4.06 Upgrade - Minnesota's HMIS
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Transcript 4.06 Upgrade - Minnesota's HMIS
HPRP: HMIS Requirements
HPRP data entry and reporting
review
hmismn.org
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Today’s Webinar
You can listen using your computer or calling in
by phone
─ Phone: 773-945-1010, access code 435-413-797
─ Use the bar on the right side to ask questions. We
will respond either directly, as part of the webinar to
the audience in general, or follow-up after with you.
─ Some pre-registration questions ask about making
payments or combining HPRP with other sources
HPRP grantees will need to answer these directly
hmismn.org
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Forms and instructions
Updated forms and instructions available on
web site: hmismn.org
─ Make sure you are using HPRP forms
If someone else has developed forms for you,
please verify all questions are included
─ Word forms can be modified, but make sure to keep
instructions and all data elements
hmismn.org
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HPRP funding overview
HUD provides HPRP funding to a number of
areas of the state, that then fund you
─ Grantees include: DHS-OEO (state-wide),
Hennepin/Minneapolis, Dakota County, St. Paul,
Duluth, St. Louis County
─ HMIS and reporting as standard as possible
─ Some additional requirements may vary by HRPR
grantee
hmismn.org
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Basic Demographics Important
HPRP reporting requires Wilder to have reports
that unduplicate clients using a field generated
from their basic demographic information
─ Only Wilder sees the grantee-wide client level data
─ Make sure to collect demographics as completely and
accurately as possible for all clients
─ Client still have the choice to be entered as
anonymous
Make sure they clearly understand use of their
data in HMIS and it’s goal to continue funding and
gain a better understanding of housing needs
hmismn.org
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HPRP Quarterly report
Not all data is on QPR. Other data is important
for the APR (still in development with HUD).
HUD’s requirements for what data appears on
the HPRP Quarterly are very strict
─ A number of required fields must be completed
exactly or clients WILL NOT show up on the reports
at all
hmismn.org
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HPRP Quarterly Reporting
All organizations entering data will be expected
to run reports regularly
─ Wilder run data quality reports late December to send
to grantees
Each agency entering data will send QPR to
their HPRP grantee by January 5th for first
quarter
Individuals, not households are the focus of
reporting. Data must be correctly collected for
ALL Household members including children
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Program Entry
Entry: Select HPRP as Entry Type
─ Do not enter data into any other providers other than
HPRP specific or select other entry type
─ Very important for reporting
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Universal Elements
Living situation last night-new options
─ Rental by client with VASH housing subsidy
VASH=Veteran Affairs Supportive Housing
─ Rental by client with other Non-VASH housing
subsidy-use this option for majority of rentals
─ Owned by client with housing subsidy
─ Safe Haven=Supportive housing program type
serving homeless persons who are mentally ill, on the
street, and haven’t participated in supportive
services.
hmismn.org
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Universal Elements
Zip Data Quality: Option now includes “Full or
Partial Zip Code.”
─ Try and get zip code if at all possible
─ Record “Don’t know” only if client doesn’t know
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Information now required for ALL CLIENTS
For HPRP, more than just demographics are
needed for all people served:
─ Housing Status (required to show up on quarterly
reports) at entry and exit
Important for QPR
─ Income (Annual Reporting)
─ General Disability Question (Annual Reporting)
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Housing Status Question
Three options can be used for HPRP
participants at entry:
─ Literally Homeless (Rapid-Rehousing participants)
─ Housed and at imminent risk of losing housing
(Prevention participants)
─ Housed and at-risk of losing housing (Prevention
participants)
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Housing status
Stably Housed: Used only at exit. If meet stably
housed at entry, they do not qualify for HPRP
─ Are in a stable housing situation and not at risk of
losing this housing (i.e., do not meet the criteria for
being at-risk of losing their housing).
“Don’t know” and “Refused” are options on the
list, but choosing either one will interfere with
reporting
hmismn.org
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Using “Household Data Sharing”
Most families will have the same response for
Housing Status
─ Use Household Data Sharing in the Assessments
section to save data entry time.
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Income changes
Income required for HPRP based on current
income at entry
─ Report income on the day they enter based on what
that would be estimating for a 30 day period
Income is required for ALL CLIENTS
─ Record income for children as well
─ Click on client’s name at the top of the Assessment
section to click between records
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Income changes
New overall questions about income
─ Income received from any source in past 30 days?
