HMIS Training Series Summer 2015 For: HMIS System Administrators - - PowerPoint PPT Presentation

HMIS Training Series Summer 2015

For: HMIS System Administrators Part 2 – Reporting from HMIS

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

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Purpose

This training is one of a 3 part series designed to provide HMIS System Administrators and Lead Agency Staff an

• pportunity for advanced training on critical topics.

Part 1: Data Standards, Data Entry, Data Sharing Part 2: Reporting from HMIS Part 3: System Performance Measures

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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

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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.

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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.

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6a Reporting Validations

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a) Total number of persons

served

b) Number of adults (age 18

• r over)

c) Number of children (under

age 18)

d) Number of persons with

unknown age

e) Total number of leavers f)

Total number of adult leavers

g) Total number of stayers h) Total number of adult

stayers

i)

Number of veterans

j)

Number of chronically homeless persons

k) Number of adult heads of

household

l)

Number of child heads of household

m) Number of unaccompanied

youth under age 25

n) Number of parenting youth

under age 25 with children

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.

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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

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ESG-CAPER

Correct System Set-Up = Correct Reporting! Component Funded HMIS Project Type Reporting Emergency Shelter (Operations, Essential Services Renovation) Emergency Shelter – nbn 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-

• nly export one project (one shelter).

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Data Import

• 6b. Number of Persons

Served Q6b Total

• a. Without

children

• b. With

children and adults

• c. With only

children

• d. Unknown

household type

• a. Adults

13955 11600 2355

• b. Children

4625 4575 50

• c. Don't know / refused
• d. Information missing
• e. Total

18582 11600 6930 50

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

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Flattens each CSV project report export into a row & sums the row

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• 5a. HMIS or Comparable Database Data Quality

First name Last name SSN Date of birth Race Don't know / refused Missing Don't know / refused Missing Don't know / refused Missing Don't know / refused Missing Don't know / refused Missing 1 1 5 15 Column1 Column2 Column3 Column4 Column5 Column6 Column7 Column8 Column9 Column10 1 1 3 3 3

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

1.

Project type(s)

2.

Organization(s)

3.

Project Name

• 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)

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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.

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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.

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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.

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Questions?

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