Transcript 4.06 Upgrade - Minnesota's HMIS
HPRP: HMIS Requirements
General Information HPRP data entry and reporting
Today’s Webinar
You can listen using your computer or calling in by phone ─ Phone: 916-233-3089, access code 334-546-072 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.
─ HPRP is new to us too, we may need to get back to you with some information.
Please fill out survey at end
Recent upgrade-first set of HUD changes
Upgrade to 4.06 on Thursday Sept. 17th Although not all agencies are funded by HUD, they mandate use of HMIS ─ HPRP specific changes also included ─ Most changes rolled out by HUD apply to all HMIS users wilderresearch.org
More on HUD data changes
HUD is going through a formal review process of data elements ─ First set of overall changes released related to roll out of Homeless Prevention and Rapid Re-housing (HPRP) stimulus program.
─ Complete review of all elements in process Comments were due to HUD by Sept 22 nd Wilder and State funders commented Possible (although seems unlikely) roll out January 2010: More info to come wilderresearch.org
Forms and instructions
Updated forms and instructions now available on web site: hmismn.org
─ Make sure you are using HPRP forms ─ Word forms can be modified, but make sure to keep instructions and all data elements ─ Try to make use of HPRP questions in any eligibly assessment used in addition to the forms. Help avoid re-collecting information. wilderresearch.org
HPRP funding overview
HUD provides HPRP funding to a number of areas of the state, that then fund you ─ HMIS and reporting as standard as possible ─ Some additional requirements may vary by HRPR grantee ─ DHS-OEO (state-wide), Hennepin/Minneapolis, Dakota County, St. Paul, Duluth, St. Louis County wilderresearch.org
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 wilderresearch.org
General Changes
Don’t know and refused options ─ Only choose don’t know if CLIENT doesn’t know ─ Use refused very rarely ─ Use of either may affect data quality for funder reports Don’t know and refused for ─ Profile: Gender, Race, Ethnicity ─ Universal Elements: Length of Stay, Zip Data Quality, Living Situation Last Night ─ Exit: Destination wilderresearch.org
Change Details
Profile: Date of birth type field-for new clients ─ Account better for clients who don’t want to give out their birth date ─ Since it is required for reporting, best option is to choose “Approximate or partial DOB” and record birth date as 1/01/estimate of birth year Entry: New option-Select HPRP as Entry Type ─ Contact Wilder to set-up new HPRP provider ─ Do not enter data into any other providers other than HPRP specific wilderresearch.org
Universal Elements-changes
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. wilderresearch.org
Universal Elements-changes
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 wilderresearch.org
Information now required for ALL CLIENTS
For HPRP, more than just demographics are needed for all households served: ─ Housing Status (required to show up on quarterly reports) at entry and exit ─ Income ─ General Disability Question wilderresearch.org
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) wilderresearch.org
Housing Status Question at Entry
Literally Homeless: ─ Places not meant for human habitation, such as cars, parks, sidewalks, abandoned buildings, on the street; ─ An emergency shelter; ─ A hospital or other institution, if the person was sleeping in an emergency shelter or other place not meant for human habitation (cars, parks, streets, etc.) immediately prior to entry into the hospital or institution; ─ A transitional housing program for homeless persons ─ Fleeing a domestic violence situation.
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Housing Status at Entry
Housed and at imminent risk of losing housing ─ Being evicted from a private dwelling unit (including housing provided by family or friends); ─ Being discharged from a hospital or other institution; ─ Living in housing that has been condemned by housing officials and is no longer considered meant for human habitation; ─ Additionally, a person residing in one of these places must also meet the following two conditions: Have no appropriate subsequent housing options identified; AND Lack the financial resources and support networks needed to obtain immediate housing or remain in existing housing.
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Housing Status at Entry
Housed and at-risk of losing housing ─ 1) are in their own housing or doubled up with friends or relatives and are at-risk of losing their housing due to high housing costs, conflict, or other conditions negatively impacting their ability to remain housed; and ─ 2) lack the resources and support networks needed to maintain or obtain housing . ─ However, such persons are not in immediate danger of becoming homeless (i.e., do not meet the criteria for being housed and at imminent risk of becoming homeless).
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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 wilderresearch.org
Using “Household Data Sharing”
Most families with have the same response for Housing Status ─ Use Household Data Sharing in the Assessments section to save data entry time. wilderresearch.org
Income changes
Income required for HPRP based on current income at entry. ─ They may have had income recently, but report income on the day they enter based on what that would be 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 wilderresearch.org
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 wilderresearch.org
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 A few non-cash options are still in the monthly income list and will be moved shortly wilderresearch.org
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, record on their record ─ Record all other sources on appropriate clients’ record wilderresearch.org
Cash Income
Record total monthly income from all sources in the new “Total Monthly Income” field ─ New automatic calculation fields added to help at bottom of sub-assessment wilderresearch.org
Non-Cash Income
Record all non-cash benefits ALL Clients receive ─ 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. wilderresearch.org
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+ wilderresearch.org
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 wilderresearch.org
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 Record only one service at a time ─ Select “Basic Needs” as Service Multiple Services is best way to record all services wilderresearch.org
Services and HPRP
Make sure provider is the same as entry/exit Make sure start date is not before program entry date Can use end date to help track three month re evaluation periods (payments no longer than three months at a time) Financial payments-using start and end date of months is helpful ─ Make sure to record cost of service wilderresearch.org
Services and Back Payments
For back payments of rent and utilities, use same start and end date Record months and type using the unit and unit type fields ─ Units=Months ─ Unit Type=rent or utility payments ─ Cost of Unit Back payments count toward 18 month total for each type of financial service wilderresearch.org
Non-financial services
Make sure to record Housing Relocation & Stabilization Service Provided ─ These can be on-going services (still follow three month reevaluation process for continued eligibility) ─ Leave end date blank until done receiving service ─ No cost or units needed More clarification possible from HUD about service start and end dates and how they affect reporting wilderresearch.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 wilderresearch.org
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.” wilderresearch.org
Exit
Complete Housing Status question ─ All four options are acceptable at exit ─ 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 wilderresearch.org
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 wilderresearch.org
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 wilderresearch.org
Reports
All reports will be in ART in new HPRP folder ─ Should be available mid- to late-October ─ We will try and have data check reports as soon as we can Wilder will also be providing more data quality reports ─ Will be emailed to you and your grantee at the same time on a regular schedule ─ First round should come out around late October wilderresearch.org
Reports-use reports in ServicePoint
Entry/Exit report and Client Served report can be used for some data quality/count checks at any time wilderresearch.org
HPRP roll out
Providers added to the system soon if you don’t hear from us, please call to start process More training and reporting information to come First reports due to funders by Jan 5 th (may change) for grantees to report to HUD Jan 10 th Contact us about new users for training planning wilderresearch.org
Wilder Helpdesk
651-280-2780 or 1-800-328-2972 www.hmismn.org
schedule) (forms, instructions, training Access recorded Webinars through Newsflash section of ServicePoint wilderresearch.org