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

2. 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.

3. 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:

4. 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.

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

6. 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.

7. Residence Information Sub-Assessments
LTH Sub-Assessment Instructions 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?

8. 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.

9. 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.

10. 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.

11. 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!

12. Data Entry Workflow
minnesota.servicept.com

13. 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

14. 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.

15. Reports

16. 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

17. 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.

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

19. 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.

20. 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 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.

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

22. 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
Please use client ID number and initials instead of name in correspondence
Voic (651) or 1(855)
All calls go directly to voic
We route your Helpdesk request to the appropriate team member and will respond within 1 business day