Transcript Slide 1
Give me an H-U-D!
2014 Data Dictionary
and other HUD and
Federal Partner
Updates
HUD/Federal Partner Updates
HUD and Federal Partner
MOU is still pending
HMIS Rule in Final Form by
end of 2014
Notices in Draft Pending for
end of 2014 or early 2015:
• Software and Data Quality
• Security and Privacy
• Governance
HUD/Federal Partner Updates
Program Manuals for the
following:
ESG
PATH
CoC
VA (SSVF)
HOPWA
Released to date:
Project Descriptor Data Elements
General Information
“Data Not Collected” =
same as “-select-” and will
count as “Missing”
“Other” field includes new
text box to specify in
several different locations
HPRP Retired
Report Updates
CoC APR – updated with
minor changes
ESG CAPER – specs for
minor changes pending
AHAR – no changes
HOPWA – specs pending
RHSP – program not
funded at this time
Service Point Reporting
Canned Reports
Updated with minor changes
ART Gallery
Majority of reports need
upgrade; first Industry then
other high usage and so on
Custom Reports
Template for picklist
changes provided to swap
out values
Recent HUD Publications
System Performance
Measures
Prioritizing Persons
Experiencing Chronic
Homelessness in PSH
HMIS Project Descriptor Data
Elements
Data Collection Stages
Record Creation
Project Entry
Update (via Interim Review)
Annual Assessment (via
Interim Review)
+ or – 30 days of Anniversary
Date
Must use Annual Assessment PL
Project Exit
Project Descriptors
These are the data elements
that tell you about the
projects in the
implementation
HMIS Lead responsible for
accuracy
Should be updated no less
than once annually
2.1 and 2.2 Organization and
Project Identifiers
System assigns
Organization Id and Project
Id
Organization is the higher
level Provider
Projects are associated with
an organization
2.3 Continuum of Care Code
The HUD CoC Code(s) must
be identified per project
More than one code is
allowable
Format should be XX-###
CH-123
Start Date/End Date in SP
allow for pulling codes into
reports (retains history)
2.4 Project Type
Only one Project Type is
allowed
Continuum Y/N = Select Y if
provides services/housing
SSVF must be set as RRH
and HP separately
Services Only – with or
without residential affiliation
Street Outreach = Street
Homeless vs Services Only
2.5 Method for Tracking ES Utilization
Must identify as Night By
Night (nbn) or Entry Exit
Entry/Exit = requires
continuous stay with formal
intake and exit
Nbn = tracks nights of
shelter, still requires
Entry/Exit
Difference = Performance
Measures
2.6 Federal Partner Funding Source
List each applicable funding
source
These are identified by
name of source and project
type = ie HUD CoC TH
Include Grant Identifier and
Grant Start Date and Grant
End Date
2.7 Bed and Unit Inventory
Required for all residential
projects
Do not have to track day to
day fluctuations
New = number of dedicated
CH, Vet and Youth (by age)
beds
Will update 0629 HIC to new
standards later this winter
2.8 Site Information (Optional)
IF generating HIC from HMIS
then fill in this field
Principal Site = location of
largest inventory beds/units
Geocode comes from the
HUD distributed list
Address for the site
2.9 Target Population (Optional)
IF generating HIC from HMIS
then fill in this field
Target Population is set if
75% of the clients served fit
the target group description
Picklists = DV, HIV and NA
Universal Data Elements
All HMIS participating
agencies are required to
complete
This is any project using
software as HMIS
Funding is not a factor
These elements are the
foundation for AHAR
Universal Data Elements: Changes
New Elements
Destination
Relationship to HoH
Client Location Code
Length of Time on Street, ES
or SH
Removed Elements
Zip code of last perm address
Housing Status
3.1 Name
Record Creation/All Clients
Adds Name Data Quality
field
Full Name
Partial, Street Name or Code
Name
Client Doesn’t Know
Client Refused
Data Not Collected
3.2 Social Security Number
Record Creation/All Clients
Adds DQ picklist for
Approximate or Partial SSN
reported
Enter DQ picklist of Client
Doesn’t Know if the client
does not have an SSN
3.3 Date of Birth
Record Creation/All Clients
If the client cannot provide
the full date of birth but does
give a year then approximate
with 1/1/xx using the year of
birth that corresponds with
the age
Select Client doesn’t know if
the client can’t approximate
within one year
3.4 Race
Record Creation/All Clients
Making changes to
demographic table to
improve workflow
Currently defaults to
Primary/Secondary; Races
3-5 available
Can set up additional
races on “Race”
assessment
3.5 Ethnicity
Record Creation/All Clients
Making changes to
demographic table to
improve workflow
Self identified
Hispanic/Latino = Cuban,
Mexican, Puerto Rican,
South or Central American or
other Spanish culture of
origin regardless of race.
