1. HPRP: HMIS Requirements HPRP data entry and reporting review 1hmismn.org

2. Today’s Webinar You can listen using your computer or calling in by phone ─ Phone: 773-945-1010, access code 435-413-797 ─ Use the bar on the right side to ask questions. We will respond either directly, as part of the webinar to the audience in general, or follow-up after with you. ─ Some pre-registration questions ask about making payments or combining HPRP with other sources HPRP grantees will need to answer these directly 2 hmismn.org

3. Forms and instructions Updated forms and instructions available on web site: hmismn.org ─ Make sure you are using HPRP forms If someone else has developed forms for you, please verify all questions are included ─ Word forms can be modified, but make sure to keep instructions and all data elements hmismn.org 3

4. HPRP funding overview HUD provides HPRP funding to a number of areas of the state, that then fund you ─ Grantees include: DHS-OEO (state-wide), Hennepin/Minneapolis, Dakota County, St. Paul, Duluth, St. Louis County ─ HMIS and reporting as standard as possible ─ Some additional requirements may vary by HRPR grantee hmismn.org 4

5. Basic Demographics Important HPRP reporting requires Wilder to have reports that unduplicate clients using a field generated from their basic demographic information ─ Only Wilder sees the grantee-wide client level data ─ Make sure to collect demographics as completely and accurately as possible for all clients ─ Client still have the choice to be entered as anonymous Make sure they clearly understand use of their data in HMIS and it’s goal to continue funding and gain a better understanding of housing needs hmismn.org 5

6. HPRP Quarterly report Not all data is on QPR. Other data is important for the APR (still in development with HUD). HUD’s requirements for what data appears on the HPRP Quarterly are very strict ─ A number of required fields must be completed exactly or clients WILL NOT show up on the reports at all hmismn.org 6

7. HPRP Quarterly Reporting All organizations entering data will be expected to run reports regularly ─ Wilder run data quality reports late December to send to grantees Each agency entering data will send QPR to their HPRP grantee by January 5 th for first quarter Individuals, not households are the focus of reporting. Data must be correctly collected for ALL Household members including children hmismn.org 7

8. Program Entry Entry: Select HPRP as Entry Type ─ Do not enter data into any other providers other than HPRP specific or select other entry type ─ Very important for reporting hmismn.org 8

9. Universal Elements Living situation last night-new options ─ Rental by client with VASH housing subsidy VASH=Veteran Affairs Supportive Housing ─ Rental by client with other Non-VASH housing subsidy-use this option for majority of rentals ─ Owned by client with housing subsidy ─ Safe Haven=Supportive housing program type serving homeless persons who are mentally ill, on the street, and haven’t participated in supportive services. hmismn.org 9

10. Universal Elements Zip Data Quality: Option now includes “Full or Partial Zip Code.” ─ Try and get zip code if at all possible ─ Record “Don’t know” only if client doesn’t know hmismn.org 10

11. Information now required for ALL CLIENTS For HPRP, more than just demographics are needed for all people served: ─ Housing Status (required to show up on quarterly reports) at entry and exit Important for QPR ─ Income (Annual Reporting) ─ General Disability Question (Annual Reporting) hmismn.org 11

12. Housing Status Question Three options can be used for HPRP participants at entry: ─ Literally Homeless (Rapid-Rehousing participants) ─ Housed and at imminent risk of losing housing (Prevention participants) ─ Housed and at-risk of losing housing (Prevention participants) hmismn.org 12

13. Housing status Stably Housed: Used only at exit. If meet stably housed at entry, they do not qualify for HPRP ─ Are in a stable housing situation and not at risk of losing this housing (i.e., do not meet the criteria for being at-risk of losing their housing). “Don’t know” and “Refused” are options on the list, but choosing either one will interfere with reporting hmismn.org 13

14. Using “Household Data Sharing” Most families will have the same response for Housing Status ─ Use Household Data Sharing in the Assessments section to save data entry time. hmismn.org 14

15. Income changes Income required for HPRP based on current income at entry ─ Report income on the day they enter based on what that would be estimating for a 30 day period Income is required for ALL CLIENTS ─ Record income for children as well ─ Click on client’s name at the top of the Assessment section to click between records hmismn.org 15

16. Income changes New overall questions about income ─ Income received from any source in past 30 days? ─ Non-cash benefit received from any source in past 30 days? ─ Yes, No, Don’t know (client doesn’t know), Refused If Yes, complete sub-assessment ─ Answer these questions for children with no income ─ “No financial resources” being phased out. Do not use for new clients or income updates hmismn.org 16

