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HUD & Federal Partner Updates: Data Dictionary & Manuals

Explore the latest updates on HUD and Federal Partner programs, data elements, and reporting specifications for efficient data collection and project management.

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HUD & Federal Partner Updates: Data Dictionary & Manuals

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  1. Give me an H-U-D! 2014 Data Dictionary and other HUD and Federal Partner Updates

  2. HUD/Federal Partner Updates • HUD and Federal Partner MOU is still pending • HMIS Rule in Final Form by end of 2014 • Notices in Draft Pending for end of 2014 or early 2015: • Software and Data Quality • Security and Privacy • Governance

  3. HUD/Federal Partner Updates Program Manuals for the following: • ESG • PATH • CoC • VA (SSVF) • HOPWA Released to date: • Project Descriptor Data Elements

  4. General Information • “Data Not Collected” = same as “-select-” and will count as “Missing” • “Other” field includes new text box to specify in several different locations • HPRP Retired

  5. Report Updates • CoC APR – updated with minor changes • ESG CAPER – specs for minor changes pending • AHAR – no changes • HOPWA – specs pending • RHSP – program not funded at this time

  6. Service Point Reporting Canned Reports • Updated with minor changes ART Gallery • Majority of reports need upgrade; first Industry then other high usage and so on Custom Reports • Template for picklist changes provided to swap out values

  7. Recent HUD Publications • System Performance Measures • Prioritizing Persons Experiencing Chronic Homelessness in PSH • HMIS Project Descriptor Data Elements

  8. Data Collection Stages • Record Creation • Project Entry • Update (via Interim Review) • Annual Assessment (via Interim Review) • + or – 30 days of Anniversary Date • Must use Annual Assessment PL • Project Exit

  9. Project Descriptors These are the data elements that tell you about the projects in the implementation • HMIS Lead responsible for accuracy • Should be updated no less than once annually

  10. 2.1 and 2.2 Organization and Project Identifiers • System assigns Organization Id and Project Id • Organization is the higher level Provider • Projects are associated with an organization

  11. 2.3 Continuum of Care Code The HUD CoC Code(s) must be identified per project • More than one code is allowable • Format should be XX-### • CH-123 • Start Date/End Date in SP allow for pulling codes into reports (retains history)

  12. 2.4 Project Type Only one Project Type is allowed • Continuum Y/N = Select Y if provides services/housing • SSVF must be set as RRH and HP separately • Services Only – with or without residential affiliation • Street Outreach = Street Homeless vs Services Only

  13. 2.5 Method for Tracking ES Utilization Must identify as Night By Night (nbn) or Entry Exit • Entry/Exit = requires continuous stay with formal intake and exit • Nbn = tracks nights of shelter, still requires Entry/Exit • Difference = Performance Measures

  14. 2.6 Federal Partner Funding Source List each applicable funding source • These are identified by name of source and project type = ie HUD CoC TH • Include Grant Identifier and Grant Start Date and Grant End Date

  15. 2.7 Bed and Unit Inventory Required for all residential projects • Do not have to track day to day fluctuations • New = number of dedicated CH, Vet and Youth (by age) beds • Will update 0629 HIC to new standards later this winter

  16. 2.8 Site Information (Optional) IF generating HIC from HMIS then fill in this field • Principal Site = location of largest inventory beds/units • Geocode comes from the HUD distributed list • Address for the site

  17. 2.9 Target Population (Optional) IF generating HIC from HMIS then fill in this field • Target Population is set if 75% of the clients served fit the target group description • Picklists = DV, HIV and NA

  18. Universal Data Elements All HMIS participating agencies are required to complete • This is any project using software as HMIS • Funding is not a factor • These elements are the foundation for AHAR

  19. Universal Data Elements: Changes New Elements • Destination • Relationship to HoH • Client Location Code • Length of Time on Street, ES or SH Removed Elements • Zip code of last perm address • Housing Status

  20. 3.1 Name Record Creation/All Clients • Adds Name Data Quality field • Full Name • Partial, Street Name or Code Name • Client Doesn’t Know • Client Refused • Data Not Collected

  21. 3.2 Social Security Number Record Creation/All Clients • Adds DQ picklist for Approximate or Partial SSN reported • Enter DQ picklist of Client Doesn’t Know if the client does not have an SSN

  22. 3.3 Date of Birth Record Creation/All Clients • If the client cannot provide the full date of birth but does give a year then approximate with 1/1/xx using the year of birth that corresponds with the age • Select Client doesn’t know if the client can’t approximate within one year

  23. 3.4 Race Record Creation/All Clients • Making changes to demographic table to improve workflow • Currently defaults to Primary/Secondary; Races 3-5 available • Can set up additional races on “Race” assessment

  24. 3.5 Ethnicity Record Creation/All Clients • Making changes to demographic table to improve workflow • Self identified • Hispanic/Latino = Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture of origin regardless of race.

