1. Minnesota’s Homeless Management Information System (HMIS)
DHS-HTHP Program Requirements
Program Specific 151

2. Minnesota’s Homeless Management Information System (HMIS)
DHS-HTHP Program Requirements
Program Specific 151

3. Overview
This training is to provide supplemental data entry and reporting instructions specific to DHS-HTHP projects.
For complete instructions, you should also review these videos:
Universal and Common Data Elements Overview (Foundations 115)
ClientPoint Module – Entry/Exit (Data Entry 123)
ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161)
This training is covering unique processes not covered in other trainings.

4. Materials DHS-HTHP Reference Guide
DHS-HTHP Data Entry and Report Instructions
All resources (as well as funder contact information) are posted here under DHS-HTHP:
“We won’t be covering the last 2 in this training outside of this slide. HUD-ESG is a federal funding source, and they have their own manual created by HUD in how they should be setup and use Homeless Management Information Systems across the country to standardize data collection.”

5. About the Program
HTHP (Health Transitions Homeless Prevention) projects help youth ages achieve outcomes which include completing an independent living skills course, collection of vital documents, assistance with post-secondary education, employment and housing.
Project funding is separated into two categories:
In Care (in foster care)
Left Care (left foster care)
Update this slide!

6. Program Specific Data Elements
Unique Data Entry

7. Outcomes Assessment MN: DHS HTHP and OEO HYA Outcomes Assessment
Tracks a client’s progress for 9 outcome or goal areas which the client identifies, works towards, and/or completes while in your program.
Independent Living Skills Plan
Transportation
Vital Documents Portfolio
Employment
Education
Stable Housing and Housing Assistance
Family Reunification
Foster Care and Extended Foster Care
Social and Emotional Well-being
Located in the Assessments tab of the client’s record and should be updated as the client makes progress.
Only completed for “program eligible” clients. Not necessary to complete for children of youth clients.

8. Outcomes Assessment
Record dates, supplemental data, and notes for each outcome the client identifies, works towards, or completes
Backdate to the last day of the previous quarter if you are completing outcomes for the previous quarter. If you are completing outcomes for this quarter, backdate is not necessary but can be helpful in certain situations such as entering or updating multiple outcome areas for the same day (such as program entry or exit).
Update outcomes as client completes goals and prior to quarterly report due dates

9. Outcomes Assessment Tips for completing the Outcomes Assessment:
Start/Completion dates for Independent Living Skills Plan should match Entry/Exit dates
Employment Completion date is the day client obtains job
Outcome 8a and 8b, Foster Care Benefits, can both be answered for the same client if client turns 18 while enrolled.

10. Outcomes Assessment Housing Assistance sub-assessment
Record amount of housing assistance received on a quarterly basis
One record per quarter.
Always use the following quarterly Start–End dates
January 1 – March 31
April 1 – June 30
July 1 – September 30
October 1 – December 31
Prorate housing assistance if spanning two quarters
Sub-assessments are required for Independent Living Skills Group Training (#1a) and Housing Assistance (#6a) outcomes. Independent Living Skills sessions and amount of housing assistance are required on a quarterly basis. Use the sub-assessments to track the totals per reporting quarter for these outcomes.
The sub-assessments allow for one record per quarter, but a client can have multiple records over time. If a youth has attended Living Skills Group Training sessions or received Housing Assistance during a particular quarter, apply these rules:
Start date: First day of the reporting quarter
Start Date of Quarter (1): January 1 (End Date: March 31)
Start Date of Quarter (2): April 1 (End Date: June 30)
Start Date of Quarter (3): July 1 (End Date: September 30)
Start Date of Quarter (4): October 1 (End Date: December 31)
End date: Last day of the reporting quarter (see above). You must enter an End Date if you enter a Start Date.
For Independent Living Skills Group Training, record the total number of sessions the client attended in the quarter. Indicate whether or not the course was completed and, if applicable, the date the training was completed.
For Housing Assistance, record the TOTAL amount of assistance received in the quarter. Do not record the amounts monthly or separately as they will not report correctly. If assistance spans two quarters; prorate the amount so that the start date and end date do not span two quarters.
Give live demonstration of the Assessment.
Record a start date when a client identifies a goal area; record a completion date when the goal is met.
Best practice is to update outcomes as a client meets a goal so you are prepared for reporting. Update this assessment at least quarterly and prior to report due dates.
The Start Date and Completion Date fields are important for correctly pulling information into outcomes reports. Keep track of the actual dates that the client starts and completes each outcome. Outcomes reports pull information on dates entered during the report period.
If a youth reenters your program, you can continue to track outcomes started in the previous program entry. When a participant returns, you can leave the initial start date that was set during the previous program enrollment. If the participant is no longer working towards a goal and the goal was never completed, you should delete the Start Date.