17. Income-sub assessments Income sub-assessment has been divided up ─ Monthly Income=Cash Sources ─ Non-Cash Benefits (amount optional) Data already entered transferred into this assessment during upgrade if clients previously served hmismn.org 17

18. Cash Income Record Cash income for all clients that receive income ─ For shared income sources such as MFIP/TANF, record on head of household’s record ─ If child on SSI or SSDI, put on their record ─ Record all other sources on appropriate clients’ record hmismn.org 18

19. Cash Income Record total monthly income from all sources in the new “Total Monthly Income” field hmismn.org 19

20. Non-Cash Income Record all non-cash benefits for ALL Clients who benefit from the assistance ─ For example, if a family receives food stamps or some kind of medical assistance, it should be recorded on all client’s records including children. hmismn.org 20

21. Income Income and Non-Cash sub-assessments now include new question set to “Yes”: ─ Income: “Receiving Income from Source” ─ Non-Cash: “Receiving Benefit” ─ No need to modify “Yes” If clients are in the program over a year, income should be updated Re-evaluate income every three months for eligibility. Only record changes if they leave program or at yearly update. hmismn.org 21

22. Disability and Veterans Questions Remember to complete when filling out income information Disability for ALL Clients-parents can respond for children Veteran question for all clients 18+ hmismn.org 22

23. Switching between client records Click on the client’s name in the household section near the top of Assessments Make sure to go back to the head of household’s record before recording services hmismn.org 23

24. Services and HPRP New service fields used to better track HPRP services, not AIRS terms usually used ─ Two new questions: HPRP Housing Relocation & Stabilization Service Provided OR HPRP Financial Assistance Type Select correct service from list ─ Select “Basic Needs” as Service Multiple Services is best way to record all services hmismn.org 24

25. Services and HPRP Make sure provider is the same as entry/exit Make sure start date is not before program entry date Need to record Housing Relocation & Stabilization and Financial Assistance on separate service transactions New HPRP services instruction document posted soon hmismn.org 25

26. Services: Housing Relocation & Stabilization Start date should be on or after the program entry date (never before) Clients evaluated every three months for program eligibility: ─ Add end date when service is complete ─ It is ok to enter services in three month increments hmismn.org 26

27. Services: Financial Assistance Start date must fall on or after program entry date (never before) Must be in three month increments for Rental Assistance or Utility Payments ─ Start date is program entry date or first of month after entry (accurately record month payment begins) ─ End date is at the end of a month ─ Use service start and end dates to track amount of time of assistance: Not part of reporting but needed to track HPRP requirements with 18 month limit hmismn.org 27

28. Services: Financial Assistance Motel Vouchers: record actual start and end dates Deposits and Moving Cost Assistance Can be one day services Remember to record cost in Cost of Service 1 for all financial assistance services. Source is optional hmismn.org 28

29. Services and Back Payments For back payments of rent and utilities, record a 1 day service Record months and type using the unit and unit type fields ─ Units=Months ─ Unit Type=rent or utility payments ─ Record total cost in Cost of Service 1. Cost of Unit and Source 1 are optional. Back payments count toward 18 month total for each type of financial service hmismn.org 29

30. Exit Destination, Tenure, and Subsidy are now combined together in new Destination field ─ Includes new options also in the “Living Situation Last Night” question ─ Tenure and Subsidy are dropped hmismn.org 30

31. Exit Example Destination options: ─ Staying or living with friends, temporary tenure (e.g., room apartment or house) ─ Staying or living with friends, permanent tenure ─ Rental by client, no housing subsidy ─ Rental by client, other (non-VASH) housing subsidy Update new general income questions at exit if changes ─ Such as: No longer receiving any non-cash, change response to “No.” hmismn.org 31

32. Exit Update Housing Status question ─ All four options are acceptable at exit ─ Make sure to change to correct status-Housing status at entry will automatically show up on screen ─ Make sure all household members are checked off and data will transfer Update Income questions for all clients ─ Click on their names in the exit screen to make changes in individual records Remember to end services hmismn.org 32

33. Remember-Back Date Mode All Assessment information should be entered to match program entry date, including income ─ Use Back Date Mode to match to entry date ─ Look at entry/exit to make sure you have the date right hmismn.org 33