─ Non-cash benefit received from any source in past 30
days?
─ Yes, No, Don’t know (client doesn’t know), Refused
If Yes, complete sub-assessment
─ Answer these questions for children with no income
─ “No financial resources” being phased out. Do not
use for new clients or income updates
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Income-sub assessments
Income sub-assessment has been divided up
─ Monthly Income=Cash Sources
─ Non-Cash Benefits (amount optional)
Data already entered transferred into this
assessment during upgrade if clients previously
served
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Cash Income
Record Cash income for all clients that receive
income
─ For shared income sources such as MFIP/TANF,
record on head of household’s record
─ If child on SSI or SSDI, put on their record
─ Record all other sources on appropriate clients’
record
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Cash Income
Record total monthly income from all sources in
the new “Total Monthly Income” field
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Non-Cash Income
Record all non-cash benefits for ALL Clients
who benefit from the assistance
─ For example, if a family receives food stamps or
some kind of medical assistance, it should be
recorded on all client’s records including children.
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Income
Income and Non-Cash sub-assessments now
include new question set to “Yes”:
─ Income: “Receiving Income from Source”
─ Non-Cash: “Receiving Benefit”
─ No need to modify “Yes”
If clients are in the program over a year, income
should be updated
Re-evaluate income every three months for
eligibility. Only record changes if they leave
program or at yearly update.
hmismn.org
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Disability and Veterans Questions
Remember to complete when filling out income
information
Disability for ALL Clients-parents can respond
for children
Veteran question for all clients 18+
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Switching between client records
Click on the client’s name in the household
section near the top of Assessments
Make sure to go back to the head of
household’s record before recording services
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Services and HPRP
New service fields used to better track HPRP
services, not AIRS terms usually used
─ Two new questions: HPRP Housing Relocation &
Stabilization Service Provided OR HPRP Financial
Assistance Type
Select correct service from list
─ Select “Basic Needs” as Service
Multiple Services is best way to record all
services
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Services and HPRP
Make sure provider is the same as entry/exit
Make sure start date is not before program entry
date
Need to record Housing Relocation &
Stabilization and Financial Assistance on
separate service transactions
New HPRP services instruction document
posted soon
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Services: Housing Relocation & Stabilization
Start date should be on or after the program
entry date (never before)
Clients evaluated every three months for
program eligibility:
─ Add end date when service is complete
─ It is ok to enter services in three month increments
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Services: Financial Assistance
Start date must fall on or after program entry
date (never before)
Must be in three month increments for Rental
Assistance or Utility Payments
─ Start date is program entry date or first of month after
entry (accurately record month payment begins)
─ End date is at the end of a month
─ Use service start and end dates to track amount of
time of assistance: Not part of reporting but needed
to track HPRP requirements with 18 month limit
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Services: Financial Assistance
Motel Vouchers: record actual start and end
dates
Deposits and Moving Cost Assistance Can be
one day services
Remember to record cost in Cost of Service 1
for all financial assistance services.
Source is optional
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Services and Back Payments
For back payments of rent and utilities, record a
1 day service
Record months and type using the unit and unit
type fields
─ Units=Months
─ Unit Type=rent or utility payments
─ Record total cost in Cost of Service 1. Cost of Unit
and Source 1 are optional.
Back payments count toward 18 month total for
each type of financial service
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hmismn.org
Exit
Destination, Tenure, and Subsidy are now
combined together in new Destination field
─ Includes new options also in the “Living Situation Last
Night” question
─ Tenure and Subsidy are dropped
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Exit
Example Destination options:
─ Staying or living with friends, temporary tenure (e.g.,
room apartment or house)
─ Staying or living with friends, permanent tenure
─ Rental by client, no housing subsidy
─ Rental by client, other (non-VASH) housing subsidy
Update new general income questions at exit if
changes
─ Such as: No longer receiving any non-cash, change
response to “No.”
