNED for to meet seasonal needs for anticipated higher demandand have start and end dates.

-Overflow beds are those that are available on an ad hoc or temporary basis in response to demandthat exceeds the combined PLANNED capacity of year-round and seasonal beds.

Bed Inventory is a number that represents the total number of beds available for occupancy as of theInventory Start Date.

The Chronic Homeless Bed Inventory component only applies to programs who selected PermanentSupportive Housing as their Program Type code.

Unit Inventory, like Bed Inventory, is a number that represents the number of units available foroccupancy at the time of the inventory start date.

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Bed and Unit Inventory Information– Inventory Start Date

• The date the bed/unit inventory was made available– Inventory End Date

• The date the bed/unit inventory was no longer available– HMIS Participating Beds– HMIS Participation Start Date– HMIS Participation End Date

Inventory Start and End Date...This the date the beds and units became available for use.bed and unit inventory now must be maintained from a historical point of view in theHMIS, these dates may represent when a change in the number of beds and unitsavailable occurred.

HMIS Participation Beds. This is the number of beds participating in the HMIS, alongwith a start and end date. Under the definition section of the Data Standards, a HMISParticipating Bed is defined as “For any residential homeless program, a bed isconsidered a “participating HMIS bed” if the program makes a reasonable effort torecord all universal data elements on all clients served in that bed and discloses thatinformation through agreed upon terms to the HMIS Lead Agency at least onceannually”.

Communities may have a Data Quality Standard that has more specific criteria aboutwhat constitutes a Participating Agency, for instance, are they meeting the CoC’sexpectations for completeness, timeliness, and accuracy. This is completely acceptable,as long as the CoC’s expectations minimally meet HUD’s expectations as outlined in thedefinition

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2.10 Target Population A– Single Males (18 years or older)– Single Females (18 or older)– Single Males and Females (18 or older)– Couple Only, No Children– Single Males and Households with Children– Single Females and Households with Children– Households with Children– Unaccompanied Young Males (under 18)– Unaccompanied Young Females (under 18)– Unaccompanied Young Males & Females (under 18)– Single Male and Female & Households with Children

Target Population A is optional; however, its good information to record in the system asa means to track bed utilization and service gaps.

A population is considered a “target population” if the program is designed to serve thatpopulation and at least three-fourths – or 75% - of the clients served by the program fitthe target group descriptor.

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2.11 Target Population B– DV: Domestic Violence victims– VET: Veterans– HIV: Persons with HIV/AIDS– NA: Not Applicable

2.12 Method for Tracking Residential ProgramOccupancy– Program Entry and Exit Date Comparison– Bed Management Model– Service Transaction Model

2.13 Grantee Identifier

Target Population B is required and cannot be blank. If the program does not serve eitherDomestic Violence victims, Veterans, or Persons with HIV/AIDS, then the Target Population Bmust be designated as NA – or Not Applicable.

The Method for Tracking Residential Program Occupancy is the method the program is using toaccurately track the number of actual nights that a client stays in the program. The standard forprograms that must complete an SHP APR is the Program Entry and Exit Date Comparison.Programs that are not required to generate an APR may use the alternative Bed Management andService Transaction Models.

The Bed Management Models are based on software bed management functionality that canstore historical information on the actual nights of occupancy separately for each client.

Service Transaction Models use a similar approach to the bed management functionality, onlysheltering services are recorded as Service Transactions that are, again, stores the transactions ina historical manner.

The last component of the Program Descriptor Data Elements is the Grantee Identifier. Thisidentifier is specifically for HPRP grantees and sub grantees that receive funding under theAmerican Recovery and Reinvestment Act of 2009. This identifier is the federal grant or otheridentifying number that has been assigned to the grantee or subgrantee by HUD.

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UniversalData Elements

With the exception of the new data element Housing Status, the Universal Data Elementsare largely unchanged from the original Notice in 2004.

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Change Types

• Numeration of response values– 4.1 Income and Sources: Veteran’s Pension

• 2004: response numbered “11”• 2010: renumbered to “13”

• Response values descriptions changed– To clarify response options

• Changes in data collection timing/frequency– How often data is collected

• Changes in subject scope– 3.8 Disabling Condition

• 2004: Required for adults only.• 2010: Required for all clients

The changes to the UDEs fall under 4 categories:

-Numeration changes to response values

-Description changes to response values

-Collection Timing or frequency changes and

-Changes in subject scope (in other words, who you are required to collect the data on)

Numeration changes, or Renumbering, of response values will primarily affect HMISSoftware Solution Providers and locally developed reporting.

Some response value descriptions have changed to clarify response options.

