SPONSORED BY: U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

HMIS System Administrator Training Series

HMIS 101: MODULE 3 In-Depth Data Standards

Partners

Jeff Ward, Abt Associates, Inc. Kat Freeman, The Cloudburst Group Natalie Matthews, Abt Associates, Inc. Chris Pitcher, The Cloudburst Group

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Purpose3

Provide HMIS System Administrators, end users, CoC representatives, consumers, and federal, state, and local partners with a basic understanding of: HMIS Data Standards

Webinar Format4

This training is part of a series of trainings that will provide new staff with the basic information needed to operate or participate in an HMIS

It is anticipated that this series of trainings will be offered quarterly

This training is anticipated to last 90 minutes

Presenters will walk through presentation material

Audience members are “muted” due to the high number of participants

Submitting Questions 5

All follow-up questions should be submitted to the Ask the Expert function on www.hmis.info

If you have multiple questions, we recommend compiling them into a single submission to Ask the Expert with a reference to the HMIS 101: Module 3 training

Webinar Materials & Evaluation

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Quick follow up survey will be emailed out after the webinar

The webinar will be recorded, and all materials will be posted to HMIS.info

During webinar, we’ll be asking you a few questions as well

Overview of Training Series7

HMIS 101 Modules III, IV and V: Module III: In-Depth Data Standards Module IV: In-Depth Security and Privacy Module V: Data Quality Standard and

Compliance Plans HMIS 201:

HMIS Budgeting and Staffing PIT and HIC Best Practice Highlights/ Use of Technology

Poll #1: Role with HMIS

A. HMIS System AdministratorB. HMIS Data Entry staff/Program staffC. CoC staffD. Technical Assistance provider/TrainerE. HMIS VendorF. Other

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Introduction to Standards9

History of HMIS Standards

HMIS Data Standards were developed by focus groups of community stakeholders, researchers, technology experts and consumers

Data and Technical Standards were initially published in July 2004

Sections 2 and 3 of the original standard were replaced in March 2010 while the remaining sections of the 2004 standard remain in effect

Focused on standards, not development of a system

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History of HMIS Standards

What the HMIS Standards Don’t Do: Set a specific software to be used Limit a CoC or HMIS from requiring the

collection additional data elements Limit a CoC or HMIS from requiring

additional client privacy and system security protections

Limit a CoC or HMIS from adding additional functionality (beyond HUD purposes)

Stay static (they are updated periodically)

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HMIS Data Standards

There are 3 data element categories outlined in the March 2010 Revised HMIS Data Standards Program Descriptor Data Elements (PDDE) Universal Data Elements (UDE) Program-Specific Data Elements (PSDE)

The Data Standards define specific, allowable responses for each data element

Not all the data in the Data Standard are required to be collected by every program

Each program will collect at least a subset of data

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Poll #2: HMIS Data Standards True or False: The HMIS Data and

Technical Standards are a document that outlines the data collection, privacy, and security requirements for collecting data required by HUD.

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Poll #3: How categories of Data Elements?A. OneB. Two C. ThreeD. FourE. Unsure—didn’t cover

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Program Descriptor Data Elements

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Program Descriptor Data Elements Establish program hierarchy using:

2.1 Organization Identifier 2.2 Organization Name 2.3 Program Identifier 2.4 Program Name 2.5 Direct Service Code

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Example17

Program Descriptor Data Elements 2.6 Site Information

Program Site Configuration Type Site Address Geocode Site Type Housing Type

This information is collected at the program and site level.

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Program Descriptor Data Elements

Program Site Configuration Type Single site, single building Single site, multiple buildings Multiple sites

Site Address EXCEPTION: Victim Service Providers address list

administrative office address (no shelter address) Mobile and scattered site programs should record

the address of their administrative office Geocode

Scattered site should record for the location of the majority of their beds or where the beds were located as of the last HIC update.

