0. Pathways Community Network Institute and MISI presents
Understanding the New HUD Data Standard Changes
IN THE COMPASS ROSE APPLICATION
Welcome to the webinar on Understanding the New HUD Data Standard Changes. The intent of this webinar is to orient Users, CoC’s, Stakeholders on how the 2014 Data Standard changes will be implemented in the Compass Rose system. If you are participating in this session you will not need to register for any of the other sessions as they will be covering the same material. This presentation will be ed to all active users of the Compass Rose system.
Additional resources for the 2014 Data Standard Changes include:
HMIS Data Dictionary:
HMIS Data Dictionary
The HMIS Data Dictionary is designed for HMIS vendors, HMIS Lead Agencies, and HMIS system administrators to understand all of the data elements required in an HMIS, data collection and function of each required element and the specific use of each element by the appropriate federal partner. The HMIS Data Dictionary should be the source for HMIS software programming.
HMIS Data Standards Manual:
HMIS Data Standards Manual
This Manual is intended to serve as a reference and provide basic guidance on HMIS data elements for CoCs, HMIS Lead Agencies, HMIS System Administrators, and users.

1. Fine Print
These are the anticipated changes that will occur, some modifications may still occur.
The anticipated changes are still being coded.
Additional trainings/webinars have been scheduled through the end of October 1.
Just a few Fine print notes to make. This webinar is showing the screen changes to reflect the 2014 Data Standards. We will be highlighting the most significant changes and so some changes that are not as significant, i.e. expansion of selections in a response drop down menu may not be shown in this webinar.
These screenshots are again the anticipated changes and are the mockups of what is anticipated to be in the system by October 1, 2014.
These webinars will occur twice a week throughout the month October.

2. 2014 Universal Data Elements
If you are not familiar with the 2014 HUD Data Standards, here is the table of contents for the new list of Universal Data Elements
The Universal Data Elements section provides information on data elements required to be collected by all projects using an HMIS as part of a CoC
implementation. This includes all projects funded by any of the HMIS federal partners and those projects that receive other funding, including those who receive no federal funding.
There are changes to each data element highlighted here. More details on these changes will be presented shortyl

3. Program Specific Data Elements
If you are not familiar with the 2014 HUD Data Standards, here is the table of contents for the new list of Project Specific Data Elements
The Program - Specific Data Elements section is broken into multiple subsections that describe: program specific elements required by more than one federal partner and elements various HMIS Federal Partner Programs require just for the types of projects they support. Not every Program - Specific Data Element is required by every federal partner. For example:
Residential Move-In Date: Only for RRH projects
Housing Assessment Disposition: For Coordinated Intake and Assessment
Housing Assessment at Exit: For Homeless Prevention (CoC and ESG) and HOPWA

4. PATH Program Data Elements
If you are not familiar with the 2014 HUD Data Standards, here is the table of contents for the new list of Project Specific Data Elements
THIS DOESN’T APPLY TO YOU IF YOU DO NOT HAVE PROJECTS THAT RECEIVE GRANT MONEY FROM THE FEDERAL PROGRAM “PATH”
There will be a PATH data manual in the future to specify the data collection details.

5. RHY Program Data Elements
If you are not familiar with the 2014 HUD Data Standards, here is the table of contents for the new list of Project Specific Data Elements
THIS DOESN’T APPLY TO YOU IF YOU DO NOT HAVE PROJECTS THAT RECEIVE GRANT MONEY FROM THE FEDERAL PROGRAM “RHY” (Runaway and Homeless Youth)

6. Additional Federal Program Data Elements
If you are not familiar with the 2014 HUD Data Standards, here is the table of contents for the new list of Project Specific Data Elements
THIS DOESN’T APPLY TO YOU IF YOU DO NOT HAVE PROJECTS THAT RECEIVE GRANT MONEY FROM ONE OR MORE OF THESE FEDERAL PROGRAMS

7. Program vs. Project
Before reviewing the changes to the Compass Rose system, the next few slides will be highlights of changes found in the 2014 Data Standards you will want to become familiar with. You may also have noticed that a new term “project” has been mentioned, along with the term you are familiar with “program”. Let’s clear up this change in terminology.
Project vs Program
Across the federal agencies the terms ‘Project’ and ‘Program’ are used differently. In this document, and for the purposes of data collection in HMIS, a Program refers to the federal funding source (e.g., HUD CoC, HHS PATH, VA SSVF, etc). A Project refers to a distinct unit of an organization (in our case - an agency), which may or may not be funded by HUD or the federal partners, that provides services and/or lodging and is identified by the CoC as part of its service system.
A continuum project can be classified as one that provides lodging (lodging or lodging plus services project) or one that does not provide lodging (services only project)