11. Data Entry Workflow for ClientPoint
minnesota.servicept.com

12. Overview of the Data Entry Workflow for DHS-HTHP Projects
Reference Guide
Overview of the Data Entry Workflow for DHS-HTHP Projects
All HUD-ESG project types use Entry/Exit to record client participation; Entry type = HUD
Encourage people to print the Reference Guide. I’ll be using this Reference Guide as I provide a brief overview of the HUD-ESG Workflow.
Note: If you are an Emergency Shelter and considered NIGHT-by-NIGHT or are using ShelterPoint, this instruction will not apply to you. I will NOT be covering Service Transactions in this training as that is not a REQUIRED component of HUD-ESG.

13. Live demonstration at minnesota.servicept.com/training
Visit ServicePoint. Be sure to point out the Entry Assessment and the Outcomes Assessment so that people understand where they will be answering Assessment questions.
Households Tab: You will primarily be entering single clients into ServicePoint (youth served by your program placed in foster care or having left foster care). If youth are being served on their own, no household needs to be created.
Create a household if family members (particularly children) are living with the youth client. Additionally, if siblings are served together they can also be linked together in a household (household type = “Other”). You do not need to record information on parents or other adults to whom the youth client may be connected as they are not being served by your program. Parents/siblings that live in the same household as the youth may not be eligible for services

14. Reports – Data Quality Reports used for data quality
DHS HTHP Demographics Data Check
DHS HTHP Outcomes Data Check Report
DHS HTHP Outcomes for Exited Data Check Report
Location: ARTPublic FolderSSA Report Gallery DHS HTHP
Data quality reports are for agency use; never send these reports to funder.

15. Reports – Funder-required
Reports required by funder:
DHS HTHP Demographics Counting Report
DHS HTHP Outcomes Counting Report
Location: ARTPublic FolderSSA Report Gallery DHS HTHP
Due to DHS quarterly. Check communications from DHS or HMIS Website for due dates.
If you have more than one HTHP provider (i.e. In Care and Left Care), run separate reports for each provider and send to DHS as PDF files.

16. Reports – Tip re: the Outcomes Report
Confirm that the data entered in the Outcomes assessment is complete and updated with accurate dates.
The status of an outcome is reported in one of four ways:
No: A start date hasn’t been recorded (implying the client is not working on that outcome)
Yes: A start date was entered and the completion date is in the report period (will be highlighted on the Data Check report)
In Process: A start date was entered before the end of the current report period and no completion date has been entered
Previously Completed: Both start and completion dates fall before the current report period.

17. Most of the 9 goal areas require additional tracking questions (apart from Start Date and Completion Date). If you enter a Start Date for a particular outcome, update the additional data fields as they apply to the client. These additional questions will be pulled into a report only if there is a completion date for that goal in the reporting period.
Highlighted fields on the Outcomes Data Check report indicate Outcomes completed during the report period.

18. THANK YOU FOR WATCHING! For Additional Assistance
Refer to online resources available at hmismn.org
Contact the Helpdesk (Available: 8:30-4:30 M-F)
Form: Website Form
Please use client ID number and initials instead of name in correspondence
Voic (651) or 1(855)
All calls go directly to voic