HMIS Data Standards Update Agenda Timelines Housing Inventory

HMIS Data Standards Update

Agenda • Timelines • Housing Inventory • Data Collection Stages • Participant Level Data • Universal Data Elements Data Entry • Program Specific Data Elements • Reports • Common Data Issues • Project Tree • Assessments • Visibility • Other

Timelines October 1, 2019 ◦ New Data Standards implemented ◦ New Housing Inventory Collection October 1 – 30 th ◦ New forms assigned to projects ◦ Visibility setting revised October - November ◦ New tree implemented ◦ Longitudinal System Analysis January 2020 - Point in Time April 1, 2020 – Coordinated Entry Data Standards

Housing Inventory §HMIS System Administrators are required to collect bed and unit inventory for all shelter and housing projects (includes Rapid Re-Housing) in the Continuum of Care. §Collections times will be October 1, during the Point-in-Time, start of new projects and during any changes in current inventory. §Capitol Area Alliance will provide a link to a Hi. C google form which will collect the information

Housing Inventory A project may have multiple current records of inventory: §Projects that serve more than one household type must have a separate inventory record for each ‘Household Type. ’ § Adults Only § Adults with Children § Children Only §Emergency shelters with more than one bed availability (year-round, seasonal, overflow) or bed type (facility-based, voucher, other) must have separate records for each 'Bed Type, ' and 'Availability. ' §Projects that operate in more than one Co. C must have separate Bed and Unit Inventory Information records for each Continuum of Care Information record.

Housing Inventory (New) § 2. 07 Bed and Unit Inventory Information – Special Populations • Beds dedicated to the following: Veterans Youth Chronically homeless veterans Chronically homeless youth Chronically homeless veterans Youth veterans Chronically homeless youth Other veterans Other youth Any other CH + Non-dedicated Beds = Total Bed Inventory §And the Total Unit Inventory

Housing Inventory §A dedicated bed is a bed that must be filled by a person in the subpopulation category (or a member of their household) unless there are no persons from the subpopulation who qualify for the project located within the geographic area. §Dedicated. PLUS beds do not qualify as Dedicated beds and should not be included in the Dedicated Bed Inventory unless the project has a subset of the Dedicated. PLUS beds that are dedicated.

Housing Inventory Determining flexible bed numbers §Divide the beds based on how the bed(s) were used on the night of the HIC. If the facility is not at full capacity on the night of the count, then extrapolate the distribution based on the prorated distribution of those who are served on the night of the count. §Divide the beds based on average utilization. For example, a project has 100 beds that could be used by either households with only children or households with at least one adult and one child. If one-half of the beds are used by persons in households with only children on average and the other half are used by persons in households with at least one adult and one child, then record 50 beds for households with only children, and for the 50 beds for households with at least one adult and one child in the HIC.

Participant Level Data Minor changes have been made to the 2017 data standards that go into effect October 1. §Changes will effect Project and Co. C level reporting §Federal Partner Funding Sources experiencing changes include: § HUD - ESG and Co. C § VA - SSVF and GPD § HHS - RHY and PATH

Data Collection Stages Collection Points §Record Creation §Project Start § Formerly called Project Entry §Occurrence Point/Update § May have one or more during the project stay dependent on the data element; § data are accurate as of the Information Date regardless of when the data are entered in HMIS §Annual Assessment § 60 day window surrounding the Ho. H’s (and adults in some cases) Project Start Date § Preferably completed the 30 days propr to the project start date §Project Exit §Post Exit § Collected after project exit for a period of up to 6 months

Universal Data Elements General Changes §Minor changes to Disabling Condition §Minor changes to Destination Picklist values §Minor changes to Prior Living Situation 17

