1. 2017 HMIS Data Standard Changes
Impact on Runaway & Homeless Youth Providers
Presented By Shanna Cherubini

2. Agenda Resources Data Element Revisions
Workflow Revisions (ACF-FYSB Projects Only)
Provider Page Revisions
Implementation Timeline/Next Steps
RHY Fall Data Export

3. Resources MCAH Website
Michigan –
North Carolina –
HUD Exchange
2017 HMIS Data Manual
2017 RHY Program HMIS Manual (Coming Soon)

4. Data Element Revisions
Gender: Revised response values
Trans Female (MTF)
Trans Male (FTM)
Gender Non-Conforming (i.e. not exclusively male or female)
Living Situation: Revised response values
Permanent Housing (other than RRH) for formerly homeless persons
Rental by client, with RRH or equivalent subsidy
Living situation responses updated to better address rapid rehousing projects.
Project(s): SOP, BCC, TLP, MGH and Demo
Assessment(s): Intake

5. Data Element Revisions
Destination: Revised response values
“Permanent Housing (other than RRH) for formerly homeless persons.
“Rental by client, with RRH or equivalent subsidy”
Disability Subassessment: Retired follow-up response values
Documentation of disability and severity (RETIRED)
Currently receiving services (RETIRED)
Destination responses updated to better address rapid rehousing projects.
Disability subassessment – Old follow-up questions showed up in the subassessment assessment when you selected “yes” for any of the specific disability types (physical, mental health, etc).
Project(s): SOP, BCC, TLP, MGH and Demo
Assessment(s) : (Destination) Exit
(Disability) Intake, Update and Exit

6. Project(s): SOP, BCC, TLP, MGH and Demo
Data Element Revisions
Commercial Sexual Exploitation/Labor Exploitation (Trafficking)
Now collected at Exit
Last Grade Complete/School Status/ Employment Status
Now collected at Intake AND Exit
Commercial Sexual Exploitation and Labor Exploitation questions moved from intake to exit assessment to allow time for staff to built a rapport with before having to ask such intrusive questions.
Project(s): SOP, BCC, TLP, MGH and Demo

7. Data Element Revisions
Housing Status
Retired per the 2017 HUD Data Standards
Still REQUIRED in Michigan and North Carolina for reporting purposes.
Only collect at Intake (Project Start) - - Do NOT update at exit.
Key data element used homeless reports created by MCAH
Family Reunification Achieved
ACF-FYSB Projects – RETIRED
Michigan HYR Projects – Still required
Project(s): SOP, BCC, TLP, MGH and Demo
Assessment(s) : Intake

8. Data Element Revisions
Income: Minor Correction
Social Security Disability Insurance (SSDI)
NonCash Benefits: Retired response values
Section 8, Public Housing or Rental Assistance (RETIRED)
Temporary Rental Assistance Subsidies (RETIRED)
Project(s): TLP, MGH and Demo
Assessment(s): Intake, Update and Exit

9. Data Element Revisions
Referral Source: Streamlined Response Values
Project(s): BCC, TLP MGH and Demo
Assessment(s): Intake

10. Data Element Revisions
Family Critical Issues: Streamlined
Project(s): BCC, TLP MGH and Demo
Assessment(s): Intake

11. Project(s): BCC, TLP MGH and Demo
Data Element Revisions
Counseling: NEW Questions
Project(s): BCC, TLP MGH and Demo
Assessment(s): Exit

12. Project(s): BCC, TLP MGH and Demo
Data Elements Revisions
Safe and Appropriate Exit: NEW Questions
Project(s): BCC, TLP MGH and Demo
Assessment(s): Exit

13. Project(s): BCC Shelters, TLP, MGH and Demo
Data Elements Revisions
Project Completion Status
Dependent question – “If left early, select the major reason…” (RETIRED)
Project(s): BCC Shelters, TLP, MGH and Demo
Assessment(s): Exit

14. Data Elements Revisions
ACF-FYSB Projects Only
BCP Status
Reworded “FYSB Youth” to “Youth Eligible for RHY Services”
If yes, runaway youth (NEW)
Only one RHY status date and eligibility response is allowed for each project stay. If a client returns to the project at a later date, the previous data does not apply and must be entered based on the new project start and project exit dates. Youth who are not eligible for RHY Services are also not homeless under the HUD definition of homelessness. There, these youths should be excluded from all PIT/HIC reporting on the project. Data on youth marked ‘ineligible’ does transmit in the RHY export, but is filtered out in analysis.
Project(s): BCC
Data Collection Point: Intake