Data collection timing and frequency refers to changes that impact when and how often adata element must be collected and updated.

Changes in Subject scope means that the universe of clients from whom a data elementmust be collected has changed.

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Universal Data Elements

3.1 Name3.2 Social Security Number3.3 Date of Birth3.4 Race3.5 Ethnicity3.6 Gender3.7 Veteran Status3.8 Disabling Condition3.9 Residence Prior to Program Entry3.10 Zip Code of Last Permanent Address3.11 Housing Status3.12 Program Entry Date3.13 Program Exit Date3.14 Unique Person Identification Number3.15 Household Identification Number

This is a list of the Universal Data Elements included in the 2010 Standards. DataElements that are different from the 2004 Standards are highlighted in Red.

Remember, Universal Data Elements are required for collection on all clients in anHMIS, with the exception of Veteran’s Status, which is not applicable to youth under 18.

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Universal Data Elements (cont.)

• 3.3 Date of Birth– Added: Date of Birth Type component for assessing

data quality• Full DOB Reported• Approximate or Partial DOB Report• Don’t Know• Refused

• 3.4 Race– Distinct data element– Added: Don’t Know and Refused response values

Date of Birth. For Date of Birth a new component has been added for assessing dataquality. Under this component a Date of Birth can be identified as being full, partial, orapproximate.

Race is now its own distinct data element from Ethnicity. Don’t know and Refused addedas response values.

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• 3.5 Ethnicity– Distinct data element– Added: Don’t Know and Refused response values

• 3.6 Gender– Added: Transgendered responses– Added: Don’t Know and Refused response value

• 3.8 Disabling Condition– Must now be collected for all clients served

Ethnicity. Like Race it is now a distinct data element and has Don’t know and Refusedadded as response values.

Gender now has additional response values to record transgendered responses, as well asDon’t Know and Refused.

The change to Disabling Condition is that it must be collected for all clients served,rather than just adults.

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• 3.9 Residence Prior to Program Entry– Tenure and Housing Subsidy incorporated into

response values– Added Response Values:

• Safe Haven• Rental by client, with VASH housing subsidy• Rental by client, with other (non-VASH) ongoing housing

subsidy• Owned by client, with ongoing housing subsidy• Rental by client, no ongoing housing subsidy• Owned by client, no ongoing housing subsidy• Don’t Know and Refused

– Deleted:• Room, apartment, or house that you rent• Apartment or house that you own

Residence Prior to Program Entry:

-“Safe Haven” has been added as a response category along with Don’t Know andRefused.

-the tenure and housing subsidy information has been incorporated into response values,which resulted in the deletion of response values “room, apartment, or house that yourent” and “apartment or house that you own”.

In their place, new response values have been added. They are:

-Rental by client, with VASH housing subsidy

-Rental by client, with other (non-VASH) ongoing housing subsidy

-Owned by client, with ongoing housing subsidy

-Rental by client, no ongoing housing subsidy and

-Owned by client, no ongoing housing subsidy

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• 3.10 Zip Code of Last Permanent Address– Change in wording to response value

• 3.11 Housing Status– New Element

• Response values:– Literally Homeless– Imminently losing their housing– Unstably housed or at-risk of losing their housing– Stably Housed– Don’t Know and Refused

• 3.12 Program Entry Date– Special Issues section -- suggested models for

noting and tracking supportive services received bythe client prior to program entry:

• Service Transaction Model• Separate Program Model

For the Zip Code of Last Permanent Address, the only change is in the wording of a response value inthe Zip Code Type component to “Full or Partial Zip Reported”, with the “Partial” being the additionallanguage.

Housing Status is a completely new data element. This data element is identify those who, at programentry and exit, are literally homeless rather than housed and in varying stages of stability.

-NOT for determining program eligibility!

-allows programs that serve both homeless and non-homeless persons to separate these two populationsfor reporting purposes.

Program Entry Date now include suggested models for noting and tracking supportive services receivedby clients outside the traditional residential stay period, such as services provided prior to programentry, or services provided outside the official APR reporting period.

The service transaction model utilizes the “Services Provided” optional data element in the Program-Specific Data Elements category and services are recorded in the system without a relationship to aprogram entry and exit date.

The separate program model involves a program establishing a separate program profile under whichpre-program entry services are recorded. Please note that these are suggestions based on communitybest practices are neither model for recording services outside the APR reporting period or programentry and exit are prescribed as mandatory by HUD.

