2014 HMIS Data Dictionary and HMIS Data Manual Summary

Transcription

1 2014 HMIS Data Dictionary and HMIS Data Manual Summary On May 1, the Department of Housing and Urban Development (HUD), the Department of Health and Human Services (HHS) and the Department of Veterans Affairs (VA) released the 2014 HMIS Data Dictionary and 2014 HMIS Data Manual. These two documents update the 2004 HMIS Data and Technical Notice and the 2010 HMIS Data Standards. This 2014 HMIS Data Dictionary and HMIS Data Manual Summary describe the new questions, new responses, and new processes for collecting demographic information, income, non-cash benefit, health insurance and disabling conditions within the HMIS. The Continuum of Care must collect the data included in the standards in order to comply with each federal partner s reporting requirements. The 128 page HMIS Data Dictionary, which is intended for HMIS vendors and system administrators, is available at and the 109 page HMIS Data Manual, which is intended for use as a reference for community members, HMIS staff, and HMIS users, is available at Further guidance will be released in the upcoming months. This will include the following: Summary of public comments HMIS Program Specific Manuals which will provide detailed program specific guidance for each partner program required to use HMIS HMIS Notices for public comments on HMIS Governance, HMIS Privacy and Security, and HMIS Software and Data Quality HMIS Final Rule Please note: the effective date of the 2014 HMIS Data Standards is October 1, HMIS DATA DICTIONARY AND HMIS DATA MANUAL SUMMARY CONTENTS: Part 1: Record Creation Pages 2-3 Part 2: Question Changes Overview Page 4 2A: Questions Collected At Project Entry Pages B: Questions Collected At Project Exit Page 11 Part 3: Process Changes Overview Page 12 3A: Interim Reviews Updates and Annual Assessments Pages B: Sub-Assessment Verification Pages Appendix A: Frequently Asked Questions Page 17 Version: November 2014 Page 1 of 17

2 PART 1 RECORD CREATION Login to the HMIS 1. Go to (no WWW) 2. Input your username and password and select Login (If you do not have a username and/or password, contact your Agency Administrator in order to obtain and sign an HMIS User License Agreement. Your Agency Administrator will setup your account in HMIS with the appropriate permissions and contact information. Upon receipt of a scanned/ ed/faxed copy of the signed HMIS User License Agreement, you will be allocated a license. 3. From the left side of the screen, select ClientPoint Search for the person in HMIS 4. Input their first and last names into the Client Search fields and select Search If the person has already been assessed by your provider, their name will appear under Client Results along with 3 house icons to the left of their ID and name. Additional people with similar names who exist in the system who have not yet been assessed by your provider will also appear beneath Client Results, but without the 3 house icons. While their names will appear, their assessment information will not appear unless they have been screened by your provider, or they have been screened by another provider who has inputted a current Release of Information that allows the information to be shared. 5. Select the record already inputted by your provider if they exist. If no record with the 3 house icons exists, input the following: a. First Name b. Last Name c. Name Data Quality d. Alias (Nickname if applicable) e. Date of Birth f. Date of Birth Data Quality g. Social Security Number h. Social Security Number i. U.S. Military Veteran 6. Once you have inputted values for each of the above fields, select Add New Client With This Information. When the system prompts you with You are about to add a new client to the system (Be sure to look through all the possible matches before continuing this process). Continue with Add New Client? select OK. The system will take you to the Summary tab of the individual s record. If serving a family, repeat steps 3 through 6 for each household member to add all family members to HMIS Join family members to the same household If serving a single individual and not a family, proceed to step 20 Version: November 2014 Page 2 of 17

