Changes for June 1 st 2010

1. 0 Changes for June 1st 2010 wilderresearch.org

2. Format of Webinar • Listen on phone or computer • Call in at: 484-589-1010 • Access code 628-489-999 • Ask questions using Questions section in bar on right side • We will try to answer them all if we can • This information is new to us as well, we may need to get back to you on some questions wilderresearch.org

3. Format of Webinar • Please complete the survey at the end of the webinar • Especially let us know what would be helpful in helping you better understand these changes • Agenda for webinar • Overall Change Process • Changes for all funding sources • Program specific requirement changes wilderresearch.org

4. Change Process • HUD requires the use of HMIS across the country and sets universal elements • First set of data standards effective in 2004 began HMIS process • HUD has been working on revisions for a few years • First set of revisions effective fall 2009 with HPRP • Remainder of revisions effective June 1st 2010 • New data requirements for all funding sources • State funders comply with HUD with program specific for ease of data collection: One set of requirements for everyone wilderresearch.org

5. Change Process • Review period last year • Wilder and others in MN commented on HUD data standards • Some changes were not part of review process and added by the federal Office of Management and Budget (OMB) • We are in a period of change with HMIS • HUD will have more changes related to APR and HEARTH Act later in the year • May cause some further changes for all funding sources wilderresearch.org

6. Yearly Changes • Yearly change process with MN funders to make sure we are asking the right questions • Usually July 1st but moved up to coincide with HUD change date • Not many state-funder initiated changes this year wilderresearch.org

7. Communications about changes • Short time between release and required collection • Some scrambling by HUD and Bowman (and Wilder) to clarify and meet deadline • Three newsletters-make sure you always read • Early May notifying of process and key dates • May 26th: Change document and date of change • June 2nd: Notice of forms and instructions wilderresearch.org

8. HMISMN.org • Each funder page has change document and updated forms • Read change document • Download new versions of forms to make sure you are collecting data meeting all requirements • Use the HMIS helpdesk if you have questions • HMIS@wilder.org • 651-280-2780 • 1-800-328-2972 wilderresearch.org

9. Change requirements • New requirements for NEW clients as of June 1st • Upcoming months are seen as an adjustment period by funders for new questions/requirements • May be helpful to complete for all clients, especially demographic and universal data • Update when making changes to certain data elements as required by funding source for clients served before June 1st (more later) wilderresearch.org

10. Demographics-a few changes • Gender: New transgender options • Transgendered Male to Female • Transgendered Female to Male • Race: • Dropped “Other Multi-Racial” to fit with slightly refined definition wilderresearch.org

11. Demographics-a few changes • Date of Birth Type: New question in fall • Make sure to always complete Date of Birth • If known, select “Full DOB Reported” • If unknown, use January 1st of year when recording actual date of birth and select “Approximate or Partial DOB” • Birth date needed for accurate reporting wilderresearch.org

12. Universal Data Elements • Some new data elements are required for all funding sources using HMIS • Two major changes: • New Question: Housing Status for ALL clients • Disability: Disability of Long-Duration now required for ALL clients • Now is the most important question related to disability tracking wilderresearch.org

13. Housing Status • Additional question to gather details on housing stability/instability • Required for ALL clients (includes children) • Four options: • Literally homeless • Imminently loosing their housing • Unstably housed and at-risk of losing their housing • Stably housed wilderresearch.org

14. Housing Status: New Question • Usually will be the same for all household members • Important to understand the response options • Please carefully read your change document to make sure you understand the definitions • Record at entry (all funders) and exit (most) • Exit status not required for ESP or ESGP • New clients as of June 1st 2010 wilderresearch.org

15. Housing Status & HPRP • HPRP programs have already been completing Housing Status question-all clients served • Options are now slightly different for “imminently loosing their housing” and “unstably housed and at-risk of looking their housing” • Make sure you understand new definitions • Data already entered is now showing up with new response options • Please ask your HPRP grantee if you have questions about how these changes may affect your program wilderresearch.org

16. Household Data Sharing Assessment • Saves time! • Use to copy information to multiple household members at the same time • Questions on the Household Data Sharing Assessment are the same for all household members (most situations) • At bottom of Assessment list • Remember Back Date Mode wilderresearch.org

17. Housing Status at Exit (other exit updates) • Housing Status also required at exit for all non-shelter programs • First, check off other household members and complete exit information for head- Push “Save” • Click on the pencil next to other household members names to switch to their record and update • Also make sure to update other information as needed for income and disability and save before moving to next household member wilderresearch.org

