1. AHAR (2016) Orientation Michigan Statewide Homeless Management Information System
Overview of the Data Collection and Submission Process for the Annual Homeless Assessment Report

2. Michigan Coalition Against Homelessness
Elizabeth Hurkman, MCAH System Admin
(517)

3. Agenda Overview of AHAR data scope, reporting categories and timelines
Preparation for generating and submitting AHAR data
Generating Your AHAR Data
Homelessness Data Exchange (HDX) Submissions
CoC Confirmation of AHAR Data Summary

4. AHAR Data Reported HUD Report to Congress based on:
Data Generated from HMIS . . .
Housing Inventory Data
Universal Data Elements
Household Data
Participating Program Types:
Emergency Shelter, Transitional Housing and Permanent Supportive Housing (excluding HARP/HCV unless supportive services are directly provided by the housing program).
Data Entered on the Homelessness Data Exchange (HDX)

5. AHAR Reporting Categories
Unduplicated All Persons and Veterans-Only client data in the following program categories:
ES–FAM: Persons in families served by Emergency Shelters
ES–IND: Individuals served in Emergency Shelters
TH–FAM: Persons in families served by Transitional Housing providers
TH-IND: Individuals served in Transitional Housing programs
PSH FAM and IND – Includes S+C; HARP (HCV) programs are not included unless supportive services are directly provided by housing program.
Data Summary: Aggregate data from the reporting categories above.

6. AHAR 2016 Timelines Data Collection Period: 10/01/15 – 9/30/16
All Persons Data:
Draft Submission – October 31, 2016
Final Deadline – December 1, 2016
Veterans-Only Data:
HUD Publication: ~ Spring/Summer 2016

7. 2016 Changes in Reporting
Despite numerous changes in HUD requirements, AHAR reporting is still based on the 2010 Data Standards.
Vendors (Bowman) are provided with a data mapping guide.
2016 reporting requirements are the same as 2015

8. Preparation for Generating and Submitting AHAR Data:
Housing Inventory Chart
Bed counts by AHAR category for participating and non-participating providers (Bed Count Worksheet)
Initial decision on AHAR reporting categories based on HMIS coverage
AHAR Reporting Group Build (Include zip codes for all providers in Reporting Group!!) Naming Protocol: 2016 AHAR ‘COC Name’
Data quality checks (Households, UDE’s and Entry/Exits)
Provider Page Audits
Homelessness Data Exchange (HDX) Registration

9. About Coverage & Data Quality . . .
Bed Coverage: CoCs must have at least 50% HMIS bed coverage in at least one AHAR reporting category
Bed Utilization: Accurate provider bed counts and timely entry/exits for all clients served during the AHAR reporting period are essential . . .
Missing entries result in an under-count of persons served; this and/or higher than accurate bed counts result in low bed utilization rates (65% or under = usability error on HDX)
Missing exits exaggerate client counts; this and/or lower than accurate bed counts produce high bed utilization rates (105% or over = usability error)
Data Completeness: High percentages of missing data can disqualify submission Disability, veterans status and zip code of last permanent address are typical challenge areas
Provider Pages: Missing or wrong program type codes will skew data pulling into reports and adversely affect client counts and bed utilization

10. Data Quality Monitoring
AHAR Tools Folder in “ART”
#1A 0629 Housing Inventory Chart
#01- Provider Page Check-up
Audit Program Type, CoC and Geo Codes!
Audit/Update Bed/Unit Inventories!!
Missing Program Entries
Program Exits
#02 - AHAR (9) LOS Clients With and Without Missing Program Exits for Excessive Lengths of Stay
Voucher Bed Pro-rated Count
HCV-HARP Program Workflow Issue
#03 - Bed Count Adjustment Report
# Data Completeness Report

11. Generating AHAR Data
ServicePoint AHAR reports run by HMIS Agency and System Administrators.
AHAR 2014 Point-In-Time Dates:
10/28/2015 4/27/2016
1/27/2016 7/27/2016
Sys Admin/CoC review of AHAR reports:
HMIS Bed Coverage
PIT utilization levels
Missing data
Other issues (e.g. long term stays in ES, etc.)
Cleaning of Data/Re-Running Reports

12. Submitting AHAR Data Homelessness Data Exchange Data Entry
Uploading reports
Completing data shells & correcting errors
Submitting data entry shells
HDX AHAR Sandbox
Correspondence with Lisa Setrakian, Abt Associates liaison (T.A., submission notes, data clarification)
Finalizing AHAR Exchange report category submissions
CoC Confirmation of AHAR data summary
Click “Confirm” button to complete submission!!

13. Questions??
Contact Information:
MCAH – Michigan CoC AHAR Support:
Gerry Leslie
(517)
Elizabeth Hurkman
(517)
Jill Shoemaker
(517)
Abt Associates – HDX Submission Support:
Lisa Setrakian
(617)