1. KYHMIS BOS 2017 Data Standards Updates
September 27, 2017
3:00 p.m.

2. Intake Forms All Intake Forms Revised RHY Entry/Exit PATH Entry/Exit
SSVF Entry
HOPWA Entry/Exit
CoC/ESG – ES, SO, SH Entry
COC/ESG – PH, TH, SSO, RRH, OTH Entry
Combine Exit Forms for CoC/ESG and SSVF projects
Use Entry Forms for Annual Assessment/Updates Needed

3. Basic Intake Form Flow – Client Details
First page of all intake forms looks like same
Contains all client demographic information – one form per client
Follows the ‘Client Profile’ tab order of questions
The ServicePoint (HoH) ID field is where the HOH Client ID should be entered so you can easily find the family in HMIS

4. Basic Intake Form – Income/Non-Cash Benefits

5. Basic Intake Form – Health Insurance/Disability

6. Basic Exit Form – Client Details
Include all exiting household members on exit form

7. Basic Exit Form – Income
Income, Non-Cash, Health Insurance, and Disability each have ‘Recipient(s)’ field where you will include any household member as applicable

8. New Form(s) Location

9. 2017 HMIS Data Standards
Users can expect to have access to the new in-take forms, and updated assessments in HMIS by 10/1/17
New manual can be found on the HUD Exchange
General Changes Include:
Option differences throughout
Changes in Data Collection Stages
Removed references to “Unaccompanied Youth” as term no longer in use

10. 2017 HMIS Data Standards – Data Collection Stages
Project Start (new) = Replaces Project Entry
Annual Assessment = HoH’s Anniversary Data will now apply to all household members, regardless of project entry

11. 2017 HMIS Data Standards – Universal Data Elements
Gender – wording changes to options
Now “Trans Female (MTF or Male to Female)”
Now “Trans Male (FTM or Female to Male)”
Now Gender Non-Conforming (i.e. not exclusively male or female)

12. 2017 HMIS Data Standards – Universal Data Elements
Project Start – this replace Project Entry
Street Outreach = Date of first Contact
Emergency Shelter = Night of First Shelter Stay
Safe Haven and Transitional Housing = date of move in to residential project
All Permanent Housing, including Rapid Rehousing = date of admission into the project
Project Entry Date will be replaced with Project Start; a date matching this date will auto be put in to the Project Housing Move In Date
All other projects it’s the date the client first began working with the project

13. 2017 HMIS Data Standards – Universal Data Elements
Destination/Living Situation Options – changes to options
Now Permanent Housing (other than RRH) for formerly homeless person
Now Rental by client, with RRH or equivalent subsidy
Relationship to Head of Household – clarification
Clarification that if there is an adult in the household, the adult must be marked HoH

14. 2017 HMIS Data Standards – Universal Data Elements
Housing Move in Date – New Element
This is renamed field of “Residential Move In Date”
Now being used for ALL permanent projects including RRH
Collected for Heads of Household at Update, which will happen when the client moves
Housing Move in Date is entered as soon as the client moves into housing, regardless of the funding source or whether the project is providing rental assistance
Use update feature to add project start date if after entry
Retired Fields
Housing Status
Non-Cash Benefits Options
Retired “Section 8, Public Housing, or Rental Assistance” and “Temporary Rental Assistance” subsidies
Disability Types
Retired “Documentation of disability and severity” and “Currently receiving services”
Retired all PATH specific questions related to Mental Health and Substance Abuse
Contact
Location field retired; New field regarding whether client is on streets, in ES or SH added
Residential Move in Date

15. 2017 HMIS Data Standards – Program Specific Data Elements
HOPWA
No changes
PATH

16. 2017 HMIS Data Standards – Program Specific Data ElementsVA
New Elements:
Connection with SOAR
Last Grade Completed
Employment Status
General Health Status
Retired
Use of Other Crisis Services
VAMC Station List – now a dropdown
VASH Voucher Tracking (New)
Date of Voucher
Reason for Voucher Change
VASH Exit Information (New)
Case Management Exit Reason

17. 2017 HMIS Data Standards – Program Specific Data Elements
RHY
Data Collection Stages altered for a few questions
Retired
Referrals Provided By
Family Unification Achieved
Reduced option values: referral sources, BCP Status, Services Provided, Project Completion Status, Aftercare
Counseling and Safe and Appropriate Exit – new field
Family Critical Issues – reduced option

18. Next Steps

19. Data Standards Implementation – Timeline
Mediware will have new assessments ready for System Admins by 10/1/17
System Admins will have 10/2/17-10/4/17 to get data standards updated and ready for data entry
New assessments will be ready in HMIS by morning of October 4, 2017
NO DATA ENTRY SHOULD OCCUR FROM 10/1/17-10/3/17

20. Questions?