18. Disability of Long Duration • Now required for All Clients for all funding sources • Parents can answer for children: Newly served children as of June 1st 2010 • Need to record separately in the system for each household member • Especially important given other changes in disability requirements • This question is key in understanding the number of clients with disabilities wilderresearch.org

19. Disability of Long-duration • To help correctly answer the question use these four questions: • Do you have a diagnosis of disability or a documented disability that is expected to be of long, continued and indefinite duration? • During the last 2 years have you been told by a doctor or nurse that you have a disability that is expected to be of long, continued and indefinite duration? wilderresearch.org

20. Disability of Long-duration • Do you feel you need to see a health professional about a disabling condition that is expected to be of long, continued and indefinite duration? • Do you have substantial impairments that affect your ability to carry out daily activities that is expected to be of long, continued and indefinite duration? wilderresearch.org

21. Disability of Long-duration • If the client response is yes to any of these questions, it is appropriate to give a “Yes” response to this question • Make sure to use the Household section at the top of the Assessments to switch between household members • Backdate to program entry date wilderresearch.org

22. Assessment order changes • We have placed Housing Status and Disability of Long Duration at the top of the assessments for all funders • Assessments are ordered by group of people required to complete the question, starting with all clients • The order of disability, income, and the housing situation questions have also changed • Make sure to get new versions of forms to help with data entry wilderresearch.org

23. Program specific changes • Remainder of changes vary by funding source • We will focus as broadly as possible in training to get across main points • Some details may need follow-up by funding type • Refer to change document • Likely have funder specific trainings in fall • Ask us if you have questions wilderresearch.org

24. Topics for rest of training • State Reporting Changes • Exit • Income • Disability sub-assessment • Services • HUD and HPRP reporting wilderresearch.org

25. State fiscal year reports • Minimal changes to reports due in July and August • Main state funder report changes will be for next fiscal year • Mainly just adding new questions/dropping old questions • A few wording clarifications and layout updates • Due dates in newsletter, HMIS website calendar and announcements section, Newsflash wilderresearch.org

26. What should I pay attention to? • OEO ESP only: You are done • DHS Youth Transitions only: Exit section • FHPAP: Through beginning of disabilities • LTH, OEO THP and ESGP: Through disability • HUD and HPRP: Entire webinar wilderresearch.org

27. Exit Assessment • A few changes apply to specific funding sources • Reason for Leaving now only required for THP and DHS Youth after July 1st • Make sure completed for fiscal year reports for other funders • FHPAP only: Percent of income on rent has new option • Not paying rent: Use for situations where client or family assisted is now in situation where no payment is required • Can include youth reuniting with family wilderresearch.org

28. Income requirements • HUD, HPRP: Required for ALL clients at entry, exit and annual updates before report is due. • LTH: Required for clients 18+ and youth on their own at entry. Update at exit and before calendar and fiscal year reports (no change). • THP: Required for clients 18+ and youth on their own at entry. Update at exit (no change). • FHPAP: Required for clients 18+ and youth on their own. At entry only. Update at exit is best practice. (no change). wilderresearch.org

29. Income questions: New in fall-now required • Any income in Last 30 Days • Non-cash benefits received from any source in past 30 days • Both questions added in the fall. Use questions for clients served as of June 1st, not just new clients for correct reporting. • Replacement of “No financial resources” in sub-assessment. • Required for correct income reporting for any source requiring income. Also use when recording income changes. wilderresearch.org

30. Income data entry • Remember to use the household member names at the top of the assessment section to switch between household members • Yes/No questions required: Record if client has no income (for clients as specified by funding source) • Use your data check reports to make sure you have completed the information for all clients wilderresearch.org

31. Income sub-assessment change • Non-cash benefits sub-assessment: • New option: Temporary Rental Assistance • Record for all new clients served and when making income updates • No other sub-assessment changes for income wilderresearch.org

32. HUD and HPRP Income/Benefits • Income sub-assessment- all clients • Make sure to record income on the record of the person receiving that income source • Put general household income such as TANF/MFIP on Head of household-don’t divide income • Put SSI, other income children receive on their record • Do your best to accurately report • Make sure total household income is correct wilderresearch.org

33. HPRP and HUD Income/Benefits • Non-Cash Benefits-all clients • Make sure benefits received by all household members are recorded on each record individually such as food stamps, medical assistance, housing payments, etc. • Total Monthly Income Field- all clients • Make sure to record total monthly income for all clients wilderresearch.org

34. Income Changes • LTH, THP, HUD, HPRP all require income changes at exit • LTH & HUD also require before reports are due • HPRP requires yearly update if client in program over a year wilderresearch.org

