Sponsored by: U.S . Department of Housing and Urban Development

1. Hmis 101: Module 3 In-Depth Data Standards Sponsored by: U.S. Department of Housing and Urban Development HMIS System Administrator Training Series

2. Partners • Jeff Ward, Abt Associates, Inc. • Kat Freeman, The Cloudburst Group • Natalie Matthews, Abt Associates, Inc. • Chris Pitcher, The Cloudburst Group

3. Purpose • Provide HMIS System Administrators, end users, CoC representatives, consumers, and federal, state, and local partners with a basic understanding of: • HMIS Data Standards

4. Webinar Format • This training is part of a series of trainings that will provide new staff with the basic information needed to operate or participate in an HMIS • It is anticipated that this series of trainings will be offered quarterly • This training is anticipated to last 90 minutes • Presenters will walk through presentation material • Audience members are “muted” due to the high number of participants

5. Submitting Questions • All follow-up questions should be submitted to the Ask the Expert function on www.hmis.info • If you have multiple questions, we recommend compiling them into a single submission to Ask the Expert with a reference to the HMIS 101: Module 3 training

6. Webinar Materials & Evaluation • Quick follow up survey will be emailed out after the webinar • The webinar will be recorded, and all materials will be posted to HMIS.info • During webinar, we’ll be asking you a few questions as well

7. Overview of Training Series • HMIS 101 Modules III, IV and V: • Module III: In-Depth Data Standards • Module IV: In-Depth Security and Privacy • Module V: Data Quality Standard and Compliance Plans • HMIS 201: • HMIS Budgeting and Staffing • PIT and HIC • Best Practice Highlights/ Use of Technology

8. Poll #1: Role with HMIS • HMIS System Administrator • HMIS Data Entry staff/Program staff • CoC staff • Technical Assistance provider/Trainer • HMIS Vendor • Other

9. Introduction to Standards

10. History of HMIS Standards • HMIS Data Standards were developed by focus groups of community stakeholders, researchers, technology experts and consumers • Data and Technical Standards were initially published in July 2004 • Sections 2 and 3 of the original standard were replaced in March 2010 while the remaining sections of the 2004 standard remain in effect • Focused on standards, not development of a system

11. History of HMIS Standards • What the HMIS Standards Don’t Do: • Set a specific software to be used • Limit a CoC or HMIS from requiring the collection additional data elements • Limit a CoC or HMIS from requiring additional client privacy and system security protections • Limit a CoC or HMIS from adding additional functionality (beyond HUD purposes) • Stay static (they are updated periodically)

12. HMIS Data Standards • There are 3 data element categories outlined in the March 2010 Revised HMIS Data Standards • Program Descriptor Data Elements (PDDE) • Universal Data Elements (UDE) • Program-Specific Data Elements (PSDE) • The Data Standards define specific, allowable responses for each data element • Not all the data in the Data Standard are required to be collected by every program • Each program will collect at least a subset of data

13. Poll #2: HMIS Data Standards • True or False: The HMIS Data and Technical Standards are a document that outlines the data collection, privacy, and security requirements for collecting data required by HUD.

14. Poll #3: How categories of Data Elements? • One • Two • Three • Four • Unsure—didn’t cover

15. Program Descriptor Data Elements

16. Program Descriptor Data Elements • Establish program hierarchy using: • 2.1 Organization Identifier • 2.2 Organization Name • 2.3 Program Identifier • 2.4 Program Name • 2.5 Direct Service Code

17. Example

18. Program Descriptor Data Elements • 2.6 Site Information • Program Site Configuration Type • Site Address • Geocode • Site Type • Housing Type • This information is collected at the program and site level.

19. Program Descriptor Data Elements • Program Site Configuration Type • Single site, single building • Single site, multiple buildings • Multiple sites • Site Address • EXCEPTION: Victim Service Providers address list administrative office address (no shelter address) • Mobile and scattered site programs should record the address of their administrative office • Geocode • Scattered site should record for the location of the majority of their beds or where the beds were located as of the last HIC update.

