HMIS Training Series Summer 2015 For: HMIS System Administrators Part 2 – Reporting from HMIS
AUGUST 2015 2 All content has been approved by: U.S. Department of Housing and Urban Development Office of Special Needs Assistance Programs Participating HUD Staff: Karen DeBlasio HMIS TA Providers/Trainers: Michelle Budzek, The Partnership Center, Ltd. Dan Fox, The Cloudburst Group Joel Remigio, The Cloudburst Group
AUGUST 2015 3 Purpose This training is one of a 3 part series designed to provide HMIS System Administrators and Lead Agency Staff an opportunity for advanced training on critical topics. Part 1: Data Standards, Data Entry, Data Sharing Part 2: Reporting from HMIS Part 3: System Performance Measures
AUGUST 2015 4 Submitting Questions • Due to the high volume of participants, all participants will be muted throughout the presentation. • Questions can be posted at any time during the webinar via the “Questions” pane of Go-to-Meeting. • All questions that we do not have time to respond to should be submitted via the Ask A Question section on the HUD Exchange – selecting HMIS in Step 2
AUGUST 2015 5 CoC - APR • The Annual Performance Report is being updated. • Programming Specifications are on the HUD Exchange. • The APR was planned for release in October 2015. Because of issues with updating e-snaps, the released has been delayed until November at the earliest and may be delayed until January 2016. • HUD will issue a list serve indicating when the APR is updated. Grantees should continue to use the current APR now programmed in their HMIS.
AUGUST 2015 6 APR Changes • Changes: • Renumbered questions • Q4a – Project Descriptor Elements from the HMIS • Created Q6a – a Report Validation Table so users can see what question totals tables should validate to. • Updated the “universe” of respondents for each table to match the universe of data collected under HMIS Data Standards version 3. • Created three subsections to generate detail on: chronic homeless; veterans • “Youth” = any client age >= 12 and <= 24 provided that not one household member is above that age range. If so, exclude the entire household including the person age >= 12 and <= 24.
JULY , 2015 7 6a Reporting Validations a) Total number of persons h) Total number of adult served stayers b) Number of adults (age 18 Number of veterans i) or over) Number of chronically j) c) Number of children (under homeless persons age 18) k) Number of adult heads of d) Number of persons with household unknown age Number of child heads of l) e) Total number of leavers household Total number of adult m) Number of unaccompanied f) leavers youth under age 25 g) Total number of stayers n) Number of parenting youth under age 25 with children
JULY , 2015 8 Subsections • Veterans • Must be age 18 or older at time of project entry or report start date whichever is greater. • Must indicate “yes” for [veteran status]. • Chronic homeless • From the streets or shelters • Length of time (3.17) • Disabling condition • Youth • For all youth questions (Q27 series), “Youth” = any client age 12 to 24 provided that not one household member is above that age range.
AUGUST 2015 9 ESG/CAPER Changes HUD will require detailed information on ESG projects for the first time beginning with CAPER’s due on and after October 1, 2015. Programming Specifications are on the HUD Exchange. Vendors have been provided with Programming Specifications Table Shells CSV Extract Instructions
AUGUST 2015 10 ESG-CAPER Correct System Set-Up = Correct Reporting! Component Funded HMIS Project Type Reporting Emergency Shelter (Operations, Emergency Shelter – nbn Essential Services Renovation) Emergency Shelter – e/e Emergency Shelter (Grandfathered Transitional Housing Transitional Housing) Homelessness Prevention Homelessness Prevention Rapid ReHousing Rapid ReHousing *Each project funded by ESG will be reported on as an individual project in using the new eCart tool. We are not accepting multiple projects run together (i.e. all your shelters in one export). *A project may be funded for more than one Emergency Shelter Component- only export one project (one shelter).
AUGUST 2015 11 Data Import 6b. Number of Persons Served Q6b b. With d. Unknown a. Without c. With only Total children and household children children adults type a. Adults 13955 11600 2355 0 0 b. Children 4625 0 4575 50 0 c. Don't know / refused 0 0 0 0 0 d. Information missing 0 0 0 0 0 e. Total 18582 11600 6930 50 0 A CSV file has been specified for HMIS vendors that enables the subrecipient to generate a report to be exported via a CSV extract. The ESG recipient gathers a CSV extract for each project funded and uploads it to eCART
AUGUST 2015 12 Flattens each CSV project report export into a row & sums the row 5a. HMIS or Comparable Database Data Quality First name Last name SSN Date of birth Race Don't know Don't know Don't know Don't know Don't know / refused Missing / refused Missing / refused Missing / refused Missing / refused Missing 0 0 0 1 0 0 0 1 5 15 Column1 Column2 Column3 Column4 Column5 Column6 Column7 Column8 Column9 Column10 0 0 0 1 0 0 0 1 0 3 0 0 0 0 0 0 0 0 0 3 0 0 0 0 0 0 0 0 0 3
AUGUST 2015 13 Creates reports • Once all of the data is imported into eCART, the tool will enable you to generate reports using a “slicer” and to generate a combined report of all of the data in eCART. • Slice data for reports based on Project type(s) 1. Organization(s) 2. Project Name 3. • System administrators may use eCART for other analysis and reporting. The ESG Guide for Reporting will provide you with instructions and unlocking password (to be posted on the HUD Exchange)
AUGUST 2015 14 Reporting via CSV 4.1 • HUD has updated the specifications for the HMIS CSV export to version 4.1 to include the new data standards. The specifications reside on the HUD HDX. • The 4.1 format will be required to be used in November by both: • SSVF • RHY • The HMIS CSV 4.1 also contains information on programming the algorithm for RHY that enables de- identified client level records to be submitted to the national RHY data collection system.
AUGUST 2015 15 System Performance Measures HUD has provided information at conferences and to the HMIS Vendors that the System Performance Measures are not required to be programmed for the upcoming Continuum of Care Grant Application. HUD has requested vendors have the Performance Measures available in their HMIS systems by January 1, 2016. - Next month we will look at the Performance Measures in more detail.
JULY , 2015 16 Special news from VA & HUD • VA has issued national guidance to support local request for read-only and direct-entry access into HMIS. • The guidance is intended to address local VAMC misconceptions around security and privacy and support access requests initiated by local VA leadership. • Guidance does NOT mandate VA to use a HMIS and is not a push for duplicative data entry • For those participating in coordinated assessments and centralized intake, this allows VA to document assessments in an HMIS, and could provide read only access to “named lists” identifying CH persons to be reached out to for housing. • HMIS does not replace the VA requirement for HOMES data entry.
AUGUST 2015 17 Questions?
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