1. AHAR (2014) Orientation Michigan Statewide Homeless Management Information System Overview of the Data Collection and Submission Process for the Annual Homeless Assessment Report

2. Agenda Overview of AHAR data scope, reporting categories and timelines Overview of AHAR data scope, reporting categories and timelines Preparation for generating and submitting AHAR data Preparation for generating and submitting AHAR data Generating Your AHAR Data Generating Your AHAR Data Homelessness Data Exchange (HDX) Submissions Homelessness Data Exchange (HDX) Submissions CoC Confirmation of AHAR Data Summary CoC Confirmation of AHAR Data Summary

3. AHAR Data Reported HUD Report to Congress based on: Data Generated from HMIS... Housing Inventory Data Universal Data Elements Household Data Participating Program Types: Emergency Shelter, Transitional Housing and Permanent Supportive Housing (excluding HARP/HCV unless supportive services are directly provided by the housing program). Data Entered on the Homelessness Data Exchange (HDX)

4. AHAR Reporting Categories Unduplicated All Persons and Veterans-Only client data in the following program categories: ES–FAM: Persons in families served by Emergency Shelters ES–FAM: Persons in families served by Emergency Shelters ES–IND: Individuals served in Emergency Shelters ES–IND: Individuals served in Emergency Shelters TH–FAM: Persons in families served by Transitional Housing providers TH–FAM: Persons in families served by Transitional Housing providers TH-IND: Individuals served in Transitional Housing programs TH-IND: Individuals served in Transitional Housing programs PSH FAM and IND – Includes S+C; HARP (HCV) programs are not included unless supportive services are directly provided by housing program. PSH FAM and IND – Includes S+C; HARP (HCV) programs are not included unless supportive services are directly provided by housing program. Data Summary: Aggregate data from the reporting categories above. Data Summary: Aggregate data from the reporting categories above.

5. AHAR 2014 Timelines Data Collection Period: 10/01/13 – 9/30/14  All Persons Data: Draft Submission – November 14, 2014 Draft Submission – November 14, 2014 Final Deadline – December 12, 2014 Final Deadline – December 12, 2014  Veterans-Only Data: Draft Submission – November 14, 2014 Draft Submission – November 14, 2014 Final Deadline – December 12, 2014 Final Deadline – December 12, 2014  HUD Publication: ~ Spring/Summer 2015

6. Preparation for Generating and Submitting AHAR Data: Housing Inventory Chart Housing Inventory Chart Housing Inventory Chart Housing Inventory Chart Bed counts by AHAR category for participating and non-participating providers (Bed Count Worksheet) Bed counts by AHAR category for participating and non-participating providers (Bed Count Worksheet)Bed Count Worksheet)Bed Count Worksheet) Initial decision on AHAR reporting categories based on HMIS coverage Initial decision on AHAR reporting categories based on HMIS coverage AHAR Reporting Group Build (Include zip codes for all providers in Reporting Group!!) AHAR Reporting Group Build (Include zip codes for all providers in Reporting Group!!) AHAR Reporting Group Build AHAR Reporting Group Build Data quality checks (Households, UDE’s and Entry/Exits) Data quality checks (Households, UDE’s and Entry/Exits) Provider Page Audits Provider Page Audits Homelessness Data Exchange (HDX) Registration Homelessness Data Exchange (HDX) Registration

7. About Coverage & Data Quality... Bed Coverage: CoCs must have at least 50% HMIS bed coverage in at least one AHAR reporting category Bed Utilization: Accurate provider bed counts and timely entry/exits for all clients served during the AHAR reporting period are essential...   Missing entries result in an under-count of persons served; this and/or higher than accurate bed counts result in low bed utilization rates (65% or under = usability error on HDX)   Missing exits exaggerate client counts; this and/or lower than accurate bed counts produce high bed utilization rates (105% or over = usability error) Data Completeness: High percentages of missing data can disqualify submission... Disability, veterans status and zip code of last permanent address are typical challenge areas Provider Pages: Missing or wrong program type codes will skew data pulling into reports and adversely affect client counts and bed utilization

