Minnesota’s Homeless Management Information System (HMIS) HUD-CoC Program Requirements Program Specific 141

Overview This training is to provide supplemental data entry and reporting instructions specific to HUD-CoC projects. For complete instructions, you should also review these videos: ClientPoint Module – Entry/Exit (Data Entry 123) ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161) Universal and Common Data Elements (Foundations 115) HUD’s Annual Progress Report (APR) (Reports 163) This training is covering unique processes not covered in other trainings.

Materials HUD-CoC Reference Guide HUD-CoC APR (Annual Progress Report) Instructions HUD-CoC Program Manual (HUD) HUD-CoC Data Collection Forms All required data elements All resources are posted here under CoC: http://hmismn.org/forms-and- instructions/ Data Standards – throughout you may see #s next to data elements, they correlate with the HMIS Data Standards Manual.

About the Program Continuum of Care (CoC) from U.S. Department of Housing & Urban Development provides funding to: promote communitywide commitment to the goal of ending homelessness; provide funding for efforts by nonprofit providers, and State and local governments to quickly rehouse homeless individuals and families while minimizing the trauma and dislocation caused to homeless individuals, families, and communities by homelessness; promote access to and effect utilization of mainstream programs by homeless individuals and families; and optimize self-sufficiency among individuals and families experiencing homelessness. Funding can be used for 5 project types: Homelessness Prevention, Permanent Supportive Housing, Rapid Re-Housing, Supportive Services Only, and Transitional Housing Source: https://www.hudexchange.info/programs/coc/coc-program-eligibility-requirements/ Source: HUD Data Standards page 91 HUD: CoC Program Specific

Important Note We’ll be referencing the Annual Progress Report (APR). A new APR is anticipated to be released sometime in 2016. This training does not cover the new APR as it hasn’t been released.

Program Specific Data Elements Unique to HUD-CoC Projects

Data Collection – Program Specific Data Elements Project Entry or Update in the Entry/Exit tab, complete the HUD All-Inclusive Assessment Contact (4.12) Date of Engagement (4.13) Residential Move-in Date (4.17) Exit HUD Assessment – Program Specific Questions Housing Assessment Disposition (4.18) Housing Assessment at Exit (4.19)

Subject: Head of Household and Adults Contact (4.12) Subject: Head of Household and Adults Data Collection Point: Project entry, project exit and each contact between entry and exit Project Types: Supportive Services Only funded to provide Street Outreach Provides information on the number of contacts required to engage the client Record the date and location of each contact with a client. (Contact = interaction between a worker and a client ranging from simple verbal conversation about the client’s well-being or needs or may be a referral to service.) Rationale: To record and count the number of contacts with homeless persons by street outreach and other service projects and to provide information on the number of contacts required to engage the client. Place not meant for habitation could include a vehicle, abandoned building, bus/train/subway station/airport or anywhere outside that is not a Homeless Connect-type event. • Service setting, non-residential could include a Homeless Connect-type event, drop in center, day services center, soup kitchen, etc. • Service setting, residential could include emergency, transitional or permanent housing; treatment facility, including health, mental health, or substance abuse clinic or hospital; jail, prison, or juvenile detention facility; family or friend’s room, apartment, condo, or house; foster care or group home. SP: Sub-assessment. Date of Contact, Location, Start Date, End Date. (Doesn’t match the Response Categories in HUD Date Standards.)

Date of Engagement (4.13) Subject: Head of Household and Adults Data Collection Point: Project update Project Types: Street Outreach Required for Street Outreach projects and Night-by-Night (NBN) Shelters. Record the date the client became engaged. Only one date of engagement is allowed between project entry and project exit. (Date of Engagement = the date on which an interactive client relationship results in a deliberate client assessment or beginning of a case plan.) The date of engagement should be entered into HMIS at the point that the client has become engaged. If the client exits without becoming engaged the engagement date should be left blank. If a client returns after project exit and has a new project entry, a new date of engagement is to be established. Rationale: To count the number of homeless persons engaged by street outreach projects. Ignore “for Outreach clients only”