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Program-SpecificData Elements

So, like the Universal Data Elements, most of the changes to the Program-Specific DataElements fall under the 4 categories of:

-Numeration changes to response values

- Description changes to response values

- Collection Timing or frequency changes and

- Changes in subject scope

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Program-Specific Data Elements

4.1 Income and Sources4.2 Non-Cash Benefits4.3 Physical Disability4.4 Developmental Disability4.5 Chronic Health Condition4.6 HIV/AIDS4.7 Mental Health4.8 Substance Abuse4.9 Domestic Violence4.10 Destination4.11 Date of Contact4.12 Date of Engagement4.13 Financial Services Provided4.14 Housing Relocation & Stabilization Services Provided4.15 Optional Data Elements


This is a list of the Program-Specific Data Elements in the 2010 Data Standards. As youcan see, they are all highlighted as having changes. Don’t PANIC! Most of the changesare very simple, like the addition of “Don’t Know” and “Refused” as additional responsecategories.

there are two Data Elements that were in the 2004 Data Standards that are no longerrequired for HUD funded programs: Reasons for Leaving and Services Received (nowServices Provided). These data elements have been moved to the Optional DataElements section of the 2010 Data Standards as Element 4.15.

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Program-Specific Data Elements

• 4.1 Income and Sources– Frequency of Collection

• Program Entry• Program Exit• Annually

– General question• Income Receipt in last 30 days, Y/N

– Dollar amount of earned income is required– Dollar amount of other income is optional– Total Income is still required

The Changes to the Income and Sources are listed here.

In addition to collecting data on income at program entry and exit, Income must also becollected and updated annually, if the client’s stay in the program is longer than 365days. Programs are encouraged to conduct this income update just prior to the close ofthe APR reporting period.

There is a new component to Income and Sources. It is a general question regarding thereceipt of income in the last 30 days, responded to with a Yes or No answer. If theanswer is NO, then no further data collection on Income and Sources needs to beconducted for that program entry, exit or annual update. This reduces the data collectionburden on clients who have no income. Like the 2004 Standards, Earned Income (payreceived from a job) must be accompanied by the dollar amount of the earned incomethat was received during the past 30 days; other forms of income must be tagged ashaving been received within the last 30 days, but it is optional to record the amount ofthat income. However, programs should keep in mind that the optional recording of theindividual amounts of income sources does not negate the requirement to record the totaldollar amount of the income received during the past 30 days.

Remember, as a general rule, income is recorded for each client and is assigned to ahousehold member if the income source/amount would leave the household upon thedeparture of that member.

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Program-Specific Data Elements (cont.)

• 4.2 Non-Cash Benefits– Frequency of Collection

• Program Entry• Program Exit• Annually

– Subject Scope• 2004: limited to adults and unaccompanied youth• 2010: All Clients Served

– General question• Non-Cash Benefit Receipt in last 30 days, Y/N

– Response values• Clarification: #12 clarified regarding ongoing rental

assistance• Added: Temporary Rental Assistance

Like Income and Sources, the timeframes for collecting data on Non-Cash Benefits hasnow been changed to include an annual update and has the added general question,“Non-cash benefit received from any source in past 30 days”.

The Subject Scope has also changed – programs must collect and associate this data forall clients served, including children.

Additionally, there is a clarification to the language to response value #12, which nowreads “Section 8, Public Housing, and other ongoing rental assistance”. To account fortemporary rental Assistance, a new response value has been added.

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• 4.3 Physical Disability• 4.4 Developmental Disability• 4.6 HIV/AIDS• 4.7 Mental Health• 4.8 Substance Abuse

– New Component• Currently Receiving services or treatment

– Frequency of Collection• Program Entry• Program Exit• Annually

– Subject Scope• 2004: only adults & unaccompanied youth• 2010: All Clients Served

– Response values• Added: “Don’t Know” and “Refused”

These 5 data elements have the same changes to them... 4.5 in the next slide since it’s anew data element.

Each of these elements has a new component that asks whether or not the client isreceiving services or treatment for the condition.

Also, the data must be now be updated annually along with program entry and exit. Thequestions now apply to all clients served, and the “Don’t Know” and “Refused” responsevalues have been added.

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• 4.5 Chronic Health Condition– New Data Element

• Does the client have• Currently Receiving services or treatment

– Frequency of Collection• Program Entry• Program Exit• Annually

– Subject Scope• All Clients Served

– Response values• “No”, “Yes”, “Don’t Know” and “Refused”

Chronic Health Condition is a new data element needed to complete APR’s for HUD-funded homeless assistance programs (excluding HPRP). A chronic health condition is adiagnosed condition that is

•more than 3 months in duration

•And either

• Not curable

• Or has residual effects that limit daily living and require adaptation infunction or special assistance

Some examples of chronic health conditions include heart disease, severe asthma,diabetes, adult onset cognitive impairments and stroke, to name a few. Additionalexample are cited in the 2010 Notice.

