KYHMIS BOS 2017 Data Standards Updates September 27, 2017 3:00 p.m.

Intake Forms All Intake Forms Revised RHY Entry/Exit PATH Entry/Exit SSVF Entry HOPWA Entry/Exit CoC/ESG – ES, SO, SH Entry COC/ESG – PH, TH, SSO, RRH, OTH Entry Combine Exit Forms for CoC/ESG and SSVF projects Use Entry Forms for Annual Assessment/Updates Needed

Basic Intake Form Flow – Client Details First page of all intake forms looks like same Contains all client demographic information – one form per client Follows the ‘Client Profile’ tab order of questions The ServicePoint (HoH) ID field is where the HOH Client ID should be entered so you can easily find the family in HMIS

Basic Intake Form – Income/Non-Cash Benefits

Basic Intake Form – Health Insurance/Disability

Basic Exit Form – Client Details Include all exiting household members on exit form

Basic Exit Form – Income Income, Non-Cash, Health Insurance, and Disability each have ‘Recipient(s)’ field where you will include any household member as applicable

New Form(s) Location

2017 HMIS Data Standards Users can expect to have access to the new in-take forms, and updated assessments in HMIS by 10/1/17 New manual can be found on the HUD Exchange General Changes Include: Option differences throughout Changes in Data Collection Stages Removed references to “Unaccompanied Youth” as term no longer in use

2017 HMIS Data Standards – Data Collection Stages Project Start (new) = Replaces Project Entry Annual Assessment = HoH’s Anniversary Data will now apply to all household members, regardless of project entry

2017 HMIS Data Standards – Universal Data Elements Gender – wording changes to options Now “Trans Female (MTF or Male to Female)” Now “Trans Male (FTM or Female to Male)” Now Gender Non-Conforming (i.e. not exclusively male or female)

2017 HMIS Data Standards – Universal Data Elements Project Start – this replace Project Entry Street Outreach = Date of first Contact Emergency Shelter = Night of First Shelter Stay Safe Haven and Transitional Housing = date of move in to residential project All Permanent Housing, including Rapid Rehousing = date of admission into the project Project Entry Date will be replaced with Project Start; a date matching this date will auto be put in to the Project Housing Move In Date All other projects it’s the date the client first began working with the project

2017 HMIS Data Standards – Universal Data Elements Destination/Living Situation Options – changes to options Now Permanent Housing (other than RRH) for formerly homeless person Now Rental by client, with RRH or equivalent subsidy Relationship to Head of Household – clarification Clarification that if there is an adult in the household, the adult must be marked HoH

2017 HMIS Data Standards – Universal Data Elements Housing Move in Date – New Element This is renamed field of “Residential Move In Date” Now being used for ALL permanent projects including RRH Collected for Heads of Household at Update, which will happen when the client moves Housing Move in Date is entered as soon as the client moves into housing, regardless of the funding source or whether the project is providing rental assistance Use update feature to add project start date if after entry Retired Fields Housing Status Non-Cash Benefits Options Retired “Section 8, Public Housing, or Rental Assistance” and “Temporary Rental Assistance” subsidies Disability Types Retired “Documentation of disability and severity” and “Currently receiving services” Retired all PATH specific questions related to Mental Health and Substance Abuse Contact Location field retired; New field regarding whether client is on streets, in ES or SH added Residential Move in Date

2017 HMIS Data Standards – Program Specific Data Elements HOPWA No changes PATH

2017 HMIS Data Standards – Program Specific Data Elements VA New Elements: Connection with SOAR Last Grade Completed Employment Status General Health Status Retired Use of Other Crisis Services VAMC Station List – now a dropdown VASH Voucher Tracking (New) Date of Voucher Reason for Voucher Change VASH Exit Information (New) Case Management Exit Reason

2017 HMIS Data Standards – Program Specific Data Elements RHY Data Collection Stages altered for a few questions Retired Referrals Provided By Family Unification Achieved Reduced option values: referral sources, BCP Status, Services Provided, Project Completion Status, Aftercare Counseling and Safe and Appropriate Exit – new field Family Critical Issues – reduced option

Next Steps

Data Standards Implementation – Timeline Mediware will have new assessments ready for System Admins by 10/1/17 System Admins will have 10/2/17-10/4/17 to get data standards updated and ready for data entry New assessments will be ready in HMIS by morning of October 4, 2017 NO DATA ENTRY SHOULD OCCUR FROM 10/1/17-10/3/17

Questions?