Ohio Balance of State Continuum of Care

Introduction to the 2014 HUD Data Standards

July 17, 2014

Webinar• Muted call

• Submit questions via chat feature

• Questions answered during the webinar or after

Goals of this Webinar

• Provide basic information about what is included in the 2014 HUD Data Standards

• Encourage agencies to begin planning for the switch to the 2014 HUD Data Standards

• Discuss timeline for implementation of the 2014 HUD Data Standards

Overview of Webinar

• History and purpose of Data Standards

• Changes to the data standards

• Implications of those changes

• Timeline

• Next Steps

History & Purpose

• Homeless Characteristics & Trends

• Allocating Resources

• Measuring Effectiveness

HMIS Data Dictionary

• https://www.onecpd.info/resources/documents/HMIS-Data-Dictionary.pdf

• Geared to HMIS vendors

HMIS Data Standards

• https://www.onecpd.info/resources/documents/HMIS-Data-Standards-Manual.pdf

• Geared towards HMIS Users, CoCs, Administrators

Universal vs. Program Specific Data Elements

Universal

• Universal data elements apply to all projects

Program Specific

• Program specific data elements are dependent upon the program that funds the project and what that program requires

Universal Data Elements

Universal Data Elements

•Data quality field for name•Clients may select up to five races (there is no Other)

•Client location code•Length of time on street, in emergency shelter or safe haven

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• Elements Changed/Added:

Client Location Code

• This is the HUD established CoC number– The Balance of State HUD CoC code is:

OH-507– For a full listing of all CoC codes, visit

https://www.onecpd.info/resources/documents/FY2013_CoCNamesNumbers.pdf or see the notes pages to this powerpoint

Length of Time on Street, in Emergency Shelter or Safe Haven

• Continually Homeless for at least one year? – Yes– No– Client doesn’t know– Client refused

Length of Time on Street, in Emergency Shelter or Safe Haven

• Number of Times the Client has been Homeless in the Past Three Years– 0– 1– 2– 3– 4 or more– Client doesn’t know– Client refused

Length of Time on Street, in Emergency Shelter or Safe Haven

• Total Number of Months Homeless in the Past Three Years– 0-12– Client doesn’t know– Client refused– More than 12 months

• If more than 12 months is selected you will need to input the total number of years

Length of Time on Street, in Emergency Shelter or Safe Haven

• Status Documented– Yes– No

Universal Data Elements

• Language Changes– Don’t know is Client doesn’t know

• If this data was not collected, leave it blank.

– Refused is Client refused• This answer is also used to protect the identity

of individuals fleeing domestic violence, dating violence, sexual assault, or stalking.

*These categories correspond to how the client responded to the questions. These are not intended to be used for missing data.

Universal Data Elements

Elements Removed

•Housing status•Zip code of last permanent address

Program vs. Project

Program

• A program refers to the federal funding source (e.g. HUD CoC, HHS PATH, VA SSVF, etc.)

Project

• A project refers to a distinct unit of an organization that provides services and/or lodging

Why does this matter?Understanding that a program is where you get your funds will help you determine which standards apply to your project.

Programs Subject to Program Specific Data Elements

Program Specific Elements match from CoC to ESG based on your program component. Program components include: ES, TH, RRH, PSH, HP, Street Outreach, SSO, etc.

Program Specific Data Elements

New

• Health Insurance

• Residential Move In Date– RRH Only

• Applies to the date the client physically moves into the housing unit

Changes

• Income– VA Service-Connected

Disability Compensation and VA Non-Service-Connected Disability Pension

• Non-cash Benefits

Health Insurance Fields• Information Date

• Covered by Health Insurance

• Options-– Medicaid, Medicare, State Children’s Health

Insurance, Veteran’s Administration (VA) Medical Services, Employer-Provided Health Insurance, Health Insurance obtained through COBRA, Private Pay Health Insurance, State Health Insurance for Adults

Who is Changing What?

• Bowman (our vendor) is changing ServicePoint to reflect the new Data Standards

• COHHIO is changing our documentation and training to reflect the new Data Standards

• Projects need to update agency forms and/or Coordinated Intake to match changes in ServicePoint

Timeline

Agency Forms/HMIS Entry

• You may add data elements to your documents at will. – You may need to change Coordinated Intake and

Program Intake/Assessments as applicable

• Please note that new standards will apply to any individual in your program on October 1, 2014 regardless of whether or not they entered prior to that date

• DO NOT drop any items from your forms or HMIS data entry until after October 1, 2014

Next Steps

• Watch your email for information and training notifications

• Program specific training for SSVF/PATH providers coming soon

• Expect a transitional Annual Performance Report during the 1st year of implementation

Next Steps

• Email hmis@cohhio.org with questions

• Bookmark these documents– HMIS-Data-Dictionary

2014.pdf (for vendors and System Administrators)

– HMIS-Data-Standards-Manual 2014.pdf (for agencies)

Q & APlease submit your questions via the chat feature. Your questions will either be answered during the webinar or by email afterward.