Give me an H-U-D! 2014 Data Dictionary and other HUD and Federal Partner Updates

HUD/Federal Partner Updates  HUD and Federal Partner MOU is still pending  HMIS Rule in Final Form by end of 2014  Notices in Draft Pending for end of 2014 or early 2015: Software and Data Quality Security and Privacy Governance

HUD/Federal Partner Updates Program Manuals for the following:  ESG  PATH  CoC  VA (SSVF)  HOPWA Released to date:  Project Descriptor Data Elements

General Information  “Data Not Collected” = same as “-select-” and will count as “Missing”  “Other” field includes new text box to specify in several different locations  HPRP Retired

Report Updates  CoC APR – updated with minor changes  ESG CAPER – specs for minor changes pending  AHAR – no changes  HOPWA – specs pending  RHSP – program not funded at this time

Service Point Reporting Canned Reports  Updated with minor changes ART Gallery  Majority of reports need upgrade; first Industry then other high usage and so on Custom Reports  Template for picklist changes provided to swap out values

Recent HUD Publications  System Performance Measures  Prioritizing Persons Experiencing Chronic Homelessness in PSH  HMIS Project Descriptor Data Elements

Data Collection Stages  Record Creation  Project Entry  Update (via Interim Review)  Annual Assessment (via Interim Review)  + or – 30 days of Anniversary Date  Must use Annual Assessment PL  Project Exit

Project Descriptors These are the data elements that tell you about the projects in the implementation  HMIS Lead responsible for accuracy  Should be updated no less than once annually

2.1 and 2.2 Organization and Project Identifiers  System assigns Organization Id and Project Id  Organization is the higher level Provider  Projects are associated with an organization

2.3 Continuum of Care Code The HUD CoC Code(s) must be identified per project  More than one code is allowable  Format should be XX-###  CH-123  Start Date/End Date in SP allow for pulling codes into reports (retains history)

2.4 Project Type Only one Project Type is allowed  Continuum Y/N = Select Y if provides services/housing  SSVF must be set as RRH and HP separately  Services Only – with or without residential affiliation  Street Outreach = Street Homeless vs Services Only

2.5 Method for Tracking ES Utilization Must identify as Night By Night (nbn) or Entry Exit  Entry/Exit = requires continuous stay with formal intake and exit  Nbn = tracks nights of shelter, still requires Entry/Exit  Difference = Performance Measures

2.6 Federal Partner Funding Source List each applicable funding source  These are identified by name of source and project type = ie HUD CoC TH  Include Grant Identifier and Grant Start Date and Grant End Date

2.7 Bed and Unit Inventory Required for all residential projects  Do not have to track day to day fluctuations  New = number of dedicated CH, Vet and Youth (by age) beds  Will update 0629 HIC to new standards later this winter

2.8 Site Information (Optional) IF generating HIC from HMIS then fill in this field  Principal Site = location of largest inventory beds/units  Geocode comes from the HUD distributed list  Address for the site

2.9 Target Population (Optional) IF generating HIC from HMIS then fill in this field  Target Population is set if 75% of the clients served fit the target group description  Picklists = DV, HIV and NA

Universal Data Elements All HMIS participating agencies are required to complete  This is any project using software as HMIS  Funding is not a factor  These elements are the foundation for AHAR

Universal Data Elements: Changes New Elements  Destination  Relationship to HoH  Client Location Code  Length of Time on Street, ES or SH Removed Elements  Zip code of last perm address  Housing Status

3.1 Name Record Creation/All Clients  Adds Name Data Quality field  Full Name  Partial, Street Name or Code Name  Client Doesn’t Know  Client Refused  Data Not Collected

3.2 Social Security Number Record Creation/All Clients  Adds DQ picklist for Approximate or Partial SSN reported  Enter DQ picklist of Client Doesn’t Know if the client does not have an SSN

3.3 Date of Birth Record Creation/All Clients  If the client cannot provide the full date of birth but does give a year then approximate with 1/1/xx using the year of birth that corresponds with the age  Select Client doesn’t know if the client can’t approximate within one year

3.4 Race Record Creation/All Clients  Making changes to demographic table to improve workflow  Currently defaults to Primary/Secondary; Races 3-5 available  Can set up additional races on “Race” assessment

3.5 Ethnicity Record Creation/All Clients  Making changes to demographic table to improve workflow  Self identified  Hispanic/Latino = Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture of origin regardless of race.