3.6 Gender
Record Creation/All Clients
Making changes to
demographic table to
improve workflow
Self reported
If “Other” is selected, a new
text box is provided to
specify
3.7 Veteran Status
Record Creation/Age 18+
Record as Yes for any client
who has been Active Duty in
the Armed Forces
Update required when client
turns 18
Now a static field on the
Client Table
This allows the Veteran
Status to “carry forward” from
Project Entry to Project Entry
3.8 Disabling Condition
Project Entry/All Adults
Record as Yes if client
meets description in Data
Manual
Now answered independent
of Disability Type, but if a
Type is identified (and the
client is Adult) then Yes
should be selected
3.9 Residence Prior to
Project Entry
Project Entry/Adults and HoH
Update required when client
turns 18
Residence Prior = contains
new PL values
Length of Stay in Previous
Place = One week or less
divided into “One day or less”
and “Two days to one week”
3.10 - 3.11 Project Entry
and Project Exit Date
Project Entry
Residential Start date = first
date of occupancy
PH-RRH = date became
project participant (could be
just services at first)
Street Outreach = date of 1st
contact
Project Exit
Exit date = last service, last
day of occupancy
3.12 Destination
Project Exit/Adults and HoH
Now a UDE
New PL values including
“No Exit Interview
Completed”
If non-housing = use same
location as where client was
living during project
participation
3.13 and 3.14 Personal ID
and Household ID
Generated by the system
Used to assist with deduplication clients and
households
In ServicePoint, do not have
to create a Household for
Singles
No changes to these
elements
3.15 Relationship to Head
of Household
Project Entry/All Clients
Household = group of people
who apply together for
assistance
HoH = Primary client, Eligible
Individual – not necessarily
Leader of Household
Only one client can be labeled
“Self”
If HoH exits project, new HoH
must be identified and other
relationships updated
3.16 Client Location
Project Entry & Update/HoH
Location of client for
services/residential stay
Uses values from PL for
CoC Code [2.3]
Data used to report on
clients served outside the
CoC/HMIS
3.17 Length of Time on
Streets, ES or SH
Project Entry/Adults and HoH
Chronic Homelessness will
be measured using this Q,
Disability Status and history
of homelessness
1 day of homelessness in a
month = 1 month of
homelessness
Status Documented =
record on paper in file or in
HMIS of clients LOH
Program Specific Elements
Characteristics of Clients,
Services and Outcomes
Applicability of questions
varies
Must refer to 2014 Data
Manual for specifics
4.1 Housing Status
Project Entry/Adults and HoH
HOPWA, PATH and RHSP
only
New categories that align
with Homeless Definition
See 2014 Data Manual for
definitions of categories
4.2 Income and Sources
Project Entry, Update, Annual
Assessment, Exit/Adults & HoH
Required for most program types
If user selects Yes for type, then must
provide amount (estimate if needed)
Must be updated for clients that turn 18
Now for current income sources
Income sources for minors should be
recorded on adult’s profile
4.3 Non Cash Benefits
Project Entry, Update, Annual
Assessment, Exit/Adults & HoH
Required for most program types
Must be updated for clients that turn
18
Now for current non-cash benefit
sources
Benefits for minors should be recorded
on adult’s profile
4.4 Health Insurance
Project Entry, Update, Annual
Assessment, Exit/All Clients
Required for most program types
Must be updated for clients that turn 18
Now includes MEDICAID, MEDICARE,
SCHIP and VA Medical Services
HOPWA required to answer “No”
dependant questions (5.11.3 fix pending)
4.5 – 4.10 Disabilities
Project Entry, Update, Exit/All
Clients
Required for all but VA (HIV/AIDS
not required by RHY)
Additional required questions about
duration, documentation, services/tmt
Additional PATH Questions for
Mental Health and Substance Abuse
4.11 Domestic Violence
Project Entry, Update/Adults and
HoH
Required for all but VA and RHY
Treat information with sensitivity but
may be helpful for providing
services/safety to client and other clients
Clients with “Yes” values may be
entered into HMIS; not the same as
VAWA funded projects (no HMIS)
4.12 Contact
Project Entry, Update,
Exit/Adults and HoH
Required for all Street Outreach,
PATH and ESG nbn projects
Record using Outreach
Subassessment with each Contact
Defined as an interaction between
worker and client
4.13 Date of Engagement
Update/Adults and HoH
Required for all Street Outreach,
PATH and ESG nbn projects
Record only one for each Entry/Exit
(May be null)
Defined as a deliberate client
assessment or beginning of case
plan
On or before PATH Status for PATH
4.14 Services Provided
Requires: Date, Service Type,
(Service Transaction)
Types triggered from Provider
Grant Type
