1. SPONSORED BY: U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT HMIS System Administrator Training Series HMIS 101: MODULE 3 In-Depth Data Standards

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

3. Purpose 3  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 4  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 5  All follow-up questions should be submitted to the Ask the Expert function on www.hmis.infowww.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 6  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 7  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 A. HMIS System Administrator B. HMIS Data Entry staff/Program staff C. CoC staff D. Technical Assistance provider/Trainer E. HMIS Vendor F. Other 8

9. Introduction to Standards 9

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 10

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) 11

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 12

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. 13

14. Poll #3: How categories of Data Elements? A. One B. Two C. Three D. Four E. Unsure—didn’t cover 14

15. Program Descriptor Data Elements 15

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

17. Example 17

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. 18

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. 19

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 20

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) 21

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 22

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 23

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 24

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 25

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 26

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

28. Universal Data Elements 28

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 29

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 30

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 31

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 32

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 33

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 34

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 35

36. Program Specific Data Elements 36

37. Program-Specific Data Elements 4.1Income 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 37

38. Program-Specific Data Elements 4.2Non-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 38

39. Program-Specific Data Elements 4.3Physical Disability 4.4Developmental Disability 4.6HIV/AIDS 4.7Mental Health 4.8Substance 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” 39

40. Program-Specific Data Elements 4.5Chronic 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 ” 40

41. Program-Specific Data Elements  4.3Physical Disability  4.4Developmental Disability  4.5 Chronic Health Condition  4.7Mental 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). 41

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” 42

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 43

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 44

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 45

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 46

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 47

48. Next Steps and Resources 48

49. Next Webinar: Module 4 49  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%2 0Data%20Standards-Revised%20_3.pdf http://www.hmis.info/ClassicAsp/documents/Final%20HMIS%2 0Data%20Standards-Revised%20_3.pdf  www.hmis.info www.hmis.info  HUD Homelessness Resource Exchange: www.hudhre.info www.hudhre.info  Data Quality Plan Toolkit:  http://www.hudhre.info/documents/HUDDataQualityTo olkit.pdf http://www.hudhre.info/documents/HUDDataQualityTo olkit.pdf 50

51. Thank you! 51