2014 HMIS Data Standards Community Training

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2014 HMIS Data Standards
Overview
Major Topics
2014 HMIS Data Standards
• Background
– Key resources
– Implementation Timeline
– Revision Process
• Overview of Key Changes
2
KEY RESOURCES
3
Data Standards Main Publications
• HMIS Data Dictionary
– Provides data element basics and instructions for HMIS
software providers
• HMIS Data Manual
– Includes explanations and instructions for HMIS administrators,
CoCs, and HMIS users
• Program-Specific Data Standards Manuals
– Federal partners will issue guidance related to data elements
required for their programs for HMIS administrators, CoCs, and
HMIS users
• Project Descriptor Data Elements
– Detailed guidance on project descriptor data elements for HMIS
administrators, CoCs, and HMIS users
4
Related Tools and Documentation
• Key Terms
• Crosswalks between 2010 data and 2014
standards
• Revised import/export specifications
• Updated programming specifications for the
current APR to cover transition period
– A revised APR will go into effect after a full year of
data collection under the new standards
• Revised AHAR for 2015
5
IMPLEMENTATION TIMELINE
Data Standards Timeline
March 2014
• Draft HMIS Data Dictionary released to
HMIS vendors for programming
May 1, 2014
• Final HMIS Data Dictionary and HMIS
Data Manual published
7
Implementation Day – 10/1/2014
• HMIS software
updates live
• Projects collect and
enter client data
consistent with
revised data
standards and local
policies/procedures
8
Data Standards Timeline
May – September 2014
• Software vendors program changes, update
documentation, train clients (HMIS leads)
• HMIS leads update policies, procedures, forms
and obtain CoC approval, as appropriate
• HMIS leads provide updated end user training
• Agencies update client data collection policies,
procedures, forms
9
Data Standards Timeline
• 2014-2015 is a transition year
– HUD and its federal partners understand
there will be higher missing data rates
– Federal Partner programs will be phased into
using HMIS- not all are expected to be on
HMIS on October 1st.
10
Timeline TBD
• Release of data standards public
comments and HUD responses
• Final HMIS Rule
• Draft Notices for updated technical
standards covering:
– Governance
– Privacy and Security
– Software and Data Quality
11
REVISION PROCESS
12
Need for Revised Data Standards
• Comply with HEARTH Act
• Incorporate data collection requirements
of federal partners
• Simplify and standardize reporting (e.g.,
counting households in AHAR vs. APR)
• Clarify and formalize implied requirements
(e.g., identify data collected at entry vs.
exit)
13
Inputs for Revision Process
• The HEARTH Act
• Feedback received in working with CoCs, HMIS
implementations, TA providers, software
providers, NHSDC Board of Directors, help desks
• Development of APR programming specifications
• HHS (SAMHSA & FYSB), VA, and HUD’s Office
of HIV/AIDS Housing data collection requirements
• Vendor review/recommendations
• Public comment (1,900+ individual comments)
14
Public Comments on 2013 Draft
• In 2009, HUD received 46 submissions,
which were split out into ~350 individual
comments
• In 2013, HUD received 127 submissions,
which were split out into ~1,900 individual
comments; similar/identical comments
combined into ~600 distinct comments
• Every comment was read and considered,
many resulting in changes to draft standards
15
Principles of Revision Process
• The HMIS Data Standards establish minimum
requirements for HMIS data collection
• Increased federal partner participation enriches
HMIS but increases the burden on vendors and
HMIS administrators
• Every field should meet a need
• Adding ‘potentially useful’ or ‘nice to have’ data
elements at the national level reduces
community capacity to build out HMIS in locally
meaningful ways
16
OVERVIEW OF KEY CHANGES
17
Language: Program v. Project
Federal Programs
Continuum Projects
CoC
ESG
SSVF
Recipient
Recipient
•Subrecipient(s)
Grantee
Recipient
•Subrecipient(s)
• Program Name and Program Entry Date are now Project
Name and Project Entry Date
• Category of Program-Specific Data Elements hasn’t
changed; each element is relevant for one or more
federal programs / funding streams
Structural Changes
2010 Data Element Groups
•
•
•
•
Program Descriptor
Universal
Program-Specific
Optional
2014 Data Element Groups
•
•
•
•
Project Descriptor
Universal
Program-Specific
Metadata
Project Descriptor Major Changes
• Elements required only for HIC are optional
• New Federal Funding Source data element
• Projects can be associated with more than one
CoC to facilitate HMIS participation for projects
that operate in multiple CoCs
• New separate Homelessness Prevention and
Rapid Re-Housing project types; HPRP retired
• New project types for Coordinated Assessment,
PH with Services, PH only, Day Shelter
Universal Data Elements Changes
Destination
promoted to
Universal
Housing Status &
ZIP Code of Last
Permanent
Address no
longer Universal
New Universal Data Elements
• Relationship to Head of Household
– One HoH per enrollment
– HoH may be thought of as ‘household
representative,’ ‘primary client,’ ‘eligible individual,’
etc.
– CoC must establish guidelines for identifying the HoH
where a funder hasn’t provided specific guidance
– Will serve as the basis for a standardized method
(APR and AHAR) to count households over time
– In response to public comment, one field identifies
both the HoH and household relationships
New Universal Data Elements
• Client Location
– Identifies the location of each client by
Continuum of Care code
– Corresponds to CoC Code project descriptor
– HMIS may auto-populate values for projects
that operate in only one continuum
– Will enable projects operating in multiple
continuums to enter data into a single HMIS
without compromising data integrity
New Universal Data Elements
• Length of Time on Street, in an
Emergency Shelter, or Safe Haven
– Enables identification of chronically homeless
persons in an HMIS (in combination with
other data)
Other UDE Changes
• New field to collect data quality for Name
• ‘Transgendered’ categories will become
‘Transgender’ (public comment)
• Veteran Status collected once per client rather
than at every project entry (public comment)
• Disabling Condition collected for adults only
• Updated response categories for Residence
Prior and Destination
– Rental by client with VASH subsidy added
back after being removed from draft
Program-Specific Major Changes
• Many new elements to meet HUD, HHS, VA
program reporting needs
• Although new to HMIS, the majority do not
represent new data collection for grant
recipients
• Charts will show which PSDEs are applicable
to which federal program and must be
collected for each
• Program manuals will offer additional
guidance
Program-Specific Major Changes
• Housing Status
•
•
Revised to align with federal homeless, at-risk
definitions
No longer required at exit
• Service elements updated or added, consistent
with specific requirements of federal funders
• New Residential Move-In Date element for
RRH will identify the date on which clients
move into permanent housing
Program-Specific Major Changes
• Income & Sources, Non-Cash Benefits
•
•
•
HoH and adults only
Record only current sources vs. all for last 30 days
Clarified guidance to improve data quality and
reduce burden
• New Health Insurance data element includes
insurance-related items from old Non-Cash
Benefits element and additional sources
•
All clients
Metadata Elements
• Metadata is data about data
• The majority of metadata elements have always
been required by implication
– E.g., reporting on income at entry vs. income
at exit
• Adding them to the data standards simplifies
programming specifications, clarifies
expectations
Metadata Elements
5.1 Date Created
5.2 Date Updated
5.3 Data Collection Stage
5.4 Information Date
5.5 Project Identifier
5.6 Project Entry Identifier
5.7 User Identifier
Information Date (Metadata)
• Many public comment requests for clarification
• Information Date for data collected at project
entry / exit must match entry / exit date
• Information Date for annual assessments must
be ±30 days of the anniversary of project entry
• Responses must be accurate as of the
Information Date, regardless of when data are
collected
31
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