34. How to update or check assessment info To see what has been entered, click on the “H” (History) next to a question. Wrong date=missing from report ─ Re-enter information using the correct date Correcting mistakes in the assessment section is important ─ Reports can’t understand two sets of information linked to the same date ─ Click on the trash can to delete the wrong information and leave only the correct information hmismn.org 34

35. Reports-use reports in ServicePoint Entry/Exit report and Client Served report can be used for some data quality/count checks at any time hmismn.org 35

36. ART Update We are aware ART has been slow lately and have been in consultation with Bowman ─ First stage in better ART performance rolled out which helped improve speed. New additional servers added before Christmas. ─ Load testing in January; you may be asked to help ─ Bowman committed to making HPRP Quarterly reporting work hmismn.org 36

37. Key Data Entry Steps for reporting Entry/Exit: Type=HPRP for correct HPRP provider Housing Status: Back date to entry date and complete for ALL household members. Can’t be Refused or Don’t know. Services: HPRP services must be recorded starting on or after entry date for ALL household members hmismn.org 37

38. HPRP reports in ART Report dates: ─ Prompts include provider(s), quarter start date, quarter end date, and grant start date (new) ─ Start date of quarter and grant should be 10/1/2009 for first reports Grant start date is the same for every report period Talk with your funder if you have questions about this date ─ Remember to use 1/1/2010 as the end date (one day after the end of the report period) hmismn.org 38

39. HPRP reports in ART Three main quarterly reports to use: ─ 1. HPRP Client Data Check QPR (Excel) ─ 2. HPRP Counting Report QPR (PDF) ─ 3. HPRP Counting Report QPR Plus Client Detail (PDF) ─ Reports are located in HPRP folder in ART ─ Reports 2 and 3 were designed by Bowman following HUD specifics hmismn.org 39

40. HPRP Client Data Check QPR First tab highlights data entry errors in columns A through I ─ Shows all Clients with Entries or Services ─ Clients entered correctly should be blank in all columns (A to H) or say “ok” (I). Anything wrong A to E and clients are excluded from report ─ Make sure all errors are corrected on the Data Check tab prior to submitting quarterly reports to your funders hmismn.org 40

41. HPRP Client Data Check QPR Other tabs show you detailed information that will be used on quarterly reports ─ Missing/errors highlighted in red and A through I repeated next to data causing errors Entries Services Exits hmismn.org 41

42. HPRP Counting Report QPR HPRP Counting Report QPR only shows clients entered correctly: HUD design requirement Report breaks out both quarterly and totals for entire grant program (GTD) ─ First report will have same numbers in both areas Households and Persons counted throughout report Breakouts also by Homeless Prevention and Assistance hmismn.org 42

43. HPRP Counting Report QPR Households ─ Both singles and families are counted as households ─ If household members are missing from the report, it may cause people to show up as singles HPRP Counting Report QPR Plus Client Detail shows these breakouts hmismn.org 43

44. HPRP Counting Report QPR Three Main Sections: ─ Total Individuals and Households Served Tab A ─ Counts of Services Provided Tab A ─ Exit Information Tabs B (Homeless Prevention) and C (Homeless Assistance) hmismn.org 44

45. HPRP Counting Report QPR Exit information ─ Destination, and Housing Status needed. Services need to be record correctly. Tab D: Additional Information ─ Prompt information including providers and dates selected ─ Unique and Client ID counts hmismn.org 45

46. HPRP Counting Report QPR Plus Client Detail Report shows counts plus who is included in the HPRP Quarterly Counting Report ─ Tabs E through G show clients on report ─ Includes breakouts by singles and families ─ Highlights who shows up in the Quarterly and GTD (Grant to Date) columns ─ No client names, only Client Unique ID, Client ID and Household ID Household ID= ID2 hmismn.org 46

47. HPRP Annual Report (APR) Data elements for APR set but report specifics still in development More data check reports will be available in January for complete data checking for APR We will provide more details as we learn more from HUD hmismn.org 47

48. Wilder Helpdesk hmis@wilder.org 651-280-2780 or 1-800-328-2972 Help desk unavailable on Dec 24 th, 25 th, and Jan 1 st. At least two people available most other days, especially last week in December. www.hmismn.org (forms, instructions, training schedule, training/webinar PowerPoints) www.hmismn.org Access recorded Webinars through Newsflash section of ServicePoint hmismn.org 48