AHAR (2016) Orientation Michigan Statewide Homeless Management Information System Overview of the Data Collection and Submission Process for the Annual Homeless Assessment Report

Michigan Coalition Against Homelessness Elizabeth Hurkman, MCAH System Admin (517) 853-3895 egraham@mihomeless.org www.mihomeless.org www.nchmis.org

Agenda Overview of AHAR data scope, reporting categories and timelines Preparation for generating and submitting AHAR data Generating Your AHAR Data Homelessness Data Exchange (HDX) Submissions CoC Confirmation of AHAR Data Summary

AHAR Data Reported HUD Report to Congress based on: Data Generated from HMIS . . . Housing Inventory Data Universal Data Elements Household Data Participating Program Types: Emergency Shelter, Transitional Housing and Permanent Supportive Housing (excluding HARP/HCV unless supportive services are directly provided by the housing program). Data Entered on the Homelessness Data Exchange (HDX)

AHAR Reporting Categories Unduplicated All Persons and Veterans-Only client data in the following program categories: ES–FAM: Persons in families served by Emergency Shelters ES–IND: Individuals served in Emergency Shelters TH–FAM: Persons in families served by Transitional Housing providers TH-IND: Individuals served in Transitional Housing programs PSH FAM and IND – Includes S+C; HARP (HCV) programs are not included unless supportive services are directly provided by housing program. Data Summary: Aggregate data from the reporting categories above.

AHAR 2016 Timelines Data Collection Period: 10/01/15 – 9/30/16 All Persons Data: Draft Submission – October 31, 2016 Final Deadline – December 1, 2016 Veterans-Only Data: HUD Publication: ~ Spring/Summer 2016

2016 Changes in Reporting Despite numerous changes in HUD requirements, AHAR reporting is still based on the 2010 Data Standards. Vendors (Bowman) are provided with a data mapping guide. 2016 reporting requirements are the same as 2015

Preparation for Generating and Submitting AHAR Data: Housing Inventory Chart Bed counts by AHAR category for participating and non-participating providers (Bed Count Worksheet) Initial decision on AHAR reporting categories based on HMIS coverage AHAR Reporting Group Build (Include zip codes for all providers in Reporting Group!!) Naming Protocol: 2016 AHAR ‘COC Name’ Data quality checks (Households, UDE’s and Entry/Exits) Provider Page Audits Homelessness Data Exchange (HDX) Registration

About Coverage & Data Quality . . . Bed Coverage: CoCs must have at least 50% HMIS bed coverage in at least one AHAR reporting category Bed Utilization: Accurate provider bed counts and timely entry/exits for all clients served during the AHAR reporting period are essential . . . Missing entries result in an under-count of persons served; this and/or higher than accurate bed counts result in low bed utilization rates (65% or under = usability error on HDX) Missing exits exaggerate client counts; this and/or lower than accurate bed counts produce high bed utilization rates (105% or over = usability error) Data Completeness: High percentages of missing data can disqualify submission . . . Disability, veterans status and zip code of last permanent address are typical challenge areas Provider Pages: Missing or wrong program type codes will skew data pulling into reports and adversely affect client counts and bed utilization

Data Quality Monitoring AHAR Tools Folder in “ART” #1A 0629 Housing Inventory Chart #01- Provider Page Check-up Audit Program Type, CoC and Geo Codes! Audit/Update Bed/Unit Inventories!! Missing Program Entries Program Exits #02 - AHAR (9) LOS Clients With and Without Missing Program Exits for Excessive Lengths of Stay Voucher Bed Pro-rated Count HCV-HARP Program Workflow Issue #03 - Bed Count Adjustment Report #04 - 0252 Data Completeness Report

Generating AHAR Data ServicePoint AHAR reports run by HMIS Agency and System Administrators. AHAR 2014 Point-In-Time Dates: 10/28/2015 4/27/2016 1/27/2016 7/27/2016 Sys Admin/CoC review of AHAR reports: HMIS Bed Coverage PIT utilization levels Missing data Other issues (e.g. long term stays in ES, etc.) Cleaning of Data/Re-Running Reports

Submitting AHAR Data Homelessness Data Exchange Data Entry Uploading reports Completing data shells & correcting errors Submitting data entry shells HDX AHAR Sandbox Correspondence with Lisa Setrakian, Abt Associates liaison (T.A., submission notes, data clarification) Finalizing AHAR Exchange report category submissions CoC Confirmation of AHAR data summary Click “Confirm” button to complete submission!!

Questions?? Contact Information: MCAH – Michigan CoC AHAR Support: Gerry Leslie gleslie@mihomeless.org (517) 853-3896 Elizabeth Hurkman egraham@mihomeless.org (517) 853-3895 Jill Shoemaker jshoemaker@mihomeless.org (517) 853-3893 Abt Associates – HDX Submission Support: Lisa Setrakian Lisa_Setrakian@abtassoc.com (617) 520-3053