8. Project Descriptor Major changes
Elements required only for HIC are optional
New Federal Funding Sources
Homelessness Prevention and Rapid Re- Housing added to Standard, HPRP retired
Coordinated Assessment, Day Shelter added
PH w/No Services renamed PH - Housing Only
PSH now PH w/Services (Disability Required)
PH w/Services (No Disability Required) added
Bed & Unit Inventory used to be used to produce a Housing Inventory Chart. Where this was required for 2010 HUD Data Standards, it is no longer required but is optional for the 2014 HUD Data Standards. We will not be eliminating this from the system.
Federal Partner Funding Source –All projects that are funded by a federal partner must have each grant associated with the project recorded in the HMIS. The federal funding source information must include: the name of the federal partner program and component the grant is provided for; a grant identifier (grant number or other identification associated with the specific funding source); grant start date; and grant end date
New Project Types have been added:
- Coordinated Assessment - This MAY be used if the CoC Coordinated Assessment and Intake protocol needs it
- Day Shelter added (possible placeholder for future programs)
- Permanent Housing project types modified to:
PH - Housing only (no services)
PH - With Services (disability required for entry) - was Permanent Supportive Housing
PH - With Services (disability NOT required for entry) - added

9. New Universal Data Element
Data Collection Instructions:
The term “Head of Household”is not intended to mean the leader of the house; it is intended to identify one client to whom all other household members
can be associated. There cannot be more than one head of household for any given project entry.
Identify the head of household and the relationship of all other household members to the head of household for each household at project entry.
If the head of household leaves the project while other household members remain, another member of the household currently participating in the project should be designated as the head of household and the other members’ relationship to head of household should be revised to reflect each individual’s relationship to the newly designated head of household in the event that it differs from the relationship to whoever was previously identified as the head of household.

10. Other Universal Data Element Changes
New field to collect data quality for Name
“Transgendered” becomes “Transgender”
Veteran Status collected once per client
Disabling Condition collected for adults only
Residence Prior and Destination
Collect for HoH and Adults (was Adults and Unaccompanied Minors)
New responses
Destination now Universal
Name Data Quality dropdown includes:
Full name reported
Partial, street name, or code name reported
Client doesn’t know
Client refused
Select “Partial, street name or code name reported ”in the following circumstances: 1) a partial, short,or nickname was used instead of the full first name;
2) a street name or code name was used for street outreach clients at initial intake and until the client was able to supply their full legal name; 3) a name modification was used for victims of domestic violence for security reasons; and 4) for any other reason the name does not match the clients full name as
It would appear on identification.
Veteran Status: Collection Point was changed from “At project entry” to “At client record creation ” enabling the response to carry forward from project entry to project entry. Pathways has always done Veteran Status this way, so there will be no change from the User’s point of view.
Disabling Condition collected for adults only
Residence Prior only required for HoH and adults
Record the type of living arrangement of the head of household and each adult household member just prior to entry into the project.
Under the previous data standards, this data element was required for all adults and unaccompanied youth. This has been changed so that data collection is required for all heads of household and adult household members, which will require collection for at least one member of a multi-member household composed
of only children.
The “Hospital (non-psychiatric)” response has been expanded to include other residential non-psychiatric medical facilities. Three response categories have been added: “Long -term care facility or nursing home,” “Residential project or halfway house with no homeless criteria,” and “Rental by client, with GPD TIP subsidy.”
Language has been added to the “Permanent housing for formerly homeless persons” response to incorporate HOPWA programs.
The “Place not meant for habitation” response category was clarified.
Clarifications were made about updating records for clients turning 18 during project stay.
Data collection instructions were clarified.
Length of stay in previous place was revised to meet federal partner requirements.
Destination changes from Previous Data Standards:
Destination has been re-classified as a Universal Data Element.
(Same as “Residence Prior” ) Under the previous data standards, this data element was required for all adults and unaccompanied youth. This has been changed so that data collection is required for all heads of household and adult household members, which will require collection for at least one member of a household composed of two or more minors.
The “Hospital(non-psychiatric)” response has been expanded to include other residential non-psychiatric medical facilities

11. Program Specific Changes
Special Needs
For Most Special Needs - “Documentation of the disability and severity on file” added
For “Mental Health Problem” (PATH only)
“How Confirmed” added
1. Unconfirmed; presumptive or self-report
2. Confirmed through assessment and clinical evaluation
3. Confirmed by prior evaluation or clinical records
DV element is not changed
Special Needs Is Now asking if Documentation of the Disability and severity are on file for
Physical Disability
Developmental Disability
Chronic Health Condition
HIV/AIDS
Mental Health Problem
Substance Abuse
Mental Health is now asking how has this information has been confirmed (for PATH projects only).
No changes or additions have been made to the Domestic Violence data element.

