1. Supportive Services for Veteran Families (SSVF) Data
SSVF Data Collection &
Reporting 101
Updated 9/14

2. Learning Goals Learn goals and function of HMIS
Learn roles and responsibilities involved in an HMIS implementation
Learn what data is collected in HMIS
Learn SSVF reporting requirements
Learn steps and sequencing of HMIS set-up

3. What is HMIS?
A Homeless Management Information System (HMIS) is a community-based software application that collects and reports on client-level information about the characteristics and needs of people who are served by projects intended to prevent and end homelessness

4. Homelessness Data Before HMIS
Estimates of the numbers of homeless people locally, regionally, and nationally varied widely
Projects filed paper reports with counts of people served, often based on paper records
Communities conducted point-in-time counts but there was no way to get an unduplicated count of people at the community level over time
There was no reliable way to assess the effectiveness of homeless projects
Up to this point, McKinney funding ranged from about $350 million in 1987 to about $1.5 billion in 1995 and at the same time, technological capacity was expanding -- computers and internet connections were becoming more and more common, even at non-profit agencies.
In some projects, reports were based on tally sheets and tick marks, but in other projects, and on a wider scale in some communities, more sophisticated methodologies were in use.
Point in time counts were useful but what did they mean? How many of the people counted in one year were still homeless the next year? Were there much larger annual numbers with high turnover or low turnover with longer bouts of homelessness?
The FY 2001 HUD Appropriations Act required HUD to take the lead in working with communities to collect “an array of data on homelessness in order to prevent duplicate counting of homeless persons, and to analyze their patterns of use of assistance, including how they enter and exit the homeless assistance system and the effectiveness of the systems.”

5. Goals of HMIS Measure project effectiveness
Generate an unduplicated count of homeless persons for each Continuum of Care (CoC)
Help understand the extent and nature of homelessness locally, regionally, and nationally
Understand patterns of service use
Other uses and benefits to HMIS:
Reduce redundant intake and screening
Provide strategic referrals
Strengthen the network of service agencies
Monitor service utilization
Track client outcomes
Coordinate case management and services across multiple programs
Simplify demographics, service counts and reporting
Identify high demand service areas and service gaps
Inform decision makers and public policy

6. VA Participation in HMIS
The utility of HMIS data at the local level depends on participation by all projects that serve people who are homeless and at risk of homelessness, regardless of funding source
VA is committed to grantee participation in HMIS to support community-based service planning and coordination for Veterans who are homeless and at risk of homelessness
VA, HUD and HHS jointly released the 2014 updated HMIS Data Standards. Included in the revised standards, are VA project specific data elements.

7. SSVF and HMIS SSVF HMIS Requirements:
Participation in the HMIS implementations of each CoC in which services are provided, either by direct data entry or by providing an export of client-level data
Required to export SSVF HMIS data monthly and upload into VA Repository
Work with your local HMIS to get your SSVF project set up
Technical assistance is available to your project, your HMIS, and the HMIS vendor

8. Local HMIS Requirements
A local HMIS may have additional requirements
Communicate with your local HMIS administrator to be sure that you understand local requirements
If local requirements conflict with SSVF program requirements, contact your regional coordinator to request technical assistance
When SSVF grantees participate by providing exported data, they are subject to the HMIS policies and procedures of both the HMIS implementation in which they enter/export data and those of the HMIS implementation(s) to which they are providing exported date.

9. Grantee Roles and Responsibilities:
The SSVF Grantee is responsible for all activity associated with agency staff and use of the HMIS, including:
CoC Participation
HMIS Participation and Governance Compliance
Privacy and Security Compliance
HMIS Policy and Procedure Compliance
Data Quality Compliance
Community Planning/Use of Data
Subcontractor(s) HMIS use
More information exists on each of these elements in the SSVF Data Guide

10. HMIS System Administrator
Each HMIS implementation designates a system administrator to provide day-to-day management and support to the HMIS project
Project set-up guidance
Training and technical assistance support
Oversight and monitoring of HMIS operations
Management of HMIS documentation, including client consent, privacy and security practices, and other policy and procedures
Think of the HMIS System Administrator as a liaison to the software provider (discussed in a later slide). The Administrator’s central role is ensuring the quality of the HMIS software operations and maintaining compliance with privacy and security standards.

