HMIS Fundamentals HMIS Data Standards for VA Community Contract Programs

Objectives Participation Expectations Timelines HMIS Governance HMIS Data Collection Requirements Roles and Responsibilities Data Quality Management Privacy Security

VA Community Contract HMIS Participation Requirements VA Community Contract programs will be expected to participate in local Continuum’s of Care Homeless Management Information System (HMIS) VA Community Contract program grantees should begin working with local HMIS administrators to set up the VA Community Contract program in HMIS and begin entering data no later than March 2011

Timelines VA Community Contract programs are required to begin entering data by September 30, VA Community Contract providers should be connecting to the CoC and HMIS staff now – Negotiate and execute agreements – Start privacy and security training – Work with HMIS staff for data entry needs VA Community Contract grantees should begin data quality monitoring immediately

HMIS Governance HMIS Governance Structures Governance Roles – CoC – HMIS Lead – Participating Programs

Purpose of Governance HMIS governance: Defines the relationship between the HMIS implementation, the CoC, and participating providers Formalizes roles and responsibilities Formalizes leadership and oversight expectations; and Provides structure for decision-making This means formal, written agreements!

HMIS Management Structures Common HMIS Management structures include : – HMIS Lead Agency provides project management, system administration, and hosting (unless hosting is provided by HMIS solution provider) – Contractual Project Management: CoC hires a professional IT Project Manager to implement and run the HMIS – Non-Profit Partner: A non-profit partner (like a homeless coalition) acts as the community’s HMIS Lead

Governance Roles There are many different roles involved in operating an effective HMIS. Roles and responsibilities are different for the following entities: – CoC – HMIS Lead Agency – Participating Programs Data Collection Data Entry

Governance Flowchart 9

CoC Role HMIS Oversight – HMIS Standards Compliance Designate the HMIS Software – Only one system is the HMIS – A CoC may include data from multiple systems (system integration, comparable databases, data warehousing, etc.) Designate the HMIS Lead Agency

CoC Role Execute HMIS Governance Agreement – Written agreement between CoC lead with the HMIS Lead Agency, specifying functions and responsibilities of the HMIS Lead Agency – Define responsibilities for management of HMIS – Define rights, obligations, timeliness, and transition procedures for HMIS governance, software, and data, in the event that the agreement is terminated – Update or renew annually

HMIS Lead Agency Role Administer the day-to-day operational functions of operating the HMIS Develop local HMIS policies and procedures Execute HMIS participation and end user agreements Monitor compliance with applicable HMIS standards Administer vendor agreements/contracts Conduct unduplicated accounting of homelessness

HMIS Lead Agency Role Develop and Implement Local HMIS Policies and Procedures – HMS Operational Policies ad Procedures – Data Quality Plans – Security Plans – Privacy Plans

Provider Role Grantees are responsible for all activity associated with agency staff and use of the HMIS – CoC Participation – HMIS Participation and Governance – Privacy and Security Compliance – HMIS Policy and Procedure Compliance – Data Quality Compliance – Community Planning/ Use of Data 14

Providers Roles and Responsibilities: HMIS CoC Participation – Attend/Participate regularly in CoC meetings and workgroups – Represent Veteran population in planning process – Improve coordination with other service providers – Increase awareness of homeless Veteran needs – Identify additional resources for homeless Veterans HMIS Participation and Governance – HMIS Partner Participation Agreement – HMIS Agency Participation Agreement – HMIS End user Agreements – Client Consent 15

Providers Roles and Responsibilities: HMIS Privacy and Security Compliance – Know HMIS Privacy and Security requirements – Communicate HMIS Privacy and Security requirements to data custodians and system users – Regularly monitor for compliance HMIS Policy and Procedure Compliance – Establish business controls and practices to ensure compliance to HMIS policies – Communicate HMIS policy and procedure requirements to data custodians and system users – Monitor compliance and periodically review business controls and practices for effectiveness 16

Providers Roles and Responsibilities: HMIS Data Quality Compliance – Know Data Quality expectations for timeliness, completeness, and accuracy – Communicate Data Quality expectations to data custodians and end users – Monitor for compliance – Provide incentives; enforce policies Community Planning/ Use of Data – Provide quality data for community planning – Actively participate in planning process – Participate in Point In Time and Housing Inventory Processes 17

VA Community Contract Data Collection VA Community Contract programs will be required by the VA to participate in HMIS VA Community Contract program providers are expected to begin entering data into HMIS by the end of September Data collection will include data elements in HUD’s March 2010 HMIS Data Standards

