2. 2019 Data Standards
September 4, 2019

3. agenda Timeline for Release Project Descriptor Data Elements
Universal Data Elements Data Entry
Program Specific Data Elements
New Coordinated Entry Elements
Timeline for data entry
Margaret Ann Smith

4. Timeline for release
FY2020 HMIS Data Standards v1.3 must be live in our system on 10/01/19
Updated Intake forms will be available 10/01/19
Margaret Ann Smith

5. Project Descriptor data elements
General Changes
Renumbering of elements throughout to gain consistency
Reorganization of elements
Renaming of elements
Consolidation of elements
2.4 and 2.5 consolidated into 2.02
Removal of 2.8 Additional Information
Margaret Ann Smith

6. Project descriptor data elements
Addition of the following picklist values
HUD: CoC – Joint Component TH/RRH
VA: Grant Per Diem – Case Management/Housing Retention
Local or other Funding Sources with text box to record the name of the local or other funding
Margaret Ann Smith

7. Project descriptor data elements
Target Population question will be asked per inventory list instead of project level.
Bed and Unit Inventory Information – Special Populations
The following will be asked per inventory list:
Chronically homeless veterans
Youth veterans
Other veterans
Chronically homeless youth
Other youth
Any other chronically homeless
Non-dedicated Beds
Total Bed Inventory
Total Unit Inventory
Margaret Ann Smith

8. Universal data elements
General Changes
Renumbering of elements throughout to gain consistency
Renaming of data element
Minor changes to Disabling Condition
Minor changes to Destination Picklist values
Minor changes to Prior Living Situation
Danielle Humes

9. Universal data elements
3.09 Disabling Condition
System logic/system issues changes
Danielle Humes

10. Universal data elements
3.12 Destination
Revised destination picklist to align with Prior Living Situation and Current Living Situation
Wording changes
Addition of “Host Home (non-crisis)”
Added text box for “Other”
3.917 Prior Living Situation (A and B)
Formerly named Living Situation
Addition Current Living Situation (new)
Danielle Humes

11. Program specific data elements
General Changes
Renumbering of elements throughout to gain consistency
Removal of dependent questions for Developmental Disability and HIV/AIDS
Changes to required data collection for some elements
Restructure of Contact Elements
Addition of Coordinated Entry Elements
Danielle Humes

12. Program specific data elements
4.06 Developmental Disability -Common
Removed dependent element “Substantially impedes the individual’s ability to live independently”
4.08 HIV/AIDS –Common
4.11 Domestic Violence –Common
Data entry now required for SSVF
Data entry now required for PATH
Danielle Humes

13. Program specific data elements
4.12 Current Living Situation –Common
Data element fields
Information Date
Is client going to have to leave their current living situation within 14 days
Has a subsequent residence been identified
Does individual or family have resources or support networks to obtain other permanent housing
Has the client had a lease or ownership interest in a permanent housing unit in the last 60 days
Has the client moved 2 or more times in the last 60 days
Location details
Danielle Humes

14. Program specific data elements
4.12 Current Living Situation –Common
Values in the current Outreach Sub-assessment (Contacts) will be mapped according to HUD instructions
This includes date and location
A CLS is required for each direct client contact for Street Outreach, Coordinated Entry and Emergency Shelter –Night by Night
CLS is required when a Project Start Date is entered
CLS is required when a Date of Engagement is recorded
Data is recorded for Head of Household on each occurrence/update
Will remain a sub-assessment
Danielle Humes
We do not have any night-by-night shelters all of our shelters are entry-exit.

15. Program specific data elements
P3 (PATH) PATH Status
Added picklist value to “No” for Client Enrolled in PATH
Unable to locate client
Danielle Humes

16. Program specific data elements
R3 (RHY) Sexual Orientation
Added picklist value
Questioning/unsure
Other
Text box for “Other”
YHDP required to enter data for this element
R6 (RHY) Employment Status
Added program components for data entry
VA –Grant per Diem –low demand
VA –Grant per Diem –Case Management/housing relocation
R10 (RHY) Pregnancy Status
Data element now required to be answered for all female Heads of Household regardless of age
Formerly only required for adult female HoH
Danielle Humes

17. Program specific data elements
V2 (VA) Services Provided SSVF
Added new picklist values
Extended shallow subsidy
Returning home
Rapid resolution
V3 (VA) Financial Assistance SSVF
Addition of picklist value “Extended shallow subsidy –rental assistance”
V6 (VA) VAMC Station Number
Change to program components now required to enter data. Now required for the following:
VASH all components
VA –CRS –Contract Residential Service
VA –Community Contract SH program
VA –Grant per Diem –all components
V9 (VA) HUD VASH Voucher Tracking
Collection point changed from Project Start, Update and Project Exit to Occurrence point/update
Danielle Humes

18. New coordinated entry data elements
4.19 Coordinated Entry Assessment –Common
New element with the following fields:
Date
Assessment location (created by sys admins)
Assessment Type
Assessment level of either Crisis Needs or Homeless Needs Assessment
Local Questions
Assessment result type (local questions)
Prioritization Status
Recorded for Head of Household on each occurrence
May involve multiple and overlapping project entries
Required for all CoC Funded SSO Grants for Coordinated Entry; recommended otherwise
Danielle Humes

19. New coordinated entry Data Elements
4.20 Coordinated Entry Event –Common
New data element with the following fields:
Date
Access Event
Referral Event
Diversion Y/N
Location of Referral
Referral Result
Date of Result
Recorded on each occurrence for Head of Household
Required for all CoCFunded SSO Grants for Coordinated Entry; recommended otherwise
Danielle Humes

20. Coordinated Entry Timeline
Timeline for implementation
Data elements (4.12, 4.19 and 4.20) will be available on October 1, 2019
Communities have until April 1, 2020 to go live
Communities may need special mapping projects to move historic data
Communities may need to complete import projects to bring in historic data from other source(s)
HUD TA assistance is available if needed for these special projects
This will also give System Administrators time to train users on workflow changes
Danielle Humes

21. Questions?
Margaret Ann Smith