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hmismn.org
Exit
Update Housing Status question
─ All four options are acceptable at exit
─ Make sure to change to correct status-Housing status
at entry will automatically show up on screen
─ Make sure all household members are checked off
and data will transfer
Update Income questions for all clients
─ Click on their names in the exit screen to make
changes in individual records
Remember to end services
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Remember-Back Date Mode
All Assessment information should be entered to
match program entry date, including income
─ Use Back Date Mode to match to entry date
─ Look at entry/exit to make sure you have the date
right
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How to update or check assessment info
To see what has been entered, click on the “H”
(History) next to a question. Wrong
date=missing from report
─ Re-enter information using the correct date
Correcting mistakes in the assessment section
is important
─ Reports can’t understand two sets of information
linked to the same date
─ Click on the trash can to delete the wrong information
and leave only the correct information
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Reports-use reports in ServicePoint
Entry/Exit report and Client Served report can
be used for some data quality/count checks at
any time
hmismn.org
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ART Update
We are aware ART has been slow lately and
have been in consultation with Bowman
─ First stage in better ART performance rolled out
which helped improve speed. New additional servers
added before Christmas.
─ Load testing in January; you may be asked to help
─ Bowman committed to making HPRP Quarterly
reporting work
hmismn.org
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Key Data Entry Steps for reporting
Entry/Exit: Type=HPRP for correct HPRP
provider
Housing Status: Back date to entry date and
complete for ALL household members. Can’t be
Refused or Don’t know.
Services: HPRP services must be recorded
starting on or after entry date for ALL household
members
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HPRP reports in ART
Report dates:
─ Prompts include provider(s), quarter start date,
quarter end date, and grant start date (new)
─ Start date of quarter and grant should be 10/1/2009
for first reports
Grant start date is the same for every report period
Talk with your funder if you have questions about
this date
─ Remember to use 1/1/2010 as the end date (one day
after the end of the report period)
hmismn.org
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HPRP reports in ART
Three main quarterly reports to use:
─ 1. HPRP Client Data Check QPR (Excel)
─ 2. HPRP Counting Report QPR (PDF)
─ 3. HPRP Counting Report QPR Plus Client Detail
(PDF)
─ Reports are located in HPRP folder in ART
─ Reports 2 and 3 were designed by Bowman following
HUD specifics
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HPRP Client Data Check QPR
First tab highlights data entry errors in columns
A through I
─ Shows all Clients with Entries or Services
─ Clients entered correctly should be blank in all
columns (A to H) or say “ok” (I).
Anything wrong A to E and clients are excluded
from report
─ Make sure all errors are corrected on the Data Check
tab prior to submitting quarterly reports to your
funders
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HPRP Client Data Check QPR
Other tabs show you detailed information that
will be used on quarterly reports
─ Missing/errors highlighted in red and A through I
repeated next to data causing errors
Entries
Services
Exits
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HPRP Counting Report QPR
HPRP Counting Report QPR only shows clients
entered correctly: HUD design requirement
Report breaks out both quarterly and totals for
entire grant program (GTD)
─ First report will have same numbers in both areas
Households and Persons counted throughout
report
Breakouts also by Homeless Prevention and
Assistance
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HPRP Counting Report QPR
Households
─ Both singles and families are counted as households
─ If household members are missing from the report, it
may cause people to show up as singles
HPRP Counting Report QPR Plus Client Detail
shows these breakouts
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HPRP Counting Report QPR
Three Main Sections:
─ Total Individuals and Households Served
Tab A
─ Counts of Services Provided
Tab A
─ Exit Information
Tabs B (Homeless Prevention) and C (Homeless
Assistance)
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HPRP Counting Report QPR
Exit information
─ Destination, and Housing Status needed. Services
need to be record correctly.
Tab D: Additional Information
─ Prompt information including providers and dates
selected
─ Unique and Client ID counts
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HPRP Counting Report QPR Plus Client Detail
Report shows counts plus who is included in the
HPRP Quarterly Counting Report
─ Tabs E through G show clients on report
─ Includes breakouts by singles and families
─ Highlights who shows up in the Quarterly and GTD
(Grant to Date) columns
─ No client names, only Client Unique ID, Client ID and
Household ID
Household ID= ID2
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HPRP Annual Report (APR)
Data elements for APR set but report specifics
still in development
More data check reports will be available in
January for complete data checking for APR
We will provide more details as we learn more
from HUD
hmismn.org
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Wilder Helpdesk
[email protected]
651-280-2780 or 1-800-328-2972
Help desk unavailable on Dec 24th, 25th, and Jan
1st. At least two people available most other
days, especially last week in December.
www.hmismn.org (forms, instructions, training
schedule, training/webinar PowerPoints)
Access recorded Webinars through Newsflash
section of ServicePoint
hmismn.org
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