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HMIS Project Set-Up 101PresentersJoan Domenech, Corporation for Supportive Housing (CSH)Brian Roccapriore, The Cloudburst Group1

Webinar Instructions Webinar will last about 60 minutes Access to recorded version Participants in ‘listen only’ mode Submit content related questions in Q&A box on right side ofscreen For technical issues, request assistance through the Chat box

Questions? Please submit your content related questionsand comments via the chat box Send to everyone

Technical Difficulties Please submit any technicalissue related questions via theChat boxSend the message directly tothe HostHost will work directly with youto resolve those issues

About NHSDCThe National Human Services Data Consortium (NHSDC) is an organization focused on developingeffective leadership for the best use of information technology to manage human services. NHSDCprovides information, assistance, peer to peer education and lifelong learning to its conferenceparticipants, website members and other interested parties in the articulation, planning,implementation and continuous operation of technology initiatives to collect, aggregate, analyze andpresent information regarding the provision of human services.NHSDC holds two conferences every year that convene human services administrators primarilyworking in the homeless services data space together to learn best practices and share knowledge.The past 3 events have been put on with HUD as a co-sponsor. Learn more on our web sitewww.nhsdc.org.After this virtual conference is over, NHSDC will be sending out a survey to learn about yourexperience. Please help us by signing up for emails and participating in the survey

PollWhich of the following roles represents you? HMIS Lead HMIS System Admin HMIS Trainer CoC Lead CE Lead6

PollHow long have you been in that role? Less than 6 months6-12 months1-2 years2-3 years3 years7

Meet the presenters: Joan Domenech Program Manager, Corporation forSupportive Housing (CSH) Current areas of work: UnshelteredHomelessness TA, COP Data Quality, HMISNOFA TA, Performance Management. Previous areas of work : Justice System,Coordinated Entry, HMIS, Data.8

Meet the presenters: Brian Roccapriore Senior Technical Assistance Provider The Cloudburst Group Oversees homeless programs and dataanalytics work Previously: 6 years as HMIS Lead in theState of Connecticut9

Learning objectives Understand the fundamentals of HMIS project set up and the importance ofproject set up for required reporting Understand HUD and Federal Partner project set up and data collectionrequirements (CoC, ESG, HOPWA, PATH, RHY, VA) Learn about resources available for project set up (documentation and SMEs)10

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ServicesprovidedLodging/non lodgingHow theservices arefundedWhat we wantto know aboutparticipants?Project TypeProgramsUDE’s12

PROGRAMSCoCESGHOPWAPATHVARHYPROGRAM COMPONENTSSafe HavenStreet OutreachSupportive ServicesShort Term Housing (STH)Permanent Housing (PH)Hotel/Motel (H/MTransitional Housing (TH)Joint TH and PH-RRHHousing Information (HI)Homelessness PreventionPermanent Housing TBRAEmergency Shelter - RenovationsPermanent Housing Facility-BasedPermanent Housing Placement (PHP)Emergency Shelter – Shelter OperationsEmergency Shelter – Essential ServicesShort Term Rent, Mortgage, Utility Assistance (STRMU)HMIS Project TypeSafe HavenStreet OutreachPH – PSHPH – ncyShelterServices Only

ProgramsProject Types

CoC Program ComponentsSupportiveServices sing(TH)PermanentHousing (PH) PSH RRHTH-RRH Joint Component

CoC Program Components16

HOPWA Program Components17

RHY Program Components18

PATH Program Components19

ESG Program Components20

VA Program Components21

Project Set Up Resources: Federal Partner Program ManualsHUD HMIS Main page- https://www.hudexchange.info/programs/hmis/General InformationManualContinuum of Care (CoC) ProgramCoC Program – HMIS ManualProject Set Up Joint ComponentEmergency Solutions GrantsProgramESG Program – HMIS ManualHousing Opportunities for PersonsWith AIDSHOPWA Program – HMIS ManualProjects for Assistance in Transition PATH Program - HMIS Manualfrom Homelessness (PATH)Runaway & Homeless YouthRHY Program – HMIS ManualVA SSVFVA Program – HMIS Manual22

What does PDDE stand for ?23

Overview of PDDEsPDDE’s ?PDDE’s are the buildingblocks of an HMIS.They enable the HMIS to: associate client-level records with the variousprojects that the client will enroll in clearly define the type of project the client isassociated with the entire time they receivedhousing or services identify which federal partner programs areproviding funding to the project track bed and unit inventory and other information,24by project

Required PDDEs: Data CollectionThe following Project Descriptor Data Elements are required for project setup inHMIS:2.01 Organization Information2.02 Project Information2.03 Continuum of Care Information2.06 Funding Sources2.07 Bed and Unit Inventory Information25

PDDEs and HMIS Project Set Up One of the most critical steps in accurate data collection and reporting isensuring that a project is set up properly in an HMIS. If project setup is done incorrectly, this will jeopardize the ability to produceaccurate, reliable reports. Project set up for any project that receives funding from any of the HMISfederal partners must be consistent with thea) HMIS Data Standards Manual andb) the applicable HMIS Program Manual for the funding source.26

Data Collection: Universal Data ElementsData elements which all HMISparticipating continuum projects arerequired to complete.Universal Identifier Elements Name Social Security Number DateThe basis for producing unduplicated estimates of Birth Race Ethnicity Gender of the number of people experiencingVeteran Statushomelessness, accessing services from homeless Universal Project Stay Elementsassistance projects, basic demographic Disabling Condition Project Startcharacteristics of people experiencing homeless, Date Project Exit Date Destination and patterns of service use, includingRelationship to Head of Householdinformation on shelter stays and homelessness Client Location Housing Move-in Dateover time. Prior Living SituationUDE’s27