20. Program Descriptor Data Elements • Site Type • Non-Residential: Services Only • Residential: special needs and non-special needs • Residential: special needs only • Housing Type • Mass shelter/ Barracks • Dormitory/hotel/motel • Shared housing • Single Room Occupancy (SRO) • Single Apartment (non-SRO) • Single Home/townhouse/duplex • Not Applicable: non-residential program

21. Program Descriptor Data Elements • 2.7 Continuum of Care Number • 2.8 Program Type Code • Emergency Shelter • Transitional Housing • Permanent Supportive Housing • Homeless Outreach • Homeless Prevention and Rapid Re-housing • Services Only Program • Other • Safe Haven • Permanent Housing (e.g., Mod Rehab SRO, subsidized housing without services)

22. Program Descriptor Data Elements • 2.9 Bed and Unit Inventory Information • Household Type • Bed Type • Availability • Bed Inventory • CH Bed Inventory (PSH Only) • Unit Inventory • Inventory Start Date • Inventory End Date • HMIS Participating Beds • HMIS Participation Start Date • HMIS Participation End Date

23. Program Descriptor Data Elements • Bed and Unit Inventory Information • Household Type • Households without Children • Households with Children • Bed Type • Facility-based • Voucher • Other • Availability • Year-round • Seasonal (Emergency Shelters Only) • Overflow (Emergency Shelters Only) • Bed Inventory • CH Bed Inventory (PSH Only) • Unit Inventory

24. Program Descriptor Data Elements • Bed and Unit Inventory Information (cont’d) • Inventory Start Date • The date the bed/unit inventory was made available • Inventory End Date • The date the bed/unit inventory was no longer available • HMIS Participating Beds • HMIS Participation Start Date • HMIS Participation End Date

25. Program Descriptor Data Elements 2.10 Target Population A • Single Males (18 years or older) • Single Females (18 or older) • Single Males and Females (18 or older) • Couple Only, No Children • Single Males and Households with Children • Single Females and Households with Children • Households with Children • Unaccompanied Young Males (under 18) • Unaccompanied Young Females (under 18) • Unaccompanied Young Males & Females (under 18) • Single Male and Female & Households with Children

26. Program Descriptor Data Elements 2.11 Target Population B • DV: Domestic Violence victims • VET: Veterans • HIV: Persons with HIV/AIDS • NA: Not Applicable 2.12 Method for Tracking Residential Program Occupancy • Program Entry and Exit Date Comparison • Bed Management Model • Service Transaction Model 2.13 Grantee Identifier

27. Poll #4: Program Descriptors • Why do program descriptor data elements matter? • They don’t—they’re optional • They establish the hierarchy of programs within an organization in the HMIS and uniquely identify Organizations and their programs. • They also identify whether or not, within the electronic HMIS system, programs are organizational names only OR do the programs provide direct services. • Both B and C

28. Universal Data Elements

29. Universal Data Elements 3.1 Name 3.2 Social Security Number 3.3 Date of Birth 3.4 Race 3.5 Ethnicity 3.6 Gender 3.7 Veteran Status 3.8 Disabling Condition • 3.9 Residence Prior to Program Entry • 3.10 Zip Code of Last Permanent Address • 3.11 Housing Status • 3.12 Program Entry Date • 3.13 Program Exit Date • 3.14 Unique Person Identification Number • 3.15 Household Identification Number

30. Universal Data Elements • 3.1 Name • The First, Middle, Last and suffix of the client’s name • Collected at program entry or as soon as possible thereafter • 3.2 Social Security Number • Importance • Unique ID creation • Facilitate an increase in mainstream resource utilization • SSN Type component for assessing data quality • Full SSN Reported • Partial SSN reported • Don’t Know/ Doesn’t have SSN • Refused

31. Universal Data Elements • 3.3 Date of Birth • Date of Birth Type component for assessing data quality • Full DOB Reported • Approximate or Partial DOB Report • Don’t Know • Refused • 3.4 Race • American Indian or Alaska Native • Asian • Black or African American • Native Hawaiian or Other Pacific Islander • White • Don’t Know • Refused

32. Universal Data Elements 3.5 Ethnicity • Non-Hispanic/Latino • Hispanic/Latino • Don’t Know/Refused 3.6 Gender • Female • Male • Transgendered Male to Female • Transgendered Female to Male • Other • Don’t Know/ Refused 3.7 Veteran Status • Yes • No • Don’t Know/Refused

33. Universal Data Elements 3.8 Disabling Condition • Must now be collected for all clients served 3.9 Residence Prior to Program Entry • Tenure and Housing Subsidy incorporated into response values • Added Response Values: • Safe Haven • Rental by client, with VASH housing subsidy • Rental by client, with other (non-VASH) ongoing housing subsidy • Owned by client, with ongoing housing subsidy • Rental by client, no ongoing housing subsidy • Owned by client, no ongoing housing subsidy • Don’t Know and Refused