12. Program Specific Changes
Cash Income and Non-Cash Benefits
Income only collected for Head of household and adults
•Under the previous data standards, collection of this information was required for all clients; recording income for minor children on the minor child’s record is no longer required. However, the income for minors should be captured under the Head of Household.
•Previously, projects were required to identify all sources of income received during the past 30 days, regardless of whether the client was still receiving income from a particular source on the date the information was collected; this has been changed. Projects are now required to record only sources of income that are current as of the information date.
•Under the previous data standards, there was no requirement to collect specific amounts for income sources other than earned income; an amount is now required for each income source and the total monthly income should be equal to the sum of the amounts entered for each source.
•Under the previous data standards income estimation was not allowed. It is now required if the actual amount of income is not certain.
•Two response categories have been changed. Veteran’s disability payment is now VA Service-Connected Disability Compensation and Veteran’s pension is now VA Non-Service-Connected Disability Pension.
Health Insurance:
Changes from Previous Data Standards: This is a new data element; however Medicaid, Medicare, State Children’s Health Insurance Program and
Veterans Administration Medical Services were previously collected as part of the Non-Cash Benefit element.

13. Implementation Changes
IN COMPASS ROSE
Let’s look at the implementation changes that will occur in the Compass Rose system.

14. Processing Options
If you do not see this screen, consult with your Agency Admin or contact Pathways Support.
Current
New Changes
Highlighted are the Current screen and the New changes to accommodate the 2014 Data Standard changes on the Processing Options page.

15. General Information changes
New fields:
Name Type, Social Security number split into two fields. Social Security number is now a separate field and no longer under Identification (for all other types of ID).
Anonymous has been removed due to the fact a client can say Refused including the Name itself.
Moved to Client Current Status: Client Housing Status, Documents, Agency Notes, Shared Notes

16. Client Current Statusformerly known as Housing Status
New
Status As of Date:
Data Collection Instructions:
In separate data fields, indicate whether or not the client meets the threshold for length of time on the street, in an emergency shelter, or Safe Haven
as of the date of project entry or purposes of determining chronic homeless status (in combination with other factors).

17. New Health Insurance additions
Medicare and Medicaid and State Children's Health Insurance was moved from non-cash and added to this page. This is part of the income wizard.
Health Insurance
Rationale:
Health insurance information is important to determine whether clients currently have health insurance coverage and are accessing all mainstream project medical assistance benefits for which they may be eligible, and to ascertain a more complete picture of their economic circumstances.
Additional Income Page for Federally funded Programs. This includes HUD, HHS, VA

18. New Project Specific Data Requirements for HOPWA, VA, RHY, RHSAP – Project Specific Entry
Program specific data requirements if your agency receives funding for any of these programs.

19. New Project Specific Data Requirements for HOPWA, VA, RHY, RHSAP – Project Specific Exit
Program specific data requirements if your agency receives funding for any of these programs.

20. Project Enrollment
Length of Time of Street, in an Emergency Shelter, or Safe Haven
In separate data fields, indicate whether or not the client meets the threshold for length of time on the street, in an emergency shelter, or Safe Haven
as of the date of project entry or purposes of determining chronic homeless status (in combination with other factors).
Head of Household:
Data Collection Instructions: The term “Head of Household”is not intended to mean the leader of the house; it is intended to identify one client to whom all
other household members can be associated. There cannot be more than one head of household for any given project entry.
Identify the head of household and the relationship of all other household members to the head of household for each household at project entry.
If the head of household leaves the project while other household members remain, another member of the household currently participating in the project
should be designated as the head of household and the other members’ relationship to head of household should be revised to reflect each individual’s relationship to the newly designated head of household in the event that it differs from the relationship to whoever was previously identified as the head of household.

21. Project Update Page
Project Annual Assessment should not be active until at least 330 days after program enrollment. Which means the section will be greyed out until 330 days have passed after program enrollment for that client.
Annual assessment –
Is a specialized subset of the ‘update’ collection point. The annual assessment must be recorded no more than 30 days before or after the anniversary of the client’s Project Entry Date, regardless of the date of the most recent ‘update ’ or ‘annual
assessment’, if any [annually]. Information must be accurate as of the information date.

22. What’s Next…. After Oct. 1 we will continue to have webinars.
We will begin using screenshots directly from the system.
When will the data begin to get reported to HUD
One year later. This allows for a sufficient period of time to collect data for one year.
Q&A can be directed to the support team via at
After Oct. 1 we will continue to have webinars.
We will begin using screenshots directly from the system.
When will the data begin to get reported to HUD
One year later. This allows for a sufficient period of time to collect data for one year.
Q&A can be directed to the support team via at