1. Data Standards and Reporting 2014 Updates and what they mean for your programs

2. Agenda 2014 Data Standards: What has changed? The Chronic Homelessness Calculation Known Sources of data false flags Agency Dash review

3. 2014 Data Standards Data Standards were originally introduced on May 1 2014 Changes were mandated to occur by October 1 2014 Resulted in the migration to ETO 2.0 o All Assessment and efforts data now stored in Touchpoints o Custom Reporting and query wizard no longer available, now conducted through Agency Dash and ETO Results

4. Universal Data Elements Name Social Security Number Date of Birth Race Ethnicity Gender Veteran Status Disabling Condition Residence Prior to Project Entry Project Entry Date Project Exit Date Destination Personal ID Household ID Relationship to Head of Household Client Location Code Length of Time on Street, in an Emergency Shelter or Safe Haven

5. What has changed? Housing Status at Entry* and Zip Code are no longer required data elements Destination at exit is now required for all programs Length of time Time on Street, in an Emergency Shelter or Safe Haven is a new element used to calculate chronic homelessness

6. Other Changes Terminology has changed from “programs” to “projects” Disabling Condition is only collected for adults Date of entry and date of entry assessment MUST match Vet Status is now collected in Demographic Info instead of in assessments (to assure it is only collected once per client) o Additional Vet information is collected on a separate “Veteran’s Touchpoint” CoC Code is now required on each new entry o MA-507 o Used instead of zip code to establish client location o New Data Standards allow agency projects to work in multiple CoCs, this feature enables this tracking

7. Focus on “Metadata” “Data about Data” Already seen in questions that ask about data completeness o 5.1 Date Created o 5.2 Date Updated o 5.3 Data Collection Stage o 5.4 Information Date o 5.5 Project Identifier o 5.6 Project Entry Identifier o 5.7 User Identifier

8. Project Specific Data Elements o Many new Data Elements are now required for programs that receive specific funding sources PATH RHY SSVF ESG o To assure that these questions appear in your data- you must set up your projects with accurate grant information. Special Touchpoints that provide project-level information must be completed

9. Chronic Homelessness Series of interview questions used to ask about CH, instead of the old question “Is the client chronically homeless” o Assures higher degree of adherence to HUD definition o Asks about length and number of previous episodes of homelessness o See questions A-16 through A-20 in “HUD Assessment (entry)”

10. Chronic Homelessness HUD has defined chronic homelessness as an individual or family with a disabling condition who has been continuously homeless for a year or more or has had at least four episodes of homelessness in the past three years. ETO HUD formula: o Prior Residence + Disabling Condition + Results of CH determination Questions

11. Data False Flags Prior Residence and Disabling Condition are frequently being flagged as missing for clients when it appears the data is in their assessments 2 common causes: o Assessment touchpoints incorrectly labeled as “Update” o Disabling condition is now a conditional question- but it may not populate automatically

12. Mislabeled Touchpoints Disabling Condition and Prior Residence questions are only collected at Project Entry If a touchpoint is identified as being collected at any other time, the data will not populate in the program participation CSV, even if fields are filled in and completed Raising concerns w/ HUD DHCD that this causes new client information to nor be updated on reports

13. Conditional Questions in Disabling Condition A disabling condition is defined by HUD as: A person who has a physical, mental, or emotional impairment, which is expected to be of long- continued and indefinite duration; substantially impedes his or her ability to live independently If a medical condition is identified, but length of duration or extent thereof is a “no”, the question “Is the client disabled” will need to be populated manually Only the question “is the client disabled?” will populate the program participation CSV.

14. Agency Dash Usage?

15. Questions? Caroline Barba CarolineBarbaHMIS@gmail.com 978.257.2281