35. Income Changes • If nothing is different, no changes are needed • If new/different income & benefits • Change in source: Put end date on old source and add second record with update amount • Record additional income sources • End sources no longer active • End date: date of change • Start date: one day after end date wilderresearch.org

36. Income Changes • Make sure to change the overall questions that apply: • Income received from any source in past 30 days • Non-cash benefits received from any source in past 30 days • Clients receiving income now that weren’t before • Client who no longer have any income • Make sure to change response in exit screen when recording changes at exit wilderresearch.org

37. Income Changes • Yearly changes should be made in the assessment section • Back date to the end of the report period in the assessment section. Then change your response to the question • Make sure to add or end any income/benefits in the sub-assessment while in back date mode wilderresearch.org

38. Disability sub-assessment requirements • HUD: Now required for all clients • LTH, THP, & ESGP: Still required for all adults 18+ and youth on their own • FHPAP: No longer required as of July 1st • Please make sure all clients served through July 1st are correctly reported on for fiscal year • (Not required for HPRP but please bear with me) wilderresearch.org

39. Disability sub-assessment • New option: Chronic Health Condition • Substance abuse options have changed • New option: Alcohol and Drug Abuse • Use for all new clients: You no longer have to pick the options separately • You don’t need to modify for clients currently being served • Keep in mind for making updates before reports are due, especially for HUD programs wilderresearch.org

40. Disability changes • New question in sub-assessment for all funding sources: Disability determination • Should always be “Yes” for new clients and newly identified disabilities • We will explain “No” related to making changes • “Refused” and “Don’t know”: Not really used • You are still only required to record disabilities clients have, not an answer for each type of disability so most options except “yes” will not be used wilderresearch.org

41. Disability sub-assessment changes • Documentation required for some disabilities for all funding sources who require the sub-assessment: HUD required, state funders follow as well • Physical Disability • Developmental Disability • Chronic Health Condition (new question) • Mental Health Condition wilderresearch.org

42. Documented disabilities • Documentation includes written verification from a state-licensed professional such as a medical service provider or a health care provider • A state licensed social worker is acceptable for a mental health condition • Other sources can include the Social Security Administration or the receipt of a disability check (i.e. SSDI check or VA disability benefit check) wilderresearch.org

43. Documented disabilities • For new clients with no ServicePoint record, only record disabilities in this list if you have documentation • For clients served before June 1st, you can modify your record to indicate they do not have documentation • Do not enter new disabilities from this list unless documentation is obtained wilderresearch.org

44. No documentation required • Certain disabilities do not require documentation • HIV/AIDS • Substance abuse questions • Other options not used by HUD: no documentation needed • Traumatic Brain Injury (TBI), Vision, Hearing needed for state funders • TBI: Overlap with Chronic Health condition definition • If you receive HUD funding will show up as “other” on current APR. wilderresearch.org

45. Disability requirements: HUD • HUD: Disability sub-assessment required for all clients including children • New clients as of June 1st • Update at exit and yearly before APR is due • Make changes for clients with disabilities entered • Record changes if no documentation available • Add disabilities for children • Remember Disability of Long-duration question for children wilderresearch.org

46. Disabilities HUD • New question added: • Currently receiving services or treatment for this condition. Record at entry. Update annually and at exit. • Question not required for state funders • State-funded programs can also skip “Condition is long term w/ substantial impact?” wilderresearch.org

47. Disabilities sub-assessment for state funders • Now only required for LTH, THP and ESGP • Not required for FHPAP after July 1st. Make sure disabilities are correctly recorded for fiscal year report • Disabilities still only required for adults 18+ and youth on their own wilderresearch.org

48. Disability sub-assessment changes • Disability updates are now required for most funders (HUD, THP, LTH) • Not ESGP due to short stays. Correct disability reporting and documentation still important wilderresearch.org

49. Disability sub-assessment changes • Funders looking to have disabilities recorded correctly for reporting due dates • Start updating for state reports due next fiscal year and HUD APRs due after June 1st • Make sure for any client disabilities not know at entry are added in the system, especially if documentation isn’t required • Clients may share more as you get to know them wilderresearch.org

50. Disability sub-assessment changes • Recording changes in documentation for Mental Illness, Physical disabilities and Developmental disabilities • Many clients have these recorded already before the new documentation requirement • As reports become due or clients exit, try and obtain documentation and record in ServicePoint • Chronic Health Condition is new field so clients should only be entered if they have documentation wilderresearch.org