Services Crosswalk on C-Go
PATH
HoH/Adults
RHY/HOPWA/SSVF
All Clients
4.15 Financial Assistance
Provided
Requires: Date, Service Type,
Amount, (Service Transaction)
Types triggered from Provider
Grant Type
Financial Assistance Crosswalk
on C-Go
HOPWA
HoH/Adults
SSVF
All Clients
4.16 Referrals Provided
Requires: Date, Referral Type,
(Service Transaction)
Types triggered from Provider
Grant Type
Referral Crosswalk on C-Go
PATH
HoH/Adults, requires Outcome Field
RHY
HoH/18 or older youth
4.17 Residential Move in Date
Project Entry, Update/All
Clients
RRH projects only – CoC, ESG,
SSVF
If the client is NOT housed at Entry
then record a No and at Update
change the No to a Yes and enter
the Move-In Date
Will be used to assist with RRH
PIT data for HIC
4.18 Housing Assessment
Disposition
Project Exit/HoH
Coordinated Assessment
projects only – CoC, ESG
Records the client’s
disposition following a housing
crisis assessment
4.19 Housing Assessment at Exit
Project Exit/All Clients
Homelessness Prevention
projects only – CoC, ESG,
HOPWA
Determines whether clients
remain stably housed after
Homelessness Prevention
services
PATH Program
Projects are either Street Outreach or
Services Only
Scripting for historic PATH data
available with 5.11.4
No 2013 PATH Transition Report
Changes
PATH workflow available on C-Go
PATH grantees encouraged to use
HMIS by end of 2016
Full HMIS reporting by January 2017
PATH Program – Pending
Elements
HHS seeking approval from OMB
for changes to PATH report – at
discretion of the grantee
Income and Sources
Non-Cash Benefits
Health Insurance
HIV/AIDS
Connection with Soar
4.20 PATH Status
Update/Adults and HoH
Yes if client consents to
participation in PATH Project
No and reason if not enrolled
Date of Engagement must be
before or on the date of PATH
enrollment
4.21 Connection with SOAR
Exit/Adults and HoH
Yes if client has a connection to
a SOAR project
Not required until after OMB
approval
RHY Program
Joint Communication from HHS
and HUD is expected
Grantees will be “encouraged”
to begin using HMIS as of
11/15/14
Reporting occurs in October of
April each year
No report is anticipated to be
required in April of 2015
RHY Data Elements
All clients on or after Entry
4.22 RHY BCP Status
Project Entry/HoH and Clients 18+
4.23 Sexual Orientation
4.24 Last Grade Completed
4.25 School Status
4.31 Formerly…Child Welfare/Foster Care
4.32 Formerly…Juvenile Justice System
4.33 Young Person’s Critical Issues
4.34 Referral Source
4.35 Commercial Sexual Exploitation
RHY Data Elements
Project Entry and Exit/HoH and
Clients 18+
4.26 Employment Status
4.27 General Health Status
4.28 Dental Health Status
4.29 Mental Health Status
RHY Data Elements
Project Entry and Update/All
Females
4.30 Pregnancy Status
Project Exit/HoH and 18+
4.36 Transitional, Exit Care, or
After Care Plans and Actions
RHY Data Elements
Project Exit/HoH and Youth
4.37 Project Completion Status
4.38 Family Reunification
Acheived
HOPWA Program
APR and CAPER report
specifications and workflow
documents pending
4.39 Medical Assistance is
recorded at Project Entry,
Update and Project Exit for all
household members with
HIV/AIDS
No further updates from HUD at
this time as to requirement for
HMIS participation and reporting
RHSP Program
Program not funded by HUD at
this time
RHSP rule released in draft
form, final pending
4.40 Worst Housing Situation is
for All Clients at Project Entry
SSVF Program
Funds Rapid Re-Housing and
Homelessness Prevention
These MUST be set up as two
separate projects in HMIS
New grant year started 10/1/14
November export (of October
data) will be required in csv
Awaiting further information from
the VA
4.41 Veterans Information
Record Creation or first Project
Entry/All Veterans
Previously 4.15E (optional)
Per HUD, mapping of old values
is neither required nor
recommended
If client has served in more than
one branch, select the one with
the most time served
4.42 Percent of AMI
Project Entry/HoH
Field used to help determine
SSVF eligibility
Should not be calculated from
Income and sources, must be
manually entered by user
4.43 Last Permanent Address
Project Entry/Adults and HoH
Address of client’s last
residence of 90 days or longer
(not ES address)
Street address, city, state and
Address Data Quality
Changes to Sub-Assessment
label coming in 5.11.3
Meta Data Elements
Data About Data
Date Created
Date Updated
Data Collection Stage
Information Date
Project Identifier
Project Entry Id
User Id
Available Resources
Available on Collaborango:
2014 HMIS Data Dictionary Changes 7_14_14
2014 DD Master Assessment Document v3
2014 Project Descriptor Data Elements v1
5.11.0 Release Preview Webinar FAQ
2014 DD Summary and Picklist Value Changes v1
Link to 5.11.0 Release Preview Webinar
Training Video on “HUD Verification”
Service/Referral/Financial Assistance Crosswalks
FAQ 2