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Program Descriptor Data Elements

Site Type Non-Residential: Services Only Residential: special needs and non-special needs Residential: special needs only

Housing Type Mass shelter/ Barracks Dormitory/hotel/motel Shared housing Single Room Occupancy (SRO) Single Apartment (non-SRO) Single Home/townhouse/duplex Not Applicable: non-residential program

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Program Descriptor Data Elements 2.7 Continuum of Care Number 2.8 Program Type Code

Emergency Shelter Transitional Housing Permanent Supportive Housing Homeless Outreach Homeless Prevention and Rapid Re-housing Services Only Program Other Safe Haven Permanent Housing (e.g., Mod Rehab SRO,

subsidized housing without services)

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Program Descriptor Data Elements

2.9 Bed and Unit Inventory Information Household Type Bed Type Availability Bed Inventory CH Bed Inventory (PSH Only) Unit Inventory Inventory Start Date Inventory End Date HMIS Participating Beds HMIS Participation Start Date HMIS Participation End Date

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Program Descriptor Data Elements Bed and Unit Inventory Information

Household Type Households without Children Households with Children

Bed Type Facility-based Voucher Other

Availability Year-round Seasonal (Emergency Shelters Only) Overflow (Emergency Shelters Only)

Bed Inventory CH Bed Inventory (PSH Only) Unit Inventory

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Program Descriptor Data Elements Bed and Unit Inventory Information

(cont’d) Inventory Start Date

The date the bed/unit inventory was made available

Inventory End Date The date the bed/unit inventory was no longer

available HMIS Participating Beds HMIS Participation Start Date HMIS Participation End Date

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Program Descriptor Data Elements2.10 Target Population A

Single Males (18 years or older) Single Females (18 or older) Single Males and Females (18 or older) Couple Only, No Children Single Males and Households with Children Single Females and Households with Children Households with Children Unaccompanied Young Males (under 18) Unaccompanied Young Females (under 18) Unaccompanied Young Males & Females (under 18) Single Male and Female & Households with Children

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Program Descriptor Data Elements2.11 Target Population B

DV: Domestic Violence victims VET: Veterans HIV: Persons with HIV/AIDS NA: Not Applicable

2.12 Method for Tracking Residential Program Occupancy Program Entry and Exit Date Comparison Bed Management Model Service Transaction Model

2.13 Grantee Identifier

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Poll #4: Program Descriptors Why do program descriptor data elements

matter?

A. They don’t—they’re optionalB. They establish the hierarchy of

programs within an organization in the HMIS and uniquely identify Organizations and their programs.

C. They also identify whether or not, within the electronic HMIS system, programs are organizational names only OR do the programs provide direct services.

D. Both B and C

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Universal Data Elements28

Universal Data Elements

3.1 Name3.2 Social Security Number3.3 Date of Birth3.4 Race3.5 Ethnicity3.6 Gender3.7 Veteran Status3.8 Disabling Condition

3.9 Residence Prior to Program Entry

3.10 Zip Code of Last Permanent Address

3.11 Housing Status3.12 Program Entry

Date3.13 Program Exit Date3.14 Unique Person

Identification Number3.15 Household

Identification Number

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Universal Data Elements

• 3.1 Name– The First, Middle, Last and suffix of the client’s name– Collected at program entry or as soon as possible thereafter

• 3.2 Social Security Number– Importance

– Unique ID creation– Facilitate an increase in mainstream resource utilization

– SSN Type component for assessing data quality– Full SSN Reported– Partial SSN reported– Don’t Know/ Doesn’t have SSN– Refused

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Universal Data Elements

• 3.3 Date of Birth– Date of Birth Type component for assessing data quality

• Full DOB Reported• Approximate or Partial DOB Report• Don’t Know• Refused

• 3.4 Race– American Indian or Alaska Native– Asian– Black or African American– Native Hawaiian or Other Pacific Islander– White– Don’t Know– Refused

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Universal Data Elements

3.5 Ethnicity Non-Hispanic/Latino Hispanic/Latino Don’t Know/Refused

3.6 Gender Female Male Transgendered Male to Female Transgendered Female to Male Other Don’t Know/ Refused

3.7 Veteran Status Yes No Don’t Know/Refused

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Universal Data Elements

3.8 Disabling Condition Must now be collected for all clients served

3.9 Residence Prior to Program Entry Tenure and Housing Subsidy incorporated into

response values Added Response Values:

Safe Haven Rental by client, with VASH housing subsidy Rental by client, with other (non-VASH) ongoing housing

subsidy Owned by client, with ongoing housing subsidy Rental by client, no ongoing housing subsidy Owned by client, no ongoing housing subsidy Don’t Know and Refused

