2019 Data Standards September 4, 2019

agenda Timeline for Release Project Descriptor Data Elements Universal Data Elements Data Entry Program Specific Data Elements New Coordinated Entry Elements Timeline for data entry Margaret Ann Smith

Timeline for release FY2020 HMIS Data Standards v1.3 must be live in our system on 10/01/19 Updated Intake forms will be available 10/01/19 Margaret Ann Smith

Project Descriptor data elements General Changes Renumbering of elements throughout to gain consistency Reorganization of elements Renaming of elements Consolidation of elements 2.4 and 2.5 consolidated into 2.02 Removal of 2.8 Additional Information Margaret Ann Smith

Project descriptor data elements Addition of the following picklist values HUD: CoC – Joint Component TH/RRH VA: Grant Per Diem – Case Management/Housing Retention Local or other Funding Sources with text box to record the name of the local or other funding Margaret Ann Smith

Project descriptor data elements Target Population question will be asked per inventory list instead of project level. Bed and Unit Inventory Information – Special Populations The following will be asked per inventory list: Chronically homeless veterans Youth veterans Other veterans Chronically homeless youth Other youth Any other chronically homeless Non-dedicated Beds Total Bed Inventory Total Unit Inventory Margaret Ann Smith

Universal data elements General Changes Renumbering of elements throughout to gain consistency Renaming of 3.917 data element Minor changes to Disabling Condition Minor changes to Destination Picklist values Minor changes to Prior Living Situation Danielle Humes

Universal data elements 3.09 Disabling Condition System logic/system issues changes Danielle Humes

Universal data elements 3.12 Destination Revised destination picklist to align with Prior Living Situation and Current Living Situation Wording changes Addition of “Host Home (non-crisis)” Added text box for “Other” 3.917 Prior Living Situation (A and B) Formerly named Living Situation Addition Current Living Situation (new) Danielle Humes

Program specific data elements General Changes Renumbering of elements throughout to gain consistency Removal of dependent questions for Developmental Disability and HIV/AIDS Changes to required data collection for some elements Restructure of Contact Elements Addition of Coordinated Entry Elements Danielle Humes

Program specific data elements 4.06 Developmental Disability -Common Removed dependent element “Substantially impedes the individual’s ability to live independently” 4.08 HIV/AIDS –Common 4.11 Domestic Violence –Common Data entry now required for SSVF Data entry now required for PATH Danielle Humes

Program specific data elements 4.12 Current Living Situation –Common Data element fields Information Date Is client going to have to leave their current living situation within 14 days Has a subsequent residence been identified Does individual or family have resources or support networks to obtain other permanent housing Has the client had a lease or ownership interest in a permanent housing unit in the last 60 days Has the client moved 2 or more times in the last 60 days Location details Danielle Humes

Program specific data elements 4.12 Current Living Situation –Common Values in the current Outreach Sub-assessment (Contacts) will be mapped according to HUD instructions This includes date and location A CLS is required for each direct client contact for Street Outreach, Coordinated Entry and Emergency Shelter –Night by Night CLS is required when a Project Start Date is entered CLS is required when a Date of Engagement is recorded Data is recorded for Head of Household on each occurrence/update Will remain a sub-assessment Danielle Humes We do not have any night-by-night shelters all of our shelters are entry-exit.

Program specific data elements P3 (PATH) PATH Status Added picklist value to “No” for Client Enrolled in PATH Unable to locate client Danielle Humes

Program specific data elements R3 (RHY) Sexual Orientation Added picklist value Questioning/unsure Other Text box for “Other” YHDP required to enter data for this element R6 (RHY) Employment Status Added program components for data entry VA –Grant per Diem –low demand VA –Grant per Diem –Case Management/housing relocation R10 (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 HoH Danielle Humes

Program specific data elements V2 (VA) Services Provided SSVF Added new picklist values Extended shallow subsidy Returning home Rapid resolution V3 (VA) Financial Assistance SSVF Addition of picklist value “Extended shallow subsidy –rental assistance” V6 (VA) VAMC Station Number 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 V9 (VA) HUD VASH Voucher Tracking Collection point changed from Project Start, Update and Project Exit to Occurrence point/update Danielle Humes

New coordinated entry data elements 4.19 Coordinated Entry Assessment –Common New element with the following fields: Date Assessment location (created by sys admins) Assessment Type Assessment level of either Crisis Needs or Homeless Needs Assessment Local Questions Assessment result type (local questions) Prioritization Status Recorded for Head of Household on each occurrence May involve multiple and overlapping project entries Required for all CoC Funded SSO Grants for Coordinated Entry; recommended otherwise Danielle Humes

New coordinated entry Data Elements 4.20 Coordinated Entry Event –Common New data element with the following fields: Date Access Event Referral Event Diversion Y/N Location of Referral Referral Result Date of Result Recorded on each occurrence for Head of Household Required for all CoCFunded SSO Grants for Coordinated Entry; recommended otherwise Danielle Humes

Coordinated Entry Timeline Timeline for implementation Data elements (4.12, 4.19 and 4.20) will be available on October 1, 2019 Communities have until April 1, 2020 to go live Communities may need special mapping projects to move historic data Communities may need to complete import projects to bring in historic data from other source(s) HUD TA assistance is available if needed for these special projects This will also give System Administrators time to train users on workflow changes Danielle Humes

Questions? Margaret Ann Smith