3 7. Select the Households tab 8. If existing household information located on that tab reflects the current household configuration, you can use that information. Proceed to step 21 below. 9. If existing household information located on that tab does not reflect the current household configuration, or the screen states This client is not currently a member of any households, select Start New Household 10. Select the appropriate Household Type 11. If you have the Client ID Number, input that value in the Client ID # box and select Submit for each household member 12. If you do not have the Client ID Number, input their first and last names into the Client Search fields and select Search 13. Under Client Results, select the plus icon to the left of the ID to select each household member to join to the household 14. Repeat steps 11 through 13 until all household members have been selected 15. Select Continue 16. For Head of Household, select Yes for the appropriate head of household. The Relationship to Head of Household response will default to Self 17. Change the date for Joined Household to be the project entry date, in order to reflect that the household entered as a family upon intake into the project 18. For each non-head of household, select the appropriate response for the Relationship to Head of Household question 19. Once each member of the family has responses for the Head of Household, Relationship to Head of Household and Joined Household date questions, select Save & Exit Individual s record 20. To begin inputting assessment information, select the Entry/Exit tab 21. Select Add Entry / Exit 22. If serving a family, check the empty box to the left of the bold household type, such as (12345) Two Parent Family to give all family members a linked project entry. Each family member should have a check mark to the left of their name. 23. If multiple family configurations reflect the current household configuration, select the household configuration with the lowest number. 24. For providers serving single individuals and providers serving families, select the Provider that reflects the program serving them, and not the agency. The only information located at the agency level is our staff account, since we are employed by our agency. All persons served in our projects must be at the program/project level only. 25. For Type, select HUD regardless of the funding source of the project 26. For Entry Date, select the date that the individual/family entered the project. This reflects the date of intake. 27. For Entry Time, select the time that the individual/family entered the project. If you do not possess the time that the individual/family entered the project, and/or the exact time is not relevant to your provider, you may utilize 12:01:00AM for any/all persons. 28. Select Save & Continue Version: November 2014 Page 3 of 17

4 PART 2 QUESTION CHANGES OVERVIEW Numerous new questions and new responses must now be collected at project entry, update (if applicable), annual assessment and project exit. Historical items that are no longer used in ServicePoint as directed by the updated standards have been marked as Retired in the interface. These fields will remain in the system in an effort to retain the ability to report on the historical data collected where needed. The AHAR, PATH, ESG, Entry/Exit, and Service Transaction reports outside of ART have been updated to work with the changed HMIS Data Dictionary items. The HUD report has been removed. Data Not Collected has been added to all question responses. This information will draw into reports as blank/missing. It produces the same response as leaving a question as -Select- prior to the 2014 Data Standards. Client doesn t know or Client refused Most data elements include a Client doesn t know or Client refused response category. These are considered valid responses if the client does not know or the client refuses to respond to the question. These responses should not be used to indicate that the case manager or data entry person does not know the client s response. Name Data Quality Full name reported, Partial, street name or code name reported, Client doesn t know and Client refused. This field must be added to the system at client record creation or updated from the Client Profile. U.S. Military Veteran? Moved from an assessment question to the Client portion of the record, beside Name, Name Data Quality, Social Security Number, SSN Data Quality and Age (calculated from Date of Birth). This field must be added to the system at client record creation or updated from the Client Profile. PART 2A QUESTIONS COLLECTED AT PROJECT ENTRY Beginning with Client Location, complete each of the following fields (in order) at project entry: Client Location Select DC-500 for every person, to reflect the count of persons who are served within a CoC. Relationship to Head of Household Self (head of household), Head of household s child, Head of household s spouse or partner, Head of household s other relation member (other relation to head of household or Other: nonrelation member. This is required even for single individuals. Are You Engaged with Case Management? Select Yes to reflect that case management services are offered by your provider, and to reflect that intake into your project was completed. Date of Birth Recorded in MM/DD/YYYY format. Date of Birth Full DOB Reported, Approximate or Partial DOB Reported, Client doesn t know and Client refused. Primary Race American Indian or Alaska Native, Asian, Black or African-American, Native Hawaiian or Other Pacific Islander, White, Client doesn t know and Client refused Secondary Race For individuals who identify as multi-racial, the identical responses as Primary Race can be selected - American Indian or Alaska Native, Asian, Black or African-American, Native Hawaiian or Other Pacific Islander, White, Client doesn t know and Client refused Ethnicity Non-Hispanic/Non-Latino, Hispanic/Latino, Client doesn t know and Client refused Gender Female, Male, Transgender male to female, Transgender female to male, Other, If Other, Specify, Client doesn t know and Client refused. Changes from Previous Data Standards: Transgendered has been changed to Transgender. Other may include intersex individuals or persons who prefer not to identify a specific gender. If Other, Specify has been added to Other. If Other Gender, Specify Only required for individuals who identified Other as their Gender Version: November 2014 Page 4 of 17

