HMIS 2014: Data Standards Training

1. HMIS 2014: Data Standards Training Presenter: Kelly Pickell HMIS Specialist & Quality Assurance

2. HMIS Data Standards • A Brief History

3. 2014 HMIS Data Standards 2014 Data Standards, released by HUD/HHS/VA: • HMIS Data Dictionary • HMIS Data Manual • Program-Specific Manuals • ESG • PATH • CoC • HOPWA • RHY • VA All of these are online at: www.hudexchange.info/hmis

4. Data Standards Sections • Project Descriptor Data Elements • Universal Data Elements • Program Specific Data Elements • General Program Specific • RHY Required • HOPWA Required • RHSAP Required • VA Required • Metadata Elements

5. Project-Level Changes In AWARDS • “Submits HUD APR” will become “Use HMIS Data Elements”. Changeable by Admins. • Residence Units and # Of Beds auto-calculated. • CoC and GeoCode are multi-select. • “Federal Funding Source” is a new multi-select field. Funding Sources will affect which fields show up at Intake & Discharge. • Training Video found in Online Help

6. Residence Units Changes • Tracking for Overflow and Seasonal Beds. • Tracking Client Locations. • Residence Units ReportBuilder • Calculating Capacity and Utilization on any date. • Tracking Changes. • Coming Soon: • User-Friendly system of adding and editing units. • Beds grouped together in Units. • Training Video found in Online Help

7. Data Element Changes In AWARDS Universal Data Element Changes • Don’t Know and Refused become “Client Doesn’t Know” and “Client Refused” • New option for “Data Not Collected” • Name Data Quality and other minor changes. • Disabling Condition – Calculated Read-Only Field • Episodes of Homelessness changes • Chronically Homeless – Calculated Read-Only Field • Removed*: Housing Status & Zip Code Last Perm.

8. Data Element Changes In AWARDS Program-Specific Data Element Changes • The Data Elements that show up by default will depend on the Program Type and Funding Sources of each project! • Anything not required is considered optional and your admin will be able to decide what to show or hide later on.

9. Program-Specific Data Elements New Data Elements • Health Insurance • Housing Assessment & Housing Disposition at Exit • Many new Funder-Specific elements Changed Elements • Housing Status – Only HOPWA & PATH • Special Needs • Employment, General Health, Pregnancy, and Education questions – Only required for RHY

10. RHY Data Elements Runaway and Homeless Youth Programs (RHY) have the most data elements by far. • RHY-BCP Status • Sexual Orientation • School Status • Last Grade Completed • Employment Status • General Health • Dental Health • Mental Health • Pregnancy Status • Former Wards • Critical Issues Survey • Sexual Exploitation • RHY Referral Source • Aftercare Plans • Completion Status • Family Reunification

11. Other Funder Data Elements PATH Data Elements • Contact Date/Location • Engagement Date • PATH Status • Connection with SOAR HOPWA Elements • Medical Assistance VA Data Elements • Veteran’s Info • Percent of AMI • Last Permanent Address RHSAP Data Elements • Worst Housing Situation

12. Show/Hide Fields Functionality New Functionality is being designed to allow System Administrators to determine which fields will be shown on each programs’ admission and discharge form. ETA: November 2014 • Options include: Show, Hide, and Require • Defaults are set based on the Program Type and Funder Types. • Universal Data Elements can’t be hidden.

13. Services Provided & Referrals Certain Federal Partners now require that Services Provided & Financial Assistance be documented on the Supportive Services Checklist. • PATH • RHY • HOPWA • SSVF Referrals Provided must be documented for RHY and PATH projects.

14. Other Data Element Changes • Metadata will be stored behind the scenes. • Last Updated, By Whom. • Age-Specific Data Elements • Ability to answer adult questions for clients who turn 18 while in a program. Intake or Face Sheet. • Default answers for children such as “Veteran Status” = “No” and “Disabling Condition” = “N/A”.

15. Upcoming: Workflow Changes • New path for admitting Households vs Individuals • Simplified process for changing household composition. • Improved workflows for Emergency Shelters, Nightly Shelters, and Outreach Programs. • Improved Coordinated Assessment functionality. • Allow Partially Completed Forms to be Saved. • Inline Collection fo Referral Source.

16. Annual Updates • Annual Updates must now be completed within one month (plus or minus) of a client’s admission date. • Coming Soon: • Audit Messages on client’s Anniversary. • Audit Messages when clients turn 18. • Reporting on Historical Changes

17. Upcoming Report Changes • HUD will be issuing programming specs for the APR, ESG CAPER, and PATH ARS this year. • Starting October 1, 2015 all new reports will rely only on the 2014 Data Elements. • Housing Utilization Reports account for changes. • Additional Report updates will come in 2015. • AHAR – No changes yet. This year’s report is based on the 2010 Data Standards. • APR – No changes yet. Data is being mapped.

18. Data Exports & Uploads • HUD CSV standard is changing from 3.03 to 4.00 in late October. • Uploads completed now will rely on the old 2010 HMIS Data Standards elements. Updating data now could have unintended consequences. • If you are uploading or exporting September data please do so ASAP before any client records are updated. • SSVF programs – Please complete a Data Export on September 30th before 5pm ET. Just to be safe.

19. PATH/Outreach Exploratory Group • If you are interested in participating in an exploratory group to help tweak and enhance the Homeless Outreach and PATH Outreach functionality in AWARDS, please email kelly@footholdtechnology.com. • Webinar Meeting on Thursday, October 16th at 2:00 PM ET.

20. Additional Resources • Training Films available in Online Help next week. • 1. HMIS Data Standards Overview • 2. HMIS New Fields • 3. HMIS Program-Specific HOPWA • 4. HMIS Program-Specific RHY • 5. HMIS Program-Specific VA/SSVF • 6. HMIS Program-Specific PATH/Outreach • This powerpoint and a recording of this webinar will be available next week by request. Email kelly@footholdtechnology.com. • Support and help is available through the Help Desk.

21. Questions?