The response categories, frequency of collection and client scope are the same asprevious slide

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• 4.3 Physical Disability• 4.4 Developmental Disability• 4.5 Chronic Health Condition• 4.7 Mental Health

SPECIAL ISSUE!!

If response to these data elements is “Yes”, thenthe case manager must document the condition.

Documentation includes written verification from a state-licensedprofessional, such as a medical service provider or a health-careprovider, the Social Security Administration, or the receipt of adisability check (i.e. SSDI Check or VA disability benefit check).

Generally, If the response to these data elements is “yes”, then the case manager MUST document the condition byobtaining written verification from a state-licensed professional, such as a medical service provider or a health-careprovider, the Social Security Administration, or the receipt of a Disability Check – SSDI and VA.

-If it is a requirement of the funding of the program that the data element(s) must be collected, then official documentationmust be obtained.

Examples:

-SHP funded programs, S+C, SRO – because HUD requires the collection of these program-specific data elements for thepurposes of the APR, if the response is “yes”, then the programs are required to obtain official documentation to back it up.

-Emergency Shelters – currently no federal funding source requires the collection of program-specific data elements foremergency shelters (only the PDDEs and UDEs are required). Therefore if an emergency shelter chooses to collect any ofthese data elements, it does NOT require official documentation (it can be client reported, etc.).

-PATH/ VA/RHYMIS, etc – If the funding source chooses to require the collection of any of these program specific dataelements, and the response is “yes”, then the programs will be required to obtain official documentation. If the fundingsource chooses to have these data elements as “optional”, then no official documentation is required (it can be clientreported, etc.)

-If the PATH program chooses to require 4.7 (Mental Health) but chooses not to require 4.3, 4.4, or 4.5, then officialdocumentation is required for 4.7. Elements 4.3 to 4.5 may still be collected by the program, but it can be client reported,etc...

This should not be confused with UDE data element 3.8 Disabling Condition, which does not have this specific requirementunder the Standards. Even if the response to 3.8 is derived from 4.3, 4.4, 4.5 or 4.7, the requirement for officialdocumentation rests with the Program-specific data elements, not the UDE.

-This clarification means that HMIS software may implement a secondary custom data element to identify if the responserecorded in the program specific data elements is “client reported”.

-communities should implement an additional data quality process to insure that programs required to obtain officialdocumentation are recording this information correctly in the system and that they have the documentation required.

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• 4.9 Domestic Violence– Added “Don’t Know” and “Refused”

• 4.10 Destination– Tenure and Housing Subsidy incorporated into

response values– Added Response Values:

• Safe Haven• Rental by client, with VASH housing subsidy• Rental by client, with other (non-VASH) ongoing housing

subsidy• Owned by client, with ongoing housing subsidy• Deceased• Don’t Know and Refused

– Changed:• “Room, apartment, or house that you rent” to “Rental by client,

no ongoing housing subsidy”• “Apartment or house that you own” to “Owned by client, no

ongoing housing subsidy”

The only change to the Domestic Violence data element is the addition of “Don’t Know”and “Refused” to the response categories.

Destination, however, had a number of changes to the response categories.

First, like the Universal Data Element Residence Prior to Program Entry, the Tenure andHousing Subsidy has been incorporated into the response categories.

Second, there are some new response categories and the VASH (Veterans AffairsSupportive Housing) housing subsidy has been separated into its own category. (At therequest of the Department of Veterans Affairs, programs are now asked to track subsidiesprovided through the Veterans Affairs Supportive Housing (VASH) program as aseparate destination type.)

Third, the rental and ownership response categories have been expanded to specificallyindicate no ongoing subsidy

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• 4.11 Date of Contact– Date, with Time Stamp– Location of Contact

• Place Not Meant for Habitation• Service Setting, Non-Residential• Service Setting, Residential

• 4.12 Date of Engagement– Date, with Time Stamp

Date of Contact and Date of Engagement : new; part of a collaboration between HUD and HHS to align data collection andoutcome measurement between HUD SHP Outreach programs and SAMHSA’s PATH program. Both of these data elementsare required for outreach programs, but they are not required for other SHP programs.

A “Contact” is an interaction between an outreach worker and a client. It may include a verbal conversation about theclient’s well being or needs, distribution of brochures and other educational materials, or a referral for service. Outreachprograms are encouraged to only record meaningful contacts that include deliberate and targeted attempts to further engageclients, rather than contacts that consist of simply a hello or handing the client a cup of coffee. The “Contact” data elementconsists of a Date with a time stamp (so that multiple contacts within a single day may be recorded) and a Location ofContact.