3.6 Gender Record Creation/All Clients  Making changes to demographic table to improve workflow  Self reported  If “Other” is selected, a new text box is provided to specify

3.7 Veteran Status Record Creation/Age 18+  Record as Yes for any client who has been Active Duty in the Armed Forces  Update required when client turns 18  Now a static field on the Client Table  This allows the Veteran Status to “carry forward” from Project Entry to Project Entry

3.8 Disabling Condition Project Entry/All Adults  Record as Yes if client meets description in Data Manual  Now answered independent of Disability Type, but if a Type is identified (and the client is Adult) then Yes should be selected

3.9 Residence Prior to Project Entry Project Entry/Adults and HoH  Update required when client turns 18  Residence Prior = contains new PL values  Length of Stay in Previous Place = One week or less divided into “One day or less” and “Two days to one week”

Project Entry and Project Exit Date Project Entry  Residential Start date = first date of occupancy  PH-RRH = date became project participant (could be just services at first)  Street Outreach = date of 1 st contact Project Exit  Exit date = last service, last day of occupancy

3.12 Destination Project Exit/Adults and HoH  Now a UDE  New PL values including “No Exit Interview Completed”  If non-housing = use same location as where client was living during project participation

3.13 and 3.14 Personal ID and Household ID Generated by the system  Used to assist with de- duplication clients and households  In ServicePoint, do not have to create a Household for Singles  No changes to these elements

3.15 Relationship to Head of Household Project Entry/All Clients  Household = group of people who apply together for assistance  HoH = Primary client, Eligible Individual – not necessarily Leader of Household  Only one client can be labeled “Self”  If HoH exits project, new HoH must be identified and other relationships updated

3.16 Client Location Project Entry & Update/HoH  Location of client for services/residential stay  Uses values from PL for CoC Code [2.3]  Data used to report on clients served outside the CoC/HMIS

3.17 Length of Time on Streets, ES or SH Project Entry/Adults and HoH  Chronic Homelessness will be measured using this Q, Disability Status and history of homelessness  1 day of homelessness in a month = 1 month of homelessness  Status Documented = record on paper in file or in HMIS of clients LOH

Program Specific Elements Characteristics of Clients, Services and Outcomes  Applicability of questions varies  Must refer to 2014 Data Manual for specifics

4.1 Housing Status Project Entry/Adults and HoH  HOPWA, PATH and RHSP only  New categories that align with Homeless Definition  See 2014 Data Manual for definitions of categories

4.2 Income and Sources Project Entry, Update, Annual Assessment, Exit/Adults & HoH  Required for most program types  If user selects Yes for type, then must provide amount (estimate if needed)  Must be updated for clients that turn 18  Now for current income sources  Income sources for minors should be recorded on adult’s profile

4.3 Non Cash Benefits Project Entry, Update, Annual Assessment, Exit/Adults & HoH  Required for most program types  Must be updated for clients that turn 18  Now for current non-cash benefit sources  Benefits for minors should be recorded on adult’s profile

4.4 Health Insurance Project Entry, Update, Annual Assessment, Exit/All Clients  Required for most program types  Must be updated for clients that turn 18  Now includes MEDICAID, MEDICARE, SCHIP and VA Medical Services  HOPWA required to answer “No” dependant questions ( fix pending)

4.5 – 4.10 Disabilities Project Entry, Update, Exit/All Clients  Required for all but VA (HIV/AIDS not required by RHY)  Additional required questions about duration, documentation, services/tmt  Additional PATH Questions for Mental Health and Substance Abuse

4.11 Domestic Violence Project Entry, Update/Adults and HoH  Required for all but VA and RHY  Treat information with sensitivity but may be helpful for providing services/safety to client and other clients  Clients with “Yes” values may be entered into HMIS; not the same as VAWA funded projects (no HMIS)

4.12 Contact Project Entry, Update, Exit/Adults and HoH  Required for all Street Outreach, PATH and ESG nbn projects  Record using Outreach Subassessment with each Contact  Defined as an interaction between worker and client

4.13Date of Engagement Update/Adults and HoH  Required for all Street Outreach, PATH and ESG nbn projects  Record only one for each Entry/Exit (May be null)  Defined as a deliberate client assessment or beginning of case plan  On or before PATH Status for PATH

4.14 Services Provided Requires: Date, Service Type, (Service Transaction)  Types triggered from Provider Grant Type  Services Crosswalk on C-Go PATH  HoH/Adults RHY/HOPWA/SSVF  All Clients

4.15 Financial Assistance Provided Requires: Date, Service Type, Amount, (Service Transaction)  Types triggered from Provider Grant Type  Financial Assistance Crosswalk on C-Go HOPWA  HoH/Adults SSVF  All Clients

