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
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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
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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
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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
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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.
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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
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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.
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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
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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
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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)
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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
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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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