34. Universal Data Elements 3.10 Zip Code of Last Permanent Address • Change in wording to response value 3.11 Housing Status • Response values: • Literally Homeless • Imminently losing their housing • Unstably housed or at-risk of losing their housing • Stably Housed • Don’t Know and Refused

35. Universal Data Elements 3.12 Program Entry Date • Special Issues section -- suggested models for noting and tracking supportive services received by the client prior to program entry: • Service Transaction Model • Separate Program Model

36. Program Specific Data Elements

37. Program-Specific Data Elements 4.1 Income and Sources • Frequency of Collection • Program Entry • Program Exit • Annually • General question • Income Receipt in last 30 days, Y/N • Dollar amount of earned income is required • Dollar amount of other income is optional • Total Income is still required

38. Program-Specific Data Elements 4.2 Non-Cash Benefits • Frequency of Collection • Program Entry • Program Exit • Annually • Subject Scope • General question • Non-Cash Benefit Receipt in last 30 days, Y/N • Response values • Clarification: #12 clarified regarding ongoing rental assistance • Added: Temporary Rental Assistance

39. Program-Specific Data Elements 4.3 Physical Disability 4.4 Developmental Disability 4.6 HIV/AIDS 4.7 Mental Health 4.8 Substance Abuse • New Component • Currently Receiving services or treatment • Frequency of Collection • Program Entry • Program Exit • Annually • Subject Scope • Response values • Added: “Don’t Know” and “Refused”

40. Program-Specific Data Elements 4.5 Chronic Health Condition • New Data Element • Does the client have • Currently Receiving services or treatment • Frequency of Collection • Program Entry • Program Exit • Annually • Subject Scope • All Clients Served • Response values • “No”, “Yes”, “Don’t Know” and “Refused”

41. Program-Specific Data Elements • 4.3 Physical Disability • 4.4 Developmental Disability • 4.5 Chronic Health Condition • 4.7 Mental Health SPECIAL ISSUE!! • If response to these data elements is “Yes”, then the case manager must document the condition. • Documentation includes written verification from a state-licensed professional, such as a medical service provider or a health-care provider, the Social Security Administration, or the receipt of a disability check (i.e. SSDI Check or VA disability benefit check).

42. Program-Specific Data Elements 4.9 Domestic Violence • Added “Don’t Know” and “Refused” 4.10 Destination • Tenure and Housing Subsidy incorporated into response values • Added Response Values: • Safe Haven • Rental by client, with VASH housing subsidy • Rental by client, with other (non-VASH) ongoing housing subsidy • Owned by client, with ongoing housing subsidy • Deceased • Don’t Know and Refused • Changed: • “Room, apartment, or house that you rent” to “Rental by client, no ongoing housing subsidy” • “Apartment or house that you own” to “Owned by client, no ongoing housing subsidy”

43. Program-Specific Data Elements 4.11 Date of Contact • Date, with Time Stamp • Location of Contact • Place Not Meant for Habitation • Service Setting, Non-Residential • Service Setting, Residential 4.12 Date of Engagement • Date, with Time Stamp

44. Program-Specific Data Elements 4.13 Financial Assistance Provided • Start Date of Financial Assistance • End Date of Financial Assistance • Financial Assistance Type • Rental assistance • Security deposits • Utility deposits • Utility payments • Moving cost assistance • Motel & hotel vouchers • Financial Assistance Amount

45. Program-Specific Data Elements 4.14 Housing Relocation & Stabilization Services Provided • Start Date of Service • End Date of Service • Type(s) of Service • Case Management • Outreach and Engagement • Housing search and placement • Legal Services • Credit Repair

46. Program-Specific Data Elements 4.15 Optional Data Elements • Employment • Adult Education • General Health Status • Pregnancy Status • Veteran’s Information • Children’s Education • Reason for Leaving • Services Provided

47. Poll #5: Program Specific • Which HUD report requires that programs collect all three categories of data elements, including the Program Specific, on clients served by their program? • Annual Homeless Assessment Report • Annual Progress Report • Annual Performance Report • Housing Inventory Count

48. Next Steps and Resources

49. Next Webinar: Module 4 • Friday, August 19th, 2011from 3:00pm-4:30pm(EST): Separate registration is required • Topics to be covered: • In-Depth Security and Privacy

50. Resources • HMIS Data Standards (March 2010): http://www.hmis.info/ClassicAsp/documents/Final%20HMIS%20Data%20Standards-Revised%20_3.pdf • www.hmis.info • HUD Homelessness Resource Exchange: www.hudhre.info • Data Quality Plan Toolkit: • http://www.hudhre.info/documents/HUDDataQualityToolkit.pdf