11. HMIS System Administrator
Contact your local System Administrator to identify the locally specific HMIS participation requirements:
Training, certifications, fees, participation standards, monitoring expectations
Assistance with monthly data uploads to the VA Repository
Local system administrators are likely to be your initial resource for TA and support
-Each local HMIS implementation functions slightly differently and holds different participation requirements. You’ll want to contact your local System Administrator to understand your local requirements and policies & procedures to follow. It’s important to have open, regular communication with your local HMIS Administrator in order to strengthen and facilitate the data collection and evaluation efforts of your community.
-So if your agency doesn’t currently have a relationship with your local HMIS Administrator or that relationship is minimal, you can use the SSVF HMIS reporting as an opportunity to strengthen that relationship. The Administrator should be your first point of contact for HMIS/upload issues.
- HMIS participation fees will vary greatly from community to community, as there is no industry standard set by HUD. Generally HMIS costs can include HMIS License fees, support and maintenance costs, initial and on-going training, programming costs for customization or data conversion, security assessment and set-up and staffing costs. You should discuss participation costs now with HMIS Administrator and CoC leadership to determine a fair and equitable distribution of costs.

12. HMIS Software Solution Provider/ Vendor
Software solution provider is the company that created and/or services the software your HMIS uses
There are many different software solution providers. Each may play a slightly different role in each community
Solution providers often release general product use documentation that may be very helpful for SSVF program staff.
-Software providers make the necessary changes to the HMIS as technical standards change.
-They can also make customizations as needed and work with the Administrator to resolve any bugs that may appear in the system.

13. SSVF Data in Context National SSVF Program Local Continuum of Care
Your SSVF Project
Client
Every client record is a part of several larger record sets – a household, your project, the Prevention and RRH projects in the CoC, the CoC as a whole, the national SSVF program, all VA homeless services programs… What you need to know to determine whether program participation was good for one particular client is very similar to what you need to know – for many clients – to determine whether a project as a whole is effective.

14. CoC Staff
The CoC addresses homelessness for a defined geographic region through coordinated planning, funding, and management of homeless assistance resources
Coordinates system of housing and services to address homeless needs
Designates a HMIS to track the extent of homelessness and measure project effectiveness
Establishes strategic plan for the CoC
Some ways that the CoC can be a useful resource to you are:
1) They can help you to ensure your HMIS Administrator sets reasonable participation requirements for your project.
2) Also, other CoC programs can be a very good resource in solving HMIS data quality questions and concerns.
Data of veterans served in each CoC should be reported back to the respective CoC on a regular basis. This will not only keep the priority of ending veterans homelessness on the front burner of CoC planning and discussions, but will also prompt continued improvements to coordination among the SSVF program and other CoC service providers.

15. CoC Staff
CoC may operate the HMIS or may designate/ authorize a HMIS lead agency to perform the following:
Establish HMIS participation guidelines and expectations
Establish privacy protections for client data entered into HMIS
Establish security protections to create safe and secure HMIS operating environments
Monitor and enforce compliance with participation requirements
When we talk about participation requirements, we’re talking about the set of standards that a local HMIS decides to apply uniformly to all HMIS agencies & users on that system. For example:
Agency Participation Agreements
End User Agreements
User fees
Client notification or consent procedures
Additional data collection requirements

16. Data Flow SSVF grantees enter project data into local HMIS application
Every month, SSVF data is exported from HMIS and uploaded to VA Repository
National-level reporting is generated based on uploaded data
VA Repository
HMIS 3
HMIS 2
HMIS 1

17. Data Collected in HMIS Who are your clients? When did you serve them?
What are their characteristics?
What are their circumstances at the time they enter your project?
Do they have any special needs?
What services are you providing?
Did their circumstances change while in your project?

18. Special Issues
Information about specific disabilities is collected as clients enter the project, at least once per year while they are enrolled, and at project exit
If you collect data related to HIV/AIDS or substance abuse for SSVF and enter it into HMIS, that data may not be shared with other organizations
If your HMIS doesn’t allow keeping HIV/AIDS and substance abuse data private, don’t enter it into HMIS

19. HMIS Data Collection for Those with History of Domestic Violence
Only projects whose primary mission is to serve victims of DV are prohibited from entering client data into HMIS (per VAWA).
All other SSVF grantees are required to collect and enter data into HMIS for 100% of participants.
Contact Regional Coordinator if SSVF requirement appears to be in conflict with state, local law or local HMIS policy.
VAWA = Violence Against Women’s Act
If there is reason to believe that the abuser of a victim of domestic violence has access to HMIS data or is a proficient hacker, the grantee can:
Contact their regional coordinator, who will help to develop a plan to enter data without compromising the participant’s safety.
It may be appropriate to delay data entry until after the participant has been discharged. 
If your HMIS tracks addresses and employers, opt out of these elements for these participants

20. Data Reporting Requirements
Repository upload:
Upload of client and project level data to a secure SSVF Repository managed by the VA
Upload anytime between the 1st and 5th business days of each month
Each upload contains a data set reflecting project activity from project inception to the date of export
See VA Data Guide for more detailed instructions on the upload process
Quarterly Reports:
Complete quarterly reports addressing programmatic and financial information.
For more information, see VA Web site at:
- Cover Sheet is no longer required as the data elements collected in this report is now captured in revised 2014 HMIS Data Standards.