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Universal Data Elements

3.10 Zip Code of Last Permanent Address Change in wording to response value

3.11 Housing Status Response values:

Literally Homeless Imminently losing their housing Unstably housed or at-risk of losing their housing Stably Housed Don’t Know and Refused

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Universal Data Elements

3.12 Program Entry Date Special Issues section -- suggested models

for noting and tracking supportive services received by the client prior to program entry: Service Transaction Model Separate Program Model

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Program Specific Data Elements

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Program-Specific Data Elements4.1 Income and Sources

Frequency of Collection Program Entry Program Exit Annually

General question Income Receipt in last 30 days, Y/N

Dollar amount of earned income is required Dollar amount of other income is optional Total Income is still required

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Program-Specific Data Elements4.2 Non-Cash Benefits

Frequency of Collection Program Entry Program Exit Annually

Subject Scope General question

Non-Cash Benefit Receipt in last 30 days, Y/N Response values

Clarification: #12 clarified regarding ongoing rental assistance

Added: Temporary Rental Assistance

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Program-Specific Data Elements

4.3 Physical Disability

4.4 Developmental Disability

4.6 HIV/AIDS

4.7 Mental Health

4.8 Substance Abuse New Component Currently Receiving services or treatment Frequency of Collection

Program Entry Program Exit Annually

Subject Scope Response values

Added: “Don’t Know” and “Refused”

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Program-Specific Data Elements

4.5 Chronic Health Condition New Data Element

Does the client have Currently Receiving services or treatment

Frequency of Collection Program Entry Program Exit Annually

Subject Scope All Clients Served

Response values “No”, “Yes”, “Don’t Know” and “Refused”

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Program-Specific Data Elements

4.3 Physical Disability 4.4 Developmental Disability 4.5 Chronic Health Condition 4.7 Mental Health

SPECIAL ISSUE!! If response to these data elements is “Yes”, then the

case manager must document the condition. Documentation includes written verification from a

state-licensed professional, such as a medical service provider or a health-care provider, the Social Security Administration, or the receipt of a disability check (i.e. SSDI Check or VA disability benefit check).

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Program-Specific Data Elements

4.9 Domestic Violence Added “Don’t Know” and

“Refused”

4.10 Destination Tenure and Housing

Subsidy incorporated into response values

Added Response Values: Safe Haven Rental by client, with

VASH housing subsidy Rental by client, with

other (non-VASH) ongoing housing subsidy

Owned by client, with

ongoing housing subsidy

Deceased Don’t Know and

Refused Changed:

“Room, apartment, or house that you rent” to “Rental by client, no ongoing housing subsidy”

“Apartment or house that you own” to “Owned by client, no ongoing housing subsidy”

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Program-Specific Data Elements

4.11 Date of Contact Date, with Time Stamp Location of Contact Place Not Meant for Habitation

Service Setting, Non-Residential Service Setting, Residential

4.12 Date of Engagement Date, with Time Stamp

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Program-Specific Data Elements

4.13 Financial Assistance Provided Start Date of Financial Assistance End Date of Financial Assistance Financial Assistance Type

Rental assistance Security deposits Utility deposits

Utility payments Moving cost assistance Motel & hotel vouchers Financial Assistance Amount

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Program-Specific Data Elements

4.14 Housing Relocation & Stabilization Services Provided Start Date of Service End Date of Service Type(s) of Service

Case Management Outreach and Engagement Housing search and placement Legal Services Credit Repair

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Program-Specific Data Elements

4.15 Optional Data Elements Employment Adult Education General Health Status Pregnancy Status Veteran’s Information Children’s Education Reason for Leaving Services Provided

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Poll #5: Program Specific

Which HUD report requires that programs collect all three categories of data elements, including the Program Specific, on clients served by their program? Annual Homeless Assessment Report Annual Progress Report Annual Performance Report Housing Inventory Count

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Next Steps and Resources48

Next Webinar: Module 449

Friday, August 19th, 2011from 3:00pm-4:30pm(EST): Separate registration is required

Topics to be covered: In-Depth Security and Privacy

Resources

HMIS Data Standards (March 2010): http://www.hmis.info/ClassicAsp/documents/Final%20HMIS%20Data%20Standards-Revised%20_3.pdf

www.hmis.info HUD Homelessness Resource Exchange:

www.hudhre.info Data Quality Plan Toolkit:

http://www.hudhre.info/documents/HUDDataQualityToolkit.pdf

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Thank you!

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