Emergency Shelter and Housing Assistance Program Data Requirements 12/3/2015

 Data Overview & Importance  DV Providers Data Requirements  Home to Stay Data  New Data Entry Workflow  Reports  Resources and Follow Up Agenda

 The data entered into HMIS (or comparable database – DV providers) will be used to determine if benchmarks are being met, to measure performance, and to get accurate counts of clients served  Funding will be based on these benchmarks, performance, and client counts Importance of Data for the 2016 Program

 Data should be complete, accurate, and updated regularly  Reports will be available for users to monitor their own data on a regular basis 4 Importance of Data for the 2016 Program

 Data Collection  Data Submission  Reports Data Requirements - Domestic Violence Providers

HMIS User Responsibility Reminders DO NOT share your user ID password with anyone else. DO NOT use someone else's user ID or password. DO NOT use your access level to enable other individuals to view or edit data that they are not authorized to view, access or change. NEVER write down your passwords or post them on your terminal or other obvious places. LOG OFF when finished using your terminal or workstation, or if you are stepping away from your desk, even momentarily. Important: Your agency is obligated to ensure that within 24 hours of a staffing change affecting HMIS user access, the HMIS Lead has been notified. Failure to do so will result in restriction of entire agency access to ServicePoint.

User Responsibility Reminders - Personal Protected Information HUD identifies certain information in the UDEs as Personal Protected Information (PPI). HMIS users must use special care when working with or printing out PPI such as:  Names  Social Security Numbers  Date of Birth  Program Participation Dates  Any other unique, identifying number or code

 In order to account for clients who are currently being served in Home to Stay and will continue to be served into 2016, data will continue to be recorded in the Home to Stay EDA  It is critical that the current Home to Stay data is accurate and reflects only who is currently being served 8 Home to Stay Data

 Exit all clients who are no longer being served by Home to Stay - this is critical to ensure accuracy of 2016 data.  Exit clients no longer being served by the program as of the last service date.  The Frequency of Contact report in ART will be helpful in identifying these clients. 9 Home to Stay Data

 Continue to record data and services using the Home to Stay EDA for clients who were in the program prior to January 1,  Record interims, services, housing placements, etc. as you previously have for these clients.  All new clients served on or after January 1, 2016 should NOT be recorded in Home to Stay. There should be NO new entries after that date.  The data will be combined with data from the new program on our end to measure benchmarks and performance related to payments. 10 Home to Stay Data

The Data Entry Workflow will be the same for clients who enter the program from Shelter and Places not Meant for Habitation The important distinction is which EDA you use to enter these clients: Clients Entering From Your Shelter – use your shelter EDA Clients Entering From Streets/Non-Funded Shelter – use the Services Only EDA that has been set up for your agency 11 New Data Entry Workflow

Setting Your Enter Data As 12 The first thing you MUST do after you log into ServicePoint is to Click on the words “Enter Data As”. And choose the program you are going to do data entry for.

Setting Your Enter Data As 13 Choose the program you are going to do data entry for from the dialog by clicking on the green + next to that program.

Choose ClientPoint 14

Add Entry/Exit Entry date should reflect the date the client entered shelter or began being served by the program for non-fixed and services only providers.

Add Entry

 Assessments in the Entry, Interim, and Exit screens will appear a little different with the new program  There will now be multiple assessments to answer UDE fields and Program Specific fields  This will be similar to the way in which STEP Data has been captured on a separate assessment inside the Entry. The data collected is virtually the same, but the entry assessments have just been split out a little more. 17 Multiple Assessments

Fill Out the UDE Entry Assessment

Click on and Fill Out the Program Specific Assessment Tab

Click on other Household Members to Complete Their Entry Assessments

21 Save and Exit When data has been saved on all household members, save and exit

Add Interim Review to Record VI-SPDAT & Housing Stability Plan

Add Interim Review

Select Type and Review Date Type = Update Review Date = Date the VI- SPDAT was completed

Fill Out VI-SPDAT Information and Housing Stability Plan Information VI-SPDAT should be completed for all clients in the program for 14 days

26 Save and Exit When data has been saved, click save and exit

Add Services Based on Housing Stability Plan as Provided Always use “Add Multiple Services” to add services to a client record

Include Household Members in the Service

Fill Out Service Fields

Use “Add Another” to Add More than one Service Save and Exit when you have finished recording services

Recording an End of Program Participation Service When a client has ended program participation/navigator services, add a service with a Service Type of Housing/Shelter and a Provider Specific Service of End of Program Participation **Note: this may be after Exit from shelter/program

32 Add Interim Reviews as Data Updates are Needed

Add Exit When Client Exits Shelter or Services Only Project Exit date should reflect date the client left shelter or the services only program. If the client discontinues services at the same time that they exit the program, remember to add an End of Program Participation Service

Record Date, Reason for Leaving, and Destination

Destination Data will be used for Performance Measures

Exit Destinations Performance Measure Categories

Ongoing Subsidy Type

Fill Out/Update Exit Assessment

Update the Exit Assessment for Each Household Member

40 Save and Exit When data has been saved, click save and exit

Continue to Add Services After Exit as Provided

Remember to Add an End of Program Participation Service When a client has ended program participation/navigator services, add a service with a Service Type of Housing/Shelter and a Provider Specific Service of End of Program Participation **Note: this may be at or after Exit from shelter/program

STEP Data Continue to Record STEP Application and Coupon Data in the Entry – this process has not changed

Upload STEP Documents from Client Profile Tab Continue to upload STEP documents in the File Attachments section of the Client Profile Tab – this process has not changed

 Tools for providers to ensure accurate and up to date data  Current reports such as Data Completeness and Participation reports should still be used  New Program Reports 45 Reporting

 3 Reports:  Program Outcome VI-SPDAT & Housing Stability Certification  Program Outcome 30 Day Check-In Certification  Performance Measure All reports for Program will be found in Public\Emergency Shelter\ESHAP. Reports may look a little different once we have live data 46 Reporting

Prompts the same as existing reports – Start Date, End Date, Provider ID Reports should be run monthly to ensure data is complete and accurate 1 st page of Stabilization Share reports need to be signed, dated and sent to MaineHousing quarterly. Please send only the first page. 47 Reporting

All About Prompts

 New HMIS users will still need to complete a New User Training and fill out a New User Agreement prior to being issued a ServicePoint license.  Trainings are scheduled for: Thursday, December 17 th – 10 a.m. – 12 p.m. Friday, January 8 th – 10 a.m. – 12 p.m. Thursday, January 28 th – 10 a.m. – 12 p.m.  New users can register for the trainings at: * Follow up report training once data entry with the new workflow is underway Contact the HMIS Help Desk at with 49 Follow Up Training

 Updated forms and program documents will be posted to mainehmis.org  Contact the HMIS Help Desk with HMIS questions using the help form on mainehmis.org or at 50 Resources