Universal Data Elements 3. 09 Disabling Condition §Regardless of the response to this data element, if the client has a Physical Disability, Chronic Health Condition, Mental Health Problem and/or Substance Abuse issue that meets the criteria for a disabling condition (Dependent Field A = Yes) OR Developmental Disability or HIV/AIDS = Yes then reporting will count the client as having a disabling condition 3. 12 Destination §Revised destination picklist to align with Prior Living Situation and Current Living Situation (new) § Wording change to “Emergency shelter, including hotel or motel paid for with emergency shelter voucher, or RHY-funded Host Home shelter § Addition of “Host Home (non-crisis)” § Wording change to “Rental by client, with RRH or equivalent subsidy” § Wording change to “Rental by client, with HCV voucher (tenant or project based)” § Wording change to “Rental by client in a public housing unit” §Added Dependent A text box for “Other” 18

Universal Data Elements 3. 917 Prior Living Situation (A and B) §Formerly named Living Situation §Revised picklist to align with Destination and Current Living Situation (new) - Wording change to “Emergency shelter, including hotel or motel paid for with emergency shelter voucher, or RHYfunded Host Home shelter § § Addition of “Host Home (non-crisis)” Wording change to “Rental by client, with RRH or equivalent subsidy” Wording change to “Rental by client, with HCV voucher (tenant or project based)” Wording change to “Rental by client in a public housing unit” * “Interim Housing” answers must be updated to the appropriate living situation as of project start.

Program Specific Data Elements 4. 06 Developmental Disability - Common §Formerly 4. 6 §Removed dependent element “Substantially impedes the individual’s ability to live independently” 4. 08 HIV/AIDS – Common §Formerly 4. 8 §Removed dependent element “Substantially impedes the individual’s ability to live independently”

Program Specific Data Elements 4. 11 Domestic Violence – Common §Data entry now required for SSVF §Data entry now required for PATH W 4 (HOPWA) T-cell (CD 4) and Viral Load §Renumbered dependencies P 3 (PATH) PATH Status §Added picklist value to “No” for Client Enrolled in PATH § Unable to locate client

Program Specific Data Elements R 3 (RHY) Sexual Orientation *Update records for any active participants* §Added picklist value § Questioning/unsure § Other §Text box for “Other” §YHDP required to enter data for this element R 6 (RHY) Employment Status §Added program components for data entry § VA – Grant per Diem – low demand § VA – Grant per Diem – Case Management/housing relocation R 10 (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 Ho. H

Program Specific Data Elements V 2 (VA) Services Provided SSVF *Update records for any active participants* §Added new picklist values § Extended shallow subsidy § Returning home § Rapid resolution V 3 (VA) Financial Assistance SSVF *Update records for any active participants* §Addition of picklist value “Extended shallow subsidy – rental assistance

Program Specific Data Elements V 6 (VA) VAMC Station Number *Update records for any active participants* §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 V 8 (VA) HUD VASH Voucher Tracking §Collection point changed from Project Start, Update and Project Exit to Occurrence point/update

Reports Co. C wide reporting §Housing Inventory §Point in Time §System Performance Measures §Longitudinal System Analysis

System Performance Measures §Measure 1: Length of Time Persons Remain Homeless §Measure 2: The Extent to which Persons who Exit Homelessness to Permanent Housing Destinations Return to Homelessness §Measure 3: Number of Homeless Persons §Measure 4: Employment and Income Growth for Homeless Persons in Co. C Program-funded Projects §Measure 5: Number of Persons who Become Homeless for the First Time §Measure 7: Successful Placement from Street Outreach and Successful Placement in or Retention of Permanent Housing §Data Quality § HMIS Participation Rate from Housing Inventory Chart § Destination of Don’t Know, Refused, or Missing

Longitudinal System Analysis

Longitudinal System Analysis

Longitudinal System Analysis

Common Data Issues §To establish Adults, Head of Household and Children: § Date of Birth § Relationship to Head of Household §For length of time homeless: § Move-in Date § Destination §For employment and income: § Income updates, annual and exit sub-assessments

Project Tree - Current Co. C Organization Project Project Coordinated Entry Project Resources

Project Tree - Recommended Co. C Coordinated Entry Organization Project Old Co. C Organization Project Resources

Assessments - Generic

Assessments

Visibility Co. C Coordinated Entry Organization Project Old Co. C Organization Project Resources

Other Issues §User Levels § Agency Admins § Case Manager 3 §Multiple Assessments §ART/Qlik Access § $98/annual §Coordinated Entry Data Elements