  25. 3.6 Gender Record Creation/All Clients • Making changes to demographic table to improve workflow • Self reported • If “Other” is selected, a new text box is provided to specify

  26. 3.7 Veteran Status Record Creation/Age 18+ • Record as Yes for any client who has been Active Duty in the Armed Forces • Update required when client turns 18 • Now a static field on the Client Table • This allows the Veteran Status to “carry forward” from Project Entry to Project Entry

  27. 3.8 Disabling Condition Project Entry/All Adults • Record as Yes if client meets description in Data Manual • Now answered independent of Disability Type, but if a Type is identified (and the client is Adult) then Yes should be selected

  28. 3.9 Residence Prior to Project Entry Project Entry/Adults and HoH • Update required when client turns 18 • Residence Prior = contains new PL values • Length of Stay in Previous Place = One week or less divided into “One day or less” and “Two days to one week”

  29. 3.10 - 3.11 Project Entry and Project Exit Date Project Entry • Residential Start date = first date of occupancy • PH-RRH = date became project participant (could be just services at first) • Street Outreach = date of 1st contact Project Exit • Exit date = last service, last day of occupancy

  30. 3.12 Destination Project Exit/Adults and HoH • Now a UDE • New PL values including “No Exit Interview Completed” • If non-housing = use same location as where client was living during project participation

  31. 3.13 and 3.14 Personal ID and Household ID Generated by the system • Used to assist with de-duplication clients and households • In ServicePoint, do not have to create a Household for Singles • No changes to these elements

  32. 3.15 Relationship to Head of Household Project Entry/All Clients • Household = group of people who apply together for assistance • HoH = Primary client, Eligible Individual – not necessarily Leader of Household • Only one client can be labeled “Self” • If HoH exits project, new HoH must be identified and other relationships updated

  33. 3.16 Client Location Project Entry & Update/HoH • Location of client for services/residential stay • Uses values from PL for CoC Code [2.3] • Data used to report on clients served outside the CoC/HMIS

  34. 3.17 Length of Time on Streets, ES or SH Project Entry/Adults and HoH • Chronic Homelessness will be measured using this Q, Disability Status and history of homelessness • 1 day of homelessness in a month = 1 month of homelessness • Status Documented = record on paper in file or in HMIS of clients LOH

  35. Program Specific Elements Characteristics of Clients, Services and Outcomes • Applicability of questions varies • Must refer to 2014 Data Manual for specifics

  36. 4.1 Housing Status Project Entry/Adults and HoH • HOPWA, PATH and RHSP only • New categories that align with Homeless Definition • See 2014 Data Manual for definitions of categories

  37. 4.2 Income and Sources Project Entry, Update, Annual Assessment, Exit/Adults & HoH • Required for most program types • If user selects Yes for type, then must provide amount (estimate if needed) • Must be updated for clients that turn 18 • Now for current income sources • Income sources for minors should be recorded on adult’s profile

  38. 4.3 Non Cash Benefits Project Entry, Update, Annual Assessment, Exit/Adults & HoH • Required for most program types • Must be updated for clients that turn 18 • Now for current non-cash benefit sources • Benefits for minors should be recorded on adult’s profile

  39. 4.4 Health Insurance Project Entry, Update, Annual Assessment, Exit/All Clients • Required for most program types • Must be updated for clients that turn 18 • Now includes MEDICAID, MEDICARE, SCHIP and VA Medical Services • HOPWA required to answer “No” dependant questions (5.11.3 fix pending)

  40. 4.5 – 4.10 Disabilities Project Entry, Update, Exit/All Clients • Required for all but VA (HIV/AIDS not required by RHY) • Additional required questions about duration, documentation, services/tmt • Additional PATH Questions for Mental Health and Substance Abuse

  41. 4.11 Domestic Violence Project Entry, Update/Adults and HoH • Required for all but VA and RHY • Treat information with sensitivity but may be helpful for providing services/safety to client and other clients • Clients with “Yes” values may be entered into HMIS; not the same as VAWA funded projects (no HMIS)

  42. 4.12 Contact Project Entry, Update, Exit/Adults and HoH • Required for all Street Outreach, PATH and ESG nbn projects • Record using Outreach Subassessment with each Contact • Defined as an interaction between worker and client

  43. 4.13 Date of Engagement Update/Adults and HoH • Required for all Street Outreach, PATH and ESG nbn projects • Record only one for each Entry/Exit (May be null) • Defined as a deliberate client assessment or beginning of case plan • On or before PATH Status for PATH

  44. 4.14 Services Provided Requires: Date, Service Type, (Service Transaction) • Types triggered from Provider Grant Type • Services Crosswalk on C-Go PATH • HoH/Adults RHY/HOPWA/SSVF • All Clients

  45. 4.15 Financial Assistance Provided Requires: Date, Service Type, Amount, (Service Transaction) • Types triggered from Provider Grant Type • Financial Assistance Crosswalk on C-Go HOPWA • HoH/Adults SSVF • All Clients

  46. 4.16 Referrals Provided Requires: Date, Referral Type, (Service Transaction) • Types triggered from Provider Grant Type • Referral Crosswalk on C-Go PATH • HoH/Adults, requires Outcome Field RHY • HoH/18 or older youth

  47. 4.17 Residential Move in Date Project Entry, Update/All Clients • RRH projects only – CoC, ESG, SSVF • If the client is NOT housed at Entry then record a No and at Update change the No to a Yes and enter the Move-In Date • Will be used to assist with RRH PIT data for HIC

  48. 4.18 Housing Assessment Disposition Project Exit/HoH • Coordinated Assessment projects only – CoC, ESG • Records the client’s disposition following a housing crisis assessment

  49. 4.19 Housing Assessment at Exit Project Exit/All Clients • Homelessness Prevention projects only – CoC, ESG, HOPWA • Determines whether clients remain stably housed after Homelessness Prevention services

  50. PATH Program Projects are either Street Outreach or Services Only • Scripting for historic PATH data available with 5.11.4 • No 2013 PATH Transition Report Changes • PATH workflow available on C-Go • PATH grantees encouraged to use HMIS by end of 2016 • Full HMIS reporting by January 2017

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