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AHAR (2014) Orientation Michigan Statewide Homeless Management Information System

AHAR (2014) Orientation Michigan Statewide Homeless Management Information System. Overview of the Data Collection and Submission Process for the Annual Homeless Assessment Report. Agenda. Overview of AHAR data scope, reporting categories and timelines

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AHAR (2014) Orientation Michigan Statewide Homeless Management Information System

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  1. AHAR (2014) OrientationMichigan StatewideHomeless 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 • Preparation for generating and submitting AHAR data • Generating Your AHAR Data • Homelessness Data Exchange (HDX) Submissions • 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–IND: Individuals served in Emergency Shelters • TH–FAM: Persons in families served by Transitional Housing providers • 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. • Data Summary: Aggregate data from the reporting categories above.

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

  6. Preparation for Generating and Submitting AHAR Data: • Housing Inventory Chart • Bed counts by AHAR category for participating and non-participating providers (Bed Count Worksheet) • Initial decision on AHAR reporting categories based on HMIS coverage • AHAR Reporting Group Build (Include zip codes for all providers in Reporting Group!!) • Data quality checks (Households, UDE’s and Entry/Exits) • Provider Page Audits • 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” • #1A 0629 Housing Inventory Chart • #01- Provider Page Check-up • Audit Program Type, CoC and Geo Codes! • Audit/Update Bed/Unit Inventories!! • Missing Program Entries • Program Exits • #02 - AHAR (9) LOS Clients With and Without Missing Program Exits for Excessive Lengths of Stay • Voucher Bed Pro-rated Count • HCV-HARP Program Workflow Issue • #03 - Bed Count Adjustment Report • #04 - 0213 UDE Completeness Report

  9. Generating AHAR Data • ServicePoint AHAR reports run by HMIS Agency and System Administrators. • AHAR 2014 Point-In-Time Dates: • 10/30/2013 4/30/2014 • 1/29/2014 7/30/2014 • Sys Admin/CoC review of AHAR reports: • HMIS Bed Coverage • PIT utilization levels • Missing data • Other issues (e.g. long term stays in ES, etc.) • Cleaning of Data/Re-Running Reports

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

  11. Questions?? • Contact Information: • 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: Lisa Setrakian Lisa_Setrakian@abtassoc.com (617) 520-3053

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