A note on 2.03 and 3.16 “Projects that Operate in Multiple CoCs” section of the HMIS Data Manual(FY2020) explains the general set up for projects serving multiple CoCs.2.03 records the CoC(s) in which the project is funded to operate3.16 is about which CoC (if multiple) the client is ‘tied to’ in that project forreporting purposesBoth elements help CoCs report accurate data about clients served byprojects funded to operate in their CoC – if your 2.03 or 3.16 data leavessomeone out of being reported – you need to revise your data collectionand project set up practicesA few examples 28

A note on 2.03 and 3.16Example: Tenant-based rent assistance where a clientis housed in another CoC’s market rate unitCoCACoCBSite(2.03)Client(3.16)Client’s marketrate apartment29HMIS

A note on 2.03 and 3.16Example: One grant funding residential projects in multipleCoCs and grantee is entering data into only one CoC’s (3.16)CoCBHMIS

Program Specific Data Elements (PSDE) Program-Specific Data elements provide information about thecharacteristics of clients, the services that are provided, and clientoutcomes. Some of the program specific data elements are collected across all federalpartner programs. Others are limited to a single federal partner programor even further to a single component of one of the federal partnerprograms. Now includes the new Coordinated Entry data elements!31

Data Collection: Some Similarities and Differences byProgram ComponentCommon across Federal partners4.02 Income and Sources4.03 Non-Cash Benefits4.04 Health Insurance4.05 Physical Disability4.06 Developmental Disability4.07 Chronic Health Condition4.08 HIV/AIDS4.09 Mental Health Problem4.10 Substance Abuse4.11 Domestic Violence4.12 Current Living Situation4.13 Date of Engagement4.14 Bed-Night Date4.19 Coordinated Entry Assessment4.20 Coordinated Entry EventDifferences Date of Engagement----Street Outreach, ES night by night, andService Only projects Coordinated Entry Event----All HMIS Project Types depending ondesign of Coordinated Entry System.32

Coordinated Entry SetupOnly one CEproject inHMISSingle CEprojectaccessible by1 or morepartnersNo CEprojectin Single essibleaccessibleup forby1 or more1or moresitesdifferentpartnerspartnersorphases ofthe processTH“Catch All” CEproject setupto supplementexisting datacollection

Coordinated Entry SetupSingle Coordinated Entry Project in HMISTriage3.103.9174.12UDEsCrisisAssessmentCrisis BedReferral4.19Rest of H ReferralPH Move-in4.194.203.113.12PSHRRH34

Coordinated Entry SetupCE Project for non-participating projectsHousingAssessmentCrisis 4.19Rest of UDEsStreet OutreachCrisis BedReferral4.20ProblemSolving4.20PH ReferralHousingAssessmentPH Referral4.194.20EmergencyShelter or Transitional HousingPermanent HousingPH Move-in3.113.12

Project Set Up Peer Learning – Using ChatDo you have any insights or lessons learned around project set upand reporting that you can share with the group in the chat?36

PollI have an organization with an ESG funded shelterand street outreach program. Can I set that up asone Project?-Yes-No37

PollAre all projects required to collect UDEs?-Yes- No38

PollCan a CoC funded VSP provider use your HMIS ifno other program can see their data?-Yes-No39

Project Set Up Things to Consider Consult with the organization administering the project and the CoC LeadAgencyNo single project in an HMIS may have more than one project type!Data collected on a client, other than basic client info (e.g. Name, SSN, DOB,etc.) must be attributed to a specific project and a specific collection point(entry, exit, update, annual assessment) for reporting.Project reporting requirementsIf you have the ability to “customize” the fields in your HMIS you MUST be surethat all the elements required by a funder are present in that project set-up andthat any custom fields are “mapped” if necessary to the appropriate responsecategories. You must work with your vendor to ensure this is done correctly40

Example of a project set up procedure InterestedParticipatingproject sendsrequest and fillsout project setup questionnaireAgency, CoC andHMIS Lead meetand go overProject set upquestionnaireHMIS SysAdmin createsproject in HMIS41Agencyreceivestraining andaccess toProject

New Agency Setup Form Example - Connecticut42

Project Set Up ResourcesHMIS Data Standards Dictionary Detailed information required for system programming of each HMIS elementand the responses required for an HMIS softwareHMIS Data Standards Manual Data collection instructions for the Project Descriptor Data Elements,Universal Data Elements, and the common Program Specific Data ElementsHMIS Federal Partner Program Manuals Contain specific and detailed information on project setup for each of thefederal partners participating in HMIS43

Fundamentals of Project Set Up HMIS System Administration Training: HUD Programs Set-upParticipants will learn:About the technical guidance needed by HMIS Lead agencies and HMIS SystemAdministrators to set up HUD funded projects correctly in their HMIS. RRH Bed and Unit Inventory InfoProject Set Up 201 session will coverExamples for project setting up a project: that is a SSO with affiliated housing with multiple funding sources44

How can I be sure my projects are set up correctly inHMIS for each funder and reporting requirement?Project Set Up 201 session willcover more in depth exampleon how to use the project setup tool45

Project Set Up Tool ScenarioProject 1 – CoC RapidRe-HousingProject 2 – ESG RapidRe-HousingProject Set Up 201 session willcover more in depth scenariosfor using the project st up tool46

Project Set Up Tool ScenarioProject 1 – ESG RapidRe-HousingProject 2 – ESGHomelessnessPreventionProject Set Up 201 session willcover more in depth scenariosfor using the project set up tool47