4.16 Referrals Provided Requires: Date, Referral Type, (Service Transaction)  Types triggered from Provider Grant Type  Referral Crosswalk on C-Go PATH  HoH/Adults, requires Outcome Field RHY  HoH/18 or older youth

4.17 Residential Move in Date Project Entry, Update/All Clients  RRH projects only – CoC, ESG, SSVF  If the client is NOT housed at Entry then record a No and at Update change the No to a Yes and enter the Move-In Date  Will be used to assist with RRH PIT data for HIC

4.18 Housing Assessment Disposition Project Exit/HoH  Coordinated Assessment projects only – CoC, ESG  Records the client’s disposition following a housing crisis assessment

4.19 Housing Assessment at Exit Project Exit/All Clients  Homelessness Prevention projects only – CoC, ESG, HOPWA  Determines whether clients remain stably housed after Homelessness Prevention services

PATH Program Projects are either Street Outreach or Services Only  Scripting for historic PATH data available with  No 2013 PATH Transition Report Changes  PATH workflow available on C-Go  PATH grantees encouraged to use HMIS by end of 2016  Full HMIS reporting by January 2017

PATH Program – Pending Elements HHS seeking approval from OMB for changes to PATH report – at discretion of the grantee  Income and Sources  Non-Cash Benefits  Health Insurance  HIV/AIDS  Connection with Soar

4.20 PATH Status Update/Adults and HoH  Yes if client consents to participation in PATH Project  No and reason if not enrolled  Date of Engagement must be before or on the date of PATH enrollment

4.21 Connection with SOAR Exit/Adults and HoH  Yes if client has a connection to a SOAR project  Not required until after OMB approval

RHY Program Joint Communication from HHS and HUD is expected  Grantees will be “encouraged” to begin using HMIS as of 11/15/14  Reporting occurs in October of April each year  No report is anticipated to be required in April of 2015

RHY Data Elements All clients on or after Entry  4.22 RHY BCP Status Project Entry/HoH and Clients 18+  4.23 Sexual Orientation  4.24 Last Grade Completed  4.25 School Status  4.31 Formerly…Child Welfare/Foster Care  4.32 Formerly…Juvenile Justice System  4.33 Young Person’s Critical Issues  4.34 Referral Source  4.35 Commercial Sexual Exploitation

RHY Data Elements Project Entry and Exit/HoH and Clients 18+  4.26 Employment Status  4.27 General Health Status  4.28 Dental Health Status  4.29 Mental Health Status

RHY Data Elements Project Entry and Update/All Females  4.30 Pregnancy Status Project Exit/HoH and 18+  4.36 Transitional, Exit Care, or After Care Plans and Actions

RHY Data Elements Project Exit/HoH and Youth  4.37 Project Completion Status  4.38 Family Reunification Acheived

HOPWA Program APR and CAPER report specifications and workflow documents pending  4.39 Medical Assistance is recorded at Project Entry, Update and Project Exit for all household members with HIV/AIDS  No further updates from HUD at this time as to requirement for HMIS participation and reporting

RHSP Program Program not funded by HUD at this time  RHSP rule released in draft form, final pending  4.40 Worst Housing Situation is for All Clients at Project Entry

SSVF Program Funds Rapid Re-Housing and Homelessness Prevention  These MUST be set up as two separate projects in HMIS  New grant year started 10/1/14  November export (of October data) will be required in csv  Awaiting further information from the VA

4.41 Veterans Information Record Creation or first Project Entry/All Veterans  Previously 4.15E (optional)  Per HUD, mapping of old values is neither required nor recommended  If client has served in more than one branch, select the one with the most time served

4.42 Percent of AMI Project Entry/HoH  Field used to help determine SSVF eligibility  Should not be calculated from Income and sources, must be manually entered by user

4.43 Last Permanent Address Project Entry/Adults and HoH  Address of client’s last residence of 90 days or longer (not ES address)  Street address, city, state and Address Data Quality  Changes to Sub-Assessment label coming in

Meta Data Elements Data About Data  Date Created  Date Updated  Data Collection Stage  Information Date  Project Identifier  Project Entry Id  User Id

Available Resources Available on Collaborango:  2014 HMIS Data Dictionary Changes 7_14_14  2014 DD Master Assessment Document v3  2014 Project Descriptor Data Elements v1  Release Preview Webinar FAQ  2014 DD Summary and Picklist Value Changes v1  Link to Release Preview Webinar  Training Video on “HUD Verification”  Service/Referral/Financial Assistance Crosswalks  FAQ 2