8. Data Quality Monitoring AHAR Tools Folder in “ART” AHAR Tools Folder in “ART” AHAR Tools Folder in “ART” AHAR Tools Folder in “ART” #1A 0629 Housing Inventory Chart #1A 0629 Housing Inventory Chart #1A 0629 Housing Inventory Chart #1A 0629 Housing Inventory Chart #01- Provider Page Check-up #01- Provider Page Check-up #01- Provider Page Check-up #01- Provider Page Check-up Audit Program Type, CoC and Geo Codes! Audit Program Type, CoC and Geo Codes! Audit/Update Bed/Unit Inventories!! Audit/Update Bed/Unit Inventories!! Missing Program Entries Missing Program Entries Program Exits Program Exits Program Exits Program Exits #02 - AHAR (9) LOS Clients With and Without Missing Program Exits for Excessive Lengths of Stay #02 - AHAR (9) LOS Clients With and Without Missing Program Exits for Excessive Lengths of Stay #02 - AHAR (9) LOS Clients With and Without #02 - AHAR (9) LOS Clients With and Without Voucher Bed Pro-rated Count Voucher Bed Pro-rated Count HCV-HARP Program Workflow Issue HCV-HARP Program Workflow Issue #03 - Bed Count Adjustment Report #03 - Bed Count Adjustment ReportBed Count Adjustment ReportBed Count Adjustment Report #04 - 0213 UDE Completeness Report #04 - 0213 UDE Completeness Report0213 UDE Completeness Report0213 UDE Completeness Report

9. Generating AHAR Data ServicePoint AHAR reports run by HMIS Agency and System Administrators. ServicePoint AHAR reports run by HMIS Agency and System Administrators.AHAR reports AHAR reports AHAR 2014 Point-In-Time Dates: AHAR 2014 Point-In-Time Dates: 10/30/20134/30/2014 10/30/20134/30/2014 1/29/20147/30/2014 1/29/20147/30/2014 Sys Admin/CoC review of AHAR reports: Sys Admin/CoC review of AHAR reports: HMIS Bed Coverage HMIS Bed Coverage PIT utilization levels PIT utilization levels Missing data Missing data Other issues (e.g. long term stays in ES, etc.) Other issues (e.g. long term stays in ES, etc.) Cleaning of Data/Re-Running Reports Cleaning of Data/Re-Running Reports

10. Submitting AHAR Data Homelessness Data Exchange Data Entry Homelessness Data Exchange Data Entry Homelessness Data Exchange Homelessness Data Exchange Uploading reports Uploading reports Completing data shells & correcting errors Completing data shells & correcting errors Submitting data entry shells Submitting data entry shells HDX AHAR Sandbox HDX AHAR Sandbox HDX AHAR Sandbox HDX AHAR Sandbox Correspondence with Lisa Setrakian, Abt Associates liaison (T.A., submission notes, data clarification) Correspondence with Lisa Setrakian, Abt Associates liaison (T.A., submission notes, data clarification) Finalizing AHAR Exchange report category submissions Finalizing AHAR Exchange report category submissions CoC Confirmation of AHAR data summary CoC Confirmation of AHAR data summaryAHAR data summaryAHAR data summary Click “Confirm” button to complete submission!! Click “Confirm” button to complete submission!!

11. Questions?? Questions?? Contact Information: Contact Information: MCAH – Michigan CoC AHAR Support: MCAH – Michigan CoC AHAR Support: Gerry Leslie gleslie@mihomeless.org (517) 853-3896 Elizabeth Hurkman egraham@mihomeless.org (517) 853-3895 Shanna Cherubini scherubini@mihomeless.org (517) 853-3889 Abt Associates – HDX Submission Support: Abt Associates – HDX Submission Support: Lisa Setrakian Lisa_Setrakian@abtassoc.com (617) 520-3053