2014 HUD Data Standards

New & Active Clients All ESG, CoC and SSVF funded agencies are required to begin collecting data on new and active clients based on the 2014 data standards. For clients who came in before Oct. 1 st and are still active in your program, you will need to gather new data on exit/annual review for CoC/ monthly review for RRH.

Language Changes Program refers to Federal, State, and Local funding sources (CoC, HMIS, HOPWA) Project refers to the work being done (Emergency shelter, RRH & TH, PSH, etc.) Head of Household(Only one person in the household should be the head of the household) “Don’t know” becomes “Client doesn’t know”

Universal Data Elements Name SSN DOB Veteran Status* (adult only, it becomes part of the client record) Race/Ethnicity Gender Disabling Condition* (adult only, yes/no question) Residence prior to Project Entry/Length of Stay in Previous Place Project Entry Date/Project Exit Date Destination Personal ID/Household ID Relationship to Head of Household Client Location Code* Length of time on street/emergency shelter/safe haven* (adult or Head of household)

ESG & CoC Required Data Elements Housing Status Income and Sources Non cash benefits Health insurance* Disability Information Domestic Violence Contact—(Outreach only) Date of Engagement (Outreach only) Residential Move in Date (Rapid Rehousing only, In Interim—Update Assessment) Housing Assessment at Exit (Prevention only)

Emergency Shelter Street outreach and

Client Record Name Data Quality Veteran status will only be collected once, similar to the Name and SSN fields. This will be shared amongst projects the same as name and SSN field. – Should only be updated for the following: True data error Client became a veteran Minor who didn’t answer the question but turned 18 Please check the accuracy of veteran question with detail after Oct. 1 HMIS will take the most recent answer to this question, not what you answered individually

Update Client Consent Added veteran status to list of things being shared with all agencies (name, last 4 of SSN, year of birth) Please discontinue using old ROI and use new ROI. It is available on our website/bas-net news section

CoC Location Code You will need to select our CoC Location code for every client. Our CoC location code is NY508 Erie/Niagara We will also have NY504 Cattaraugus County’s CoC Code visible, you must ALWAYS select NY 508

Length of Stay in ES/SH/Street 1. ) Continuously homeless for at least one year? Yes No Client doesn’t know Client refused 2. ) Number of times the client has been homeless in the past 3 years: or more Client doesn’t know Client refused

Length of Stay in ES/SH/Street (Cont’) 3.)(If 4 or more times) Total number of Months Homeless in the Past Three Years: If 0-12 Months, specify: #____ More than 12 months Client doesn’t know Client refused 4.)Total number of months continuously homeless immediately prior to project entry: #_______ 5)Status Documented Yes/No

Zip Code /Reason/ES and TH list Local CoC will continually required to collect – Zip Code of Last Permanent Residence – Reason For Homelessness – Emergency Shelter and Transitional Housing Lists

Income and Non-Cash Benefits Children’s income and non-cash benefits should now be recorded under the Head of Household’s income and non-cash benefits. Multiple adults in the same household should keep their incomes and benefits separate. Health insurance is still required to be recorded for each client, including children When a child ages into adulthood, their information should be updated to include their income and benefits

Interim Review Interim Review is utilized to record updates and the Annual Assessment. Updating on the client profile page will no longer be valid. Clients who stayed one year or longer are required to complete the Annual assessment 1 year from client anniversary+/- 30 days for APR purpose. Please select “Annual Assessment” on Interim. Bowman is working on creating an alert to indicate when annual assessment is due, but this is not available yet. You can create a case plan, and a reminder will be set up that way.

New Workflow For single clients go directly to the Entry/Exit tab For family, go to the households tab first then go to Entry/Exit tab Updates will no longer be made to the client profile page. All updates will be under interim review—Select “update” For outreach projects, including PATH, we will have separated training.

HUD Verification Please refer to the HUD verification link on the Bas-Net news

Reports More information will be forthcoming from HUD New APR and AHAR coming in 2015, no report specifications are out yet ESG CAPER specifications pending HUD report is retired and no longer available. The Entry Exit report is a similar report, which will still be available.