Minnesota’s Homeless Management Information System (HMIS) MN HSG-LTH Program Requirements DHS-LTHSSF Program Requirements PROGRAM SPECIFIC 157 PROGRAM SPECIFIC 155

Overview This training is to provide supplemental data entry and reporting instructions specific to MN HSG-LTH and DHS- LTHSSF. For complete instructions, you should review this video tutorial in addition to applicable Foundations, Data Entry and Report trainings. ClientPoint Module – Entry/Exit (Data Entry 123) ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161) Universal and Common Data Elements Overview (Foundations 115) This training is covering unique processes not covered in other trainings.

Materials MN HSG-LTH/DHS-LTHSSF Reference Guides LTH Interim Review LTH Sub-Assessments LTH Program Summary Dashboard LTH Data Quality Reports LTH Matrix Data Entry Tips LTH Matrix – Report Instructions Matrix Assessment Date “Cheat Sheet” Review where to find these resources on hmismn.org. All resources (as well as funder contact information) are posted here under MN HSG LTH or DHS-LTH: http://hmismn.org/forms-and-instructions

About the Program Long Term Homelessness (LTH) service providers work with people who have experienced homelessness. MN HSG – LTH Must be enrolled in their program Maintaining site-based and scattered housing settings ONLY DHS-SSF – Support Services Only Provides Services Only (can be living anywhere) Maintaining any type of housing.

Program Specific Data Elements Unique to MN HSG-LTH and DHS-LTH Projects

Required at Entry, Update, and Exit MN: Ending LTH All-Inclusive Assessment Program Specific Questions Client Veteran’s Disability Status Rating Residence Information Sub-Assessments Client’s Residence Housing Cost Housing Subsidy Information Self-Sufficiency Outcomes Matrix (SSOM) in the Measurements tab Unique to LTH. Projects are the Residence Information Sub Assessments and the Matrix The next slides we are going to cover these topics.

Residence Information Sub-Assessments LTH Sub-Assessment Instructions http://hmismn.org/wp-content/uploads/LTH-Sub- Assessments-Instructions.pdf 3 Sub-Assessments that track current residence, housing cost, and housing subsidy Only need to be completed for the Head of Household Update these sub-assessments as client moves (by completing an Interim Update or Interim 6 Month Review), and at exit ?? Do we need to add an end date at exit? If client moves out? If client stays?

Client’s Residence Update as client moves (by completing an Interim Update or Interim 6 Month Review), or exits Required for Head of Household Required for all LTH projects. Current Residence records should cover the entire time a client is in the projects, with no gaps and no overlaps Updates are only required if the client has moved to a different current residence type Record ALL moves to a different residence type while the client is in your project Walk through completing sub-assessment, see instructions for tips.

Housing Cost Update as client moves (by completing an Interim Update or Interim 6 Month Review), or exits Required for Head of Household Required for LTH projects that are site-based or scattered-site supportive housing. Housing Cost records should cover the entire time a client is in site-based or scattered-site supportive housing, with no gaps and no overlaps. Enter full amount, even if it is $0.00. Walk through completing sub-assessment, see instructions for tips.

Housing Subsidy Information Update as client moves (by completing an Interim Update or Interim 6 Month Review), or exits Required for Head of Household Required for LTH projects that are site-based or scattered-site supportive housing. Housing Subsidy records should cover the entire time a client is in site- based or scattered-site supportive housing, with no gaps and no overlaps. Walk through completing sub-assessment, see instructions for tips.

Matrix Required for Head of Household and all adults (18+) All 19 “Domains” required Required at: Entry (Initial) Every 6 months after entry (Interim) Exit (Final) Walk through data entry Located in the Measurements tab. If you don’t see it, this is a backend setting, confirm you are in correct EDA mode. If still can’t view in the correct EDA provider please get in contact as soon as possible. Can print – point that out!

Data Entry Workflow minnesota.servicept.com

Overview of the Data Entry Workflow for MN HSG-LTH and DHS-LTHSSF Reference Guide Overview of the Data Entry Workflow for MN HSG-LTH and DHS-LTHSSF Encourage people to print the Reference Guide. I’ll be using this Reference Guide as I provide a brief overview of the MN HSG-LTH and DHS-LTHSSF

Live demonstration at minnesota.servicept.com/training Visit ServicePoint. Be sure to point out the Ending LTH All Inclusive Assessment and the Exit LTH Assessment so that people understand where they will be answering Assessment questions.

Reports

Reports – Required by Funder MN HSG-LTH requires reports to be submitted quarterly. Rely on funder communication for report periods, due dates or changes to requirements. In Reports, Click on ART. Annual Reports due in February and August are located in Public Folder SSA Report Gallery LTH LTH Counting Reports. 1. LTH Demographics and Entry Data Counting (Submit as PDF) 2. LTH Exits (Submit as PDF) 3. LTH Program Summary Dashboard (Submit as PDF) 4. LTH Data Quality: Residence, Housing Cost and Subsidy, and Income (This report is located in Public Folder SSA Report Gallery LTH LTH Data Quality) (Submit as Excel) Which reports are required by the funder? How often are they submitted to the funder? Special report running/submission rules (unique start dates, file format, eSnaps, SSVF upload) *Running and interpreting reports are covered in separate training modules

Reports – Data Check Data Check reports are for Agency Use. Never send these reports to funder. In Reports, Click on ART. Run data check reports on a regular basis (at least quarterly) for MN HSG-LTH located in Public Folder SSA Report Gallery LTH LTH Data Check Reports 1. LTH Demographics and Entry Data Check 2. LTH Exits Data Check 3. LTH Income Data Check 4. LTH Household Residence Data Check 5. LTH Housing Cost & Subsidy Data Check Public Folder SSA Report Gallery LTH LTH Data Quality 4. LTH Data Quality: Residence, Housing Cost and Subsidy, and Income Public Folder SSA Report Gallery Matrix Reports Matrix Data Check LTH Which reports are used for data checking? Where can they be found? You do not need to run this report unless you think there is something unique and relevant to this program only.

Live demonstration at minnesota.servicept.com/training Visit ServicePoint.

Overview of running and understanding the LTH Matrix Reports Encourage people to refer to the Matrix Report Instructions when they are ready to run the Matrix Reports. Show them the location of the instructions.

Reports - Matrix Matrix Reports are due in November and May. Located in Public Folder SSA Report Gallery Matrix Reports. 1-2S Self Sufficiency Matrix Progress Summary 3S Summary Report: Domains at Population Entry 4S Summary Report: Domains at Population Exit Send Reports to Funder as Excel email attachments (see funder communication for details). Demonstrate a Matrix Report – Have it pre-ran and pull it up after going through where it is located. Mention how Matrix reports you need more than 1 matrix to appear on some reports.

Live demonstration at minnesota.servicept.com/training Visit ServicePoint.

THANK YOU FOR WATCHING! For Additional Assistance Refer to online resources available at hmismn.org Contact the Helpdesk (Available: 8:30-4:30 M-F) Form: Website Form Email: hmis@wilder.org Please use client ID number and initials instead of name in email correspondence Voicemail: (651) 280-2780 or 1(855) 280-2780 All calls go directly to voicemail We route your Helpdesk request to the appropriate team member and will respond within 1 business day