Residential Move-in Date (4.17) Subject: All Clients Data Collection Point: Project Entry. Edit as necessary to reflect changes during the course of enrollment. Project Types: Rapid Re-Housing Required for Rapid Re-Housing projects only. Indicate the date on which the client achieved placement in permanent housing. Residential move in date is the date of the first night the client stays (sleeps) in a permanent housing unit (fixed, regular, and adequate nighttime residence intended to be permanent). At project entry must have recorded whether the client is residing in housing through the Rapid Re-Housing project by indicating “Yes” or “No.” Rationale: To differentiate between clients who are awaiting placement in housing and those who have moved into permanent housing for Rapid Re-Housing projects. This data is critical to point-in-time and housing inventory counts as it differentiates a client from a homeless status (in shelter) to a permanent housing status (in RRH housing unit). Response Category Descriptions: All RRH clients at project entry must have recorded whether the client is residing in housing through the Rapid Re-Housing project by indicating “Yes” or “No”. If “No” is recorded at project entry for In Permanent Housing a subsequent edit must be made to specify the date the client moves into housing. For all clients who have answered “Yes” for In Permanent Housing, the date the client physically moved into housing must be entered. IN SP: In Permanent Housing (Yes, No) If yes, Date of Move-In

Housing Assessment Disposition (4.18) Subject: Head of households Data Collection Point: At project exit (or update as required) Project Types: All projects that provide Coordinated Entry Required for Coordinated Assessment projects only funded by HUD. Indicate the appropriate disposition of the client following a housing crisis assessment once at or before project exit. Where client was referred to Only projects that provide Coordinated Entry with HUD-CoC funding will have to answer this data element Rationale: To track client disposition following a brief assessment of critical housing needs. This data element may be used as part of a coordinated assessment system. The disposition response categories represent the different types of continuum projects or other community assistance to which a client may be referred upon presenting to a coordinated assessment project or related point of contact with a request for assistance to address a housing a crisis. Why not same response categories in SP as in HUD Data Standards? ? = data collection is determined by how the CoC has structured the coordinated assessment in their area. Placement of the element would be required for any project that is conducting a coordinated assessment. This may be across multiple projects or sited in a central access point or coordinated intake center.

Housing Assessment at Exit (4.19) Subject: All clients Data Collection Point: At project exit Project Types: Homelessness Prevention Required for Homelessness Prevention projects only. Determine the response value that best describes the client’s housing circumstances from project entry to project exit. “Moved into a transitional or temporary housing facility or program” includes transitional housing for homeless and non-homeless persons, treatment facilities, or institutions. Rationale: To determine whether clients exiting prevention projects have remained stably housed.

Update Updates are required annually within 30 days of primary client’s or household’s anniversary date. Select Annual Assessment for Interim Review Type. Complete the HUD CoC and ESG Update Assessment or HUD CoC All-Inclusive Assessment from the Entry/Exit tab. Use the Update Data Collection Form. Ages into adulthood…

Data Entry Workflow for ClientPoint minnesota.servicept.com

Overview of the Data Entry Workflow for HUD-CoC Projects Reference Guide Overview of the Data Entry Workflow for HUD-CoC Projects Encourage people to print the Reference Guide. I’ll be using this Reference Guide as I provide a brief overview of the HUD-CoC Workflow.

Live demonstration at minnesota.servicept.com/training Visit ServicePoint. Be sure to point out the HUD All Inclusive Assessment and the Exit HUD Assessment so that people understand where they will be answering Assessment questions.

Reports “Again, the APR will soon be updated. More information will be distributed over email.”

Reports – Required by Funder Reports required by funder: HUD APR (Annual Progress Report) How often are they submitted: Annually, within 90 days of end of grant year Special report running/submission rules: Submitted through e-snaps Watch HUD’s Annual Progress Report (APR) (Reports 163) Public Folder-SSA Report Gallery-HUD CoC APR-HUD CoC APR Which reports are required by the funder? – HUD APR – note where instructions are located How often are they submitted to the funder? – Annually, within 90 days of end of grant year. (Submit through e-snaps Special report running/submission rules (unique start dates, file format, eSnaps, SSVF upload) – submitted through esnaps. Run in ART to get data required for APR. *Running and interpreting reports are covered in separate training modules

Reports – Data Check Run data quality reports on a regular basis (at least quarterly) Report located in Public Folder-SSA Report Gallery-HUD CoC APR-HUD CoC APR Detail

Reports HUD CoC APR is the “counting” report that you submit to funders. The HUD CoC APR Detail is the report you can use to check your data before you submit to funder.

THANK YOU FOR WATCHING! For Additional Assistance Refer to online resources available at hmismn.org Contact the Helpdesk (Available: 8:30-4:30 M-F) Form: Website Form Email: hmis@wilder.org Please use client ID number and initials instead of name in email correspondence Voicemail: (651) 280-2780 or 1(855) 280-2780 All calls go directly to voicemail We route your Helpdesk request to the appropriate team member and will respond within 1 business day