The Location of Contact consists of the 3 response categories that you see here.

-Place Not Meant for Habitation is used when the client is contacted in places that are, well, not meant for Habitation.Examples of this type of location are vehicles, abandoned buildings, encampments, doorways, subway stations, underbridges....pretty much anywhere that is outside...and is not a Homeless Connect Event.

-Service Setting, Non-Residential. Examples of this type of location WOULD be a Homeless Connect event, but also a soupkitchen, a drop-in center, or a day services shelter)

-Service Setting, Residential. These are locations where the clients are already in residence (this used to be called “in-reach)and they are being outreached for additional services. Examples are emergency, transitional or permanent housing,treatment facilities, hospitals, jail, prison, juvenile detention facility, a family or friend’s room, apartment, or house or afoster care home.

-formalize a record building process that maximizes the unduplication opportunities while managing these data collectionconstraints.

Date of Engagement is defined as an interactive client relationship that results in a deliberate client assessment. Date ofEngagement is the point at which the client has agreed to participate in an assessment of needs, and may agree to accept aservice (such as coming to the emergency shelter for the night) and as a result a case record is opened. At this point, becausean assessment is being done – and potentially accepting a service - the client is likely to provide all the Universal DataElements, if they have not done so already.

Contact is only counted up to and including the date of engagement. Interactions with the client after engagement, which iswhen a case record is opened, are recorded through Services Received, an optional data element under 4.15.

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• 4.13 Financial Assistance Provided– Start Date of Financial Assistance– End Date of Financial Assistance– Financial Assistance Type

– Rental assistance– Security deposits– Utility deposits– Utility payments– Moving cost assistance– Motel & hotel vouchers

– Financial Assistance Amount

The Financial Assistance Provided data element is new from the 2004 Standards. It is

used by HPRP programs to document the type and amount of financial assistance

provided during program participation

The Financial Assistance Provided data element consists of 4 components and captures

the dollar amount of assistance paid to a third party (e.g. landlord, utility co.) on

behalf of client.

The data element has start and end date components, then the Financial Assistance Type,

and the dollar amount of the assistance.

For more information on the Financial Assistance Provided data element, please

download and review HPRP guidance or review the HPRP HMIS Webinar

information that is posted on HUDhre.info.

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• 4.14 Housing Relocation & StabilizationServices Provided

– Start Date of Service– End Date of Service– Type(s) of Service

• Case Management• Outreach and Engagement• Housing search and placement• Legal Services• Credit Repair

Like Financial Assistance Provided, the Housing Relocation & Stabilization Services

Provided data element is new from the 2004 Standards and is a requirement for

HPRP programs and optional for others.

This data element is for collecting data on the housing relocation and stabilization

services that are provided to the client under the HPRP program.

Services provided are those that the program provides directly for the benefit of the

client.

Again, for more information on the Housing Relocation & Stabilization Services

Provided data element, please download and review HPRP guidance or review the

HPRP HMIS Webinar information that is posted to HUDhre.info.

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• 4.15 Optional Data Elements– Employment– Adult Education– General Health Status– Pregnancy Status– Veteran’s Information– Children’s Education– Reason for Leaving– Services Provided

As mentioned at the beginning of this session, there are two data elements – highlightedin red on this slide - in the 2004 Data Standards that were moved to an Optional sectionin the 2010 Data Standards. These data elements are program-specific and wererecommendations based on community best practices that facilitated a broaderunderstanding of both the characteristics of the populations being served, but also theneeds of those populations and how they related to gaps in services at the local level.

Communities utilizing any of them should read through the 2010 Data Standards on anyparticular categories they are currently collecting to see if there have been any changes.If you have questions about these optional data elements and associated changes, pleasesubmit a question through the Ask the Expert function of hmis.info .

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Summary

2010 Standards go into effect June 1, 2010Program Descriptor Data Elements are new but mostinformation is available in the Housing Inventory.– Implement process to update information annually during

Housing Inventory Count.

Universal Data Element changes are in responsecategories or subject scope.– Housing Status is new.– All programs collect Universal Data Elements in accordance

with the 2010 Standard as of June 1.

Program-Specific Data Elements have expanded: new dataelements, response categories and broader subject scope.– Programs required to complete APRs must be collecting the

new Program-Specific Data Elements as of June 1.

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Resources

2010 Data Standards Comparison

www.HUDHRE.info

www.HMIS.info

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