15. Data Element/Workflow Revisions
ACF-FYSB Projects Only
Aftercare
Streamlined Response Values
Now Collected on Post Exit (NEW Data Collection Stage)
Information may be entered post exit for a period of up to 180 days.
Project(s): BCC, TLP MGH and Demo
Data Collection Point: Post Exit

16. Workflow Revisions ACF-FYSB Projects Only Referral Provided (RETIRED)
RHY projects are no longer required to track referrals provided – applies to all projects (SOP, BCC, TLP, MGH).
Services Provided
Street Outreach Projects are no longer required to track services provided.
Service list streamlined for all other projects
RHY specific service list reduced from 25 items to 15 items

17. Workflow Revisions
ACF-FYSB Projects Only

18. Provider Page Revisions
Operating Year Start/End Date (NEW)
Enables the activation and de-activation of a project.
Required for reporting
Start = First day the project provided (or will provide) services/housing.
End = Last day services are provided
Leave blank if project is expected to continue operating.
Operating start date should reflect the first day on which a project provided (or will provide) services and/or housing. For projects that began operating prior to 10/1/2012, the start date may be estimated if it is not known. Projects that are fully funded but have not yet begun operating may be entered with a future project start date that reflects the date the project will begin providing services. Operating end date should reflect the last day on which the project provided or is expected to provide services and/or housing. It may be a date in the future; it may also be blank if the project is expected to continue operating indefinitely.

19. Provider Page Revisions
Bed and Unit Inventory
New requirement to associate each inventory record with a CoC Code
Removal of Youth Bed Age Categories.
New Federal Funding Sources:
New Federal Funding Sources Added
HUD: CoC – Youth Homeless Demonstration Program (YHDP)
CoC Code has been added to clarify that the inventory is specific to the continuum in which it is located; for projects that operate in multiple CoCs, the new field makes it possible to capture a bed inventory separately for each area.

20. Provider Page Revisions
Additional Project Information
CoC Code
Geocode
Target Population – DV, HIV, N/A
Victim Service Provider – yes/no
Project Zip code
Geography Code – Urban, Suburban, Rural
Housing Type – Site-based (Single), Site-based cluster (multiple sites), Tenant-based - scattered site.
Project Street Address, City and State
Will be used to help facilitate generation of HIC and AHAR Data.
Relevant fields from 2.8 Site Information and 2.9 Target Population have been combined into a single data element. ‘Optional status was removed’ as this element will be required for AHAR beginning October 1, 2018.
Geocode, Zip and Address should reflect the location of the project’s principle site or, for multiple site projects, the location in which the majority of the project’s clients are housed. Tenant-based scattered site projects are only required to complete the Geocode and Zip fields and may use the administrative address if they wish to complete the remainder of the address fields.

21. Provider Page Revisions
ACF-FYSB Projects Only
Service Quicklist
Referral
Post Exit – Aftercare Assessment Assessment/Visibility

22. Implementation Timeline
Task
Date
Revised HMIS paper assessments released
By September 20th
Revised workflows/job aids released
By October 1st
2017 HUD Data Standards Implemented
-HMIS electronic assessments revised
-New provider page elements available
MCAH Audit of Youth Provider Pages to ensure 2017 HUD Data Standard Compliance.
Agencies must have all provider page updates completed before audit date.
October 23rd
RHY Training Videos and certification quizzes updated to reflect new 2017 Data Standards
TBD

23. Next Steps Beginning October 1, 2017 - -
Use new paper assessments, workflow documents and job aids provided by MCAH
Update all provider pages to incorporate the 2017 Data Standard Changes
Contact Local HMIS System Administrator for assistance
Collect new data elements for all clients who are open on or after October 1st

24. ACF-FYSB Projects Only
RHY Fall Export
ACF-FYSB Projects Only
Fall Submission Dates: 11/1/ /22/2017 (tentative)
Report Timeframe: 10/1/2016 to 09/30/2017
New grantees will receive login and password information from AIR the week before the submission period.

25. 15851 S Old US 27 Bldg 30 Suite 315 Lansing, MI 48906  (517) 485-6536
Any Questions?
THANK YOU FOR ATTENDING
Shanna Cherubini
(517)
15851 S Old US 27 Bldg 30 Suite Lansing, MI  (517)