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HMIS and AHAR Overview for NC CoCs

AHAR Overview. What is the AHAR?It is an annual report to Congress about the number and characteristics of people who use homeless residential services and their patterns of use.. Who reports to the AHAR?. The current AHAR can cover a CoC or a jurisdiction within a CoC, including the residential pr

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HMIS and AHAR Overview for NC CoCs

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    1. HMIS and AHAR Overview for NC CoCs

    2. AHAR Overview What is the AHAR? It is an annual report to Congress about the number and characteristics of people who use homeless residential services and their patterns of use.

    3. Who reports to the AHAR? The current AHAR can cover a CoC or a jurisdiction within a CoC, including the residential programs located in those areas: 80 AHAR Sample Sites: Community Development Block Grant (CDBG) jurisdictions, which can be large cities, cities with 50,000 or more people, urban counties, and non-entitlement (or rural) areas. Some CDBG jurisdictions coincide with the geographic boundaries of CoCs (e.g., large cities). Contributing Communities: CoCs that volunteer to provide CoC-wide data.

    4. AHAR 1 and AHAR 2 AHAR 1 includes 63 sites. Sample = 54 Contributing = 9 AHAR 2 includes 74 sites. Sample = 58 Contributing = 16

    5. AHAR Reporting Periods AHAR 3 Data collection 10/1/06-9/30/07 Generate table shells 10/07 to 12/07 AHAR 4 Data collection 10/1/07-9/30/08 Generate table shells 10/08 to 12/08

    6. What data are included in the AHAR? HMIS data: Currently based on HUD’s Universal Data Elements. Currently limited to emergency shelters and transitional housing programs only. CoC Application Data Housing Inventory Chart. Populations Chart. Subpopulations Chart.

    7. AHAR Reporting Requirements HMIS data are reported into 4 Excel Spreadsheets (aka the Table shells): ES-IND: all persons served in emergency shelters for individuals. ES-FAM: all persons in families served in emergency shelters. TH-IND: all persons served in transitional housing for individuals. TH-FAM: all persons in families served in transitional housing.

    8. AHAR Reporting Requirements Unduplicated count of persons within each housing category as reported on spreadsheets. Persons can be reported in multiple housing categories if they were served accordingly. (Excel spreadsheets have tabulations to adjust for cross-over.) Only HMIS participating programs provide data. (Excel spreadsheets have built-in adjust factors to account for non-participation.)

    9. AHAR Reporting Requirements HMIS-based reporting requirements: One day point-in-time counts, average day count, and longitudinal counts. Counts of multiple program use—e.g., how many people in ES-IND were also served in TH-IND. Counts of persons by household type—e.g., individual adult male, adult in family with children, unaccompanied youth. Frequencies by demographic characteristic. Total length of stays within each program-household type, by gender and age. Total number of families.

    10. AHAR Reporting Requirements Most common HMIS data-quality issues: Missing exit dates: produces an over-count of persons served and exceedingly high bed utilization rates. Missing entry dates: produces an under-count of persons served and very low utilization rates. Missing data: high percentage of missing data on disability and veterans status, and zip code of last permanent address. Low provider coverage: must extrapolate based on limited information.

    11. AHAR Reporting Requirements CoC Application Data: Accurate bed inventory information is critical—used to calculate adjustment factor, bed utilization rates, and understand possible biases in program participation. At present, CoC applications are the only source of unsheltered counts, and the reliability of street counts can vary. Until the program-specific data elements are incorporated, the subpopulation counts are an important source of information.

    12. General AHAR Findings Point-in-Time - 754,000 people were homeless on a particular night in January 2005 Daily average of sheltered homeless persons February-April 2005 was 334,744 Point-in-Time - 754,000 people were homeless on a particular night in January 2005 Daily average of sheltered homeless persons February-April 2005 was 334,744

    13. General AHAR Findings (cont’d) 704,000 persons used emergency shelters or transitional housing during 3 month period 65% of adult population = men 34% = persons in families with children 59% = minority 75% central cities; 25% suburban/rural 19% of adult homeless population = vets

    14. AHAR Resources AHAR 1 Report http://www.huduser.org/publications/povsoc/annual_assess.html TA Resources www.HMIS.Info – search on AHAR http://www.hud.gov/offices/cpd/homeless/hmis/

    15. What do I need to know at the CoC level about HMIS and AHAR?

    16. HMIS Implementation Responsibility CoC is responsible for HMIS implementation and compliance with HMIS Standards. The HMIS administrating agency/grantee works at the behest of the CoC; an MOU should define roles/responsibilities of each entity CoC establishes policies/protocols for implementation and reporting

    17. HUD Emphasis on HMIS HUD will continue emphasis on importance of collecting complete, high quality data. HUD will continue to collect information from CoCs in NOFA related to: implementation of the data standards; HMIS coverage; data quality; training activities; and use of data, etc.

    18. HUD Emphasis on HMIS HUD encourages communities to use HMIS as a tool to measure the effectiveness of plans to decrease chronic homelessness. HUD has begun to notify CoCs receiving HUD funds that eventual participation in AHAR will be required and AHAR participation is reliant on high quality and representative HMIS data.

    19. CoC Compliance with HMIS Data Standards Data from 2006 CoC Applications

    20. Local NC Response CHIN will provide CoCs with: Monthly data quality reports Monthly bed utilization reports Quarterly AHAR reports CoCs will provide CHIN with: Copy of Housing Inventory Chart List of zip codes served Commitment to record shelter stays in the HMIS Commitment to review reports and strive for 75% data completeness

    21. Forsyth CoC Beds in HMIS

    22. Gaston-Cleveland-Lincoln CoC Beds in HMIS

    23. Orange CoC Beds in HMIS

    24. Discussion Questions What is your CoC’s policy regarding data entry timelines and minimal data collection requirements? What data quality issues do you face (or have faced in the past)? What strategies have you used to address data quality? What is the process for discussing ongoing HMIS and AHAR participation in your CoC?

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