VA Community Contract Data Collection Emergency Housing Contracts – Programs are similar to HUD’s Emergency Shelter programs Resident Treatment Contracts – Programs are similar to HUD’s Transitional Housing programs Safe Havens Contracts – Programs are similar to HUD’s Safe Havens programs 19

VA Community Contracts Data Collection

VA Community Contracts Program Descriptor Data Elements 2.1. Organization Identifier 2.2. Organization Name 2.3. Program Identifier 2.4. Program Name 2.5. Direct Service Code 2.6. Site Information 2.7. Continuum of Care Number 2.8. Program Type Code 2.9. Bed and Unit Inventory Information Target Population A Target Population B Method for Tracking Residential Program Occupancy Grantee Identifier

VA Community Contracts Universal Data Elements 3.1 Name 3.2 Social Security Number 3.3 Date of Birth 3.4 Race 3.5 Ethnicity 3.6 Gender 3.7 Veteran Status 3.8 Disabling Condition 3.9 Residence Prior to Program Entry 3.10 Zip Code of Last Permanent Address 3.11 Housing Status 3.12 Program Entry Date 3.13 Program Exit Date 3.14 Unique Person Identification Number 3.15 Household Identification Number

What Is Data Quality? Components of Data Quality – Definition of a record – Timeliness – Completeness – Accuracy – Monitoring – Incentives and enforcement

The Importance of Data Quality Data Quality is essential for HMIS and allows for: – Accurate reporting – Understanding of the nature and scope of homelessness Garbage In Garbage Out Essential to GPD Program to accurately report on your program activities and your client outcomes Essential for community partners – Planning – Funding applications – Public awareness and education

VA Intake and Data Entry Staff Roles/ Responsibilities VA Community Contract Intake staff: – Collect client data consistently, completely, and in a timely manner VA Community Contract Data Entry Staff – Enter client data consistently, completely, and in a timely manner – Insure client privacy and system security (don’t share passwords) 25

VA Intake and Data Entry Staff Roles/ Responsibilities Together they should: – Ensure consistent, complete, and timely client data in the HMIS Understand the Data Elements Understand the Response Categories Understand the Definitions – Work to insure client privacy – Minimize invalid responses 26

Security Requirements System security provisions apply to all the systems where personal protected information is stored, including, but not limited to, networks, desktops, laptops, mini-computers, mainframes and servers. Security has three categories: – System Security – Software Application Security – Hard Copy Security

Security Requirements System security – User Authentication – Virus Protection – Firewalls – Public Access – Physical Access – Disaster Protection and Recovery – Disposal – System Monitoring

Security Requirements Software Application Security – User Authentication 8 characters long At least 1 number and 1 letter Passwords must be regularly changed Don’t use whole/common words Don’t use User name – Electronic Data Transmission Data Encryption – Electronic Data Storage Binary versus text formal

Security Requirements Hard Copy Security – Intake Forms – Application Forms – Case Notes – Data Downloads for analysis – User ID and Passwords

Security Requirements Managing Security Requirements – Product User Authentication Anti-virus software Firewalls…. – Policy Who, what, when, where, and how – People Agreements that people sign agreeing to how they will treat client information Trust

Privacy Requirements Privacy Standards: – Protect client personal information from unauthorized disclosure – Seven components: Limitations Data quality Purpose and use limitations Openness Access and Correction Accountability

Privacy Standards Framework Personal Protected Information (PPI) – Includes name, SSN, program entry/exit, zip code of last permanent address, system/program ID, and program type. Allow for reasonable, responsible data disclosures Derived from principles of fair information practices Borrowed from HIPAA- Health Insurance Portability and Accountability Act 33

Baseline Privacy Standards Must comply with other federal, state, and local confidentiality law Must comply with limits to data collection (relevant, appropriate, lawful, specified in privacy notice) Must have written privacy policy- and post it on your web site Must post sign at intake or comparable location with general reasons for collection and reference to privacy policy May infer consent for uses in the posted sign and written privacy policy

HMIS Standards The HMIS Data and Technical Standards provide a secure structure for collecting and reporting information on persons at-risk or experiencing homelessness. The Standards are updated periodically to reflect advances in security and privacy and to meet the needs of new programs utilizing the system. Adherence to HMIS data collection and data quality expectations will result in better data at the local level for planning. 35

Resources HMIS Data Standards (March 2010) 20Data%20Standards-Revised%20_3.pdf 20Data%20Standards-Revised%20_3.pdf VA Homeless Management Information System (HMIS) Training Manual (need a link) HMIS Data Quality Toolkit yToolkit.pdf yToolkit.pdf