21. What Is Data Quality? Data Quality Indicators Data Quality Processes
Timeliness
Completeness
Accuracy
Data Quality Processes
Monitoring
Incentives and enforcement
Data quality is a term that refers to the reliability and validity of client-level data collected in the HMIS. It is measured by the extent to which the client data in the system reflects actual information in the real world. With good data quality, the CoC can “tell the story” of the population experiencing homelessness.
Five components of a data quality plan:
Timeliness
Completeness
Accuracy
Monitoring Incentives and enforcement
We will review these in a more detail in a separate training dedicated to creating a comprehensive data quality plan, but first a note about “useable” data:
“Client Doesn’t Know”, and “Client Refused” responses can be indicative of problems at the project level in obtaining necessary information. High instances of these responses make the data for a given data element unreliable and inferences cannot be made about that particular population characteristic. Training must regularly occur to insure that all project workers are collecting and interpreting the questions in the same exact way. An “Client doesn’t know” or “Client refused” response should NEVER be entered because the intake worker forgot to ask the question or if the question was unanswered on the intake sheet so the data entry person couldn’t enter it. This responses are only applicable if the CLIENT responds to the question with this answer.
Since the purpose of a Data Quality Standard is to improve the amount of useable data, most Data Quality Standards include benchmarks on “Client Doesn’t Know”, and “Client Refused” ,” in addition to a “null/missing” values.

22. Data Quality Requirements
Data collection and HMIS data entry is mandatory for SSVF Grantees
Data is uploaded to the VA SSVF Repository during the first 5 business days of each month
Uploads are rejected if data quality is below thresholds
Reference “Creating a Comprehensive Data Quality Plan” SSVF PowerPoint training and Data Guide for more information

23. Planning and HMIS Set-up
SSVF grantees should contact the CoC(s) and HMIS staff.
Negotiate and execute agreements.
Start HMIS training, including data collection and privacy and security training
Work with HMIS staff for data entry needs
If the SSVF Grant covers multiple CoC jurisdictions, decide where data will be entered.
If grant has subcontractors, decide if they will enter data directly into HMIS.
Request accounts for all Repository users, including back-up staff.

24. Planning and HMIS Set-up
Establish and test data collection workflow and tools.
Determine HMIS reporting capabilities.
Determine who will upload data to the VA Repository monthly.
Preferred method: HMIS Administrator will upload
Alternative: Grantee will manage the upload process
Caution: The Grantee is ultimately responsible for complete, accurate and timely uploads to the Repository – even if the HMIS Lead Agency agrees to manage the upload process!

25. Basic Steps and Sequencing for Implementation
Set-up
Develop intake forms that capture required VA SSVF information
Develop the SSVF workflow
Establish data collection and entry policies and procedures
Train staff

26. Basic Steps and Sequencing for Implementation
Set-up
Establish management and end user accountability for data accuracy, timeliness and completeness.
Train SSVF staff to consistently collect and record all required information per policies/procedures and workflow.
Test data entry using HMIS training database.
Confirm that HMIS can produce all information needed for monthly and quarterly VA reporting.

27. Basic Steps and Sequencing for Implementation
Data Collection and Entry
Supervise client data collection and entry
Include regular data monitoring as part of the data collection and entry process to assure that information is timely, complete and accurate
Provide feedback and additional training, as necessary, to data entry staff

28. Basic Steps and Sequencing for Implementation
Before Exporting Data From HMIS
Confirm that all information for the calendar month has been entered into HMIS
Use any available data quality tools to check for missing or erroneous data prior to the end of each month and update records in HMIS

29. Basic Steps and Sequencing for Implementation
Upload to the Repository
Make sure that your data is uploaded to the Repository BEFORE the last day of the upload cycle (the fifth business day of the month)
If data is rejected, correct errors and resubmit data to the Repository BEFORE the Repository closes
Data may be resubmitted at anytime during the five day window – only the most recent successful upload will be stored in the Repository

30. Other Resources
SSVF Data Guide
2014 HMIS Data Standards Manual (for CoC’s, HMIS Lead Agencies, HMIS System Administrators and users) & Data Dictionary (for HMIS Vendors and System Administrators)
HUD OneCPD Resource Exchange