5 Is Client Homeless? Yes for all persons unsheltered, residing in emergency shelter or transitional housing; No for all persons in rapid rehousing or permanent supportive housing. Housing Status For outreach providers, low barrier shelters, emergency shelters, temporary shelters and transitional housing providers, select Category 1 Homeless. For persons in rapid rehousing or permanent supportive housing, select Stably housed. For prevention assistance providers, such as SSVF, select Category 2 - At imminent risk of losing housing. No other categories should be selected for responses, which are specific to project type. Length of Time on Street, in an Emergency Shelter, or Safe Haven: Number of Times the Client has been Homeless in the Past Three Years 0, 1, 2, 3, 4 or more, Client doesn t know or Client refused. Do not count episodes that begin as of project entry. A response of zero should never be recorded for anyone currently experiencing homelessness at project entry. Total Number of Months Homeless in the Past Three Years Integers between 0 and 12 are available, in addition to More Than 12 Months. Further responses include Client doesn t know or Client refused. Any single day or part of a month spent homeless should be counted as one month. Continuously Homeless for at Least One Year Yes, No, Client doesn t know or Client refused Total Number of Months Continually Homeless Immediately Prior to Project Entry Responses will be automatically recorded as one of two options: an integer 0-12 or an integer 12 or higher. Additional responses include Client doesn t know or Client refused. Any single day or part of a month spent homeless should be counted as one month. Status Documented Yes or No. Indicate if there is documentation in the client s paper file or in the HMIS of the client s length of homelessness (either continuously homeless, the number of times homeless, or the number of months homeless in the past three years). For information that is entirely self-reported, the response to this question would be No. Residence Prior to Project Entry Indicate where the individual was residing prior to project entry. Three response categories have been added: Rental by client, with GPD TIP subsidy, Long-term care facility or nursing home and Residential project or halfway house with no homeless criteria. If Other Type of Residence, specify While this field does not satisfy the requirement to answer Residence Prior to Project Entry, if the available responses do not describe the type of residence, narrative can be recorded to describe this other type of residence. Length of Stay in Previous Place Two response categories have been added: One day or less and Two days to one week Zip Code of Last Permanent Address Record the five digit zip code of the apartment, room or house where the individual last lived for 90 days or more in a permanent address. If the individual reported last living in a non-permanent location for 90 days or more (such as shelter or transitional housing) that location would not be recorded here. Zip Code Data Quality Full or partial zip code recorded, Client doesn t know or Client refused. Homelessness Primary Reason Record the primary reason for the current episode of homelessness. Domestic Violence: Do you have a history of domestic violence? Yes, No, Client doesn t know or Client refused. (If yes) when experience occurred Previously this question asked Extent of Domestic Violence Limited English Proficiency Select whether or not English proficiency creates a barrier to services for this individual. Currently in School Yes, No, Client doesn t know or Client refused. Received Vocational Training? Yes, No, Client doesn t know or Client refused. Version: November 2014 Page 5 of 17

6 Highest Level of Education Attained No schooling completed, Nursery school to 4th grade, 5th grade or 6th grade, 7th grade or 8th grade, 9th grade, 10th grade, 11th grade, 12th grade, no diploma, GED, High school diploma, Post-secondary school, Client doesn t know or Client refused. Veteran-Specific Information: Disability: Year Entered Military Service Recorded in MM/DD/YYYY format. For veterans who do not know the day or month that they entered military service, 01 can be used to estimate either the month and/or day. For example, a veteran who entered military service in 2001 but does not remember the month or the day should record 01/01/2001. Year Separated from Military Service Recorded in MM/DD/YYYY format. For veterans who do not know the day or month that they separated from military service, 01 can be used to estimate either the month and/or day. For example, a veteran who separated from military service in 2001 but does not remember the month or the day should record 01/01/2001. World War II (1940 to 1945) Yes, No, Client doesn t know or Client refused Korean War (June 1950 to January 1955) Yes, No, Client doesn t know or Client refused Vietnam War (May 1975 to July 1991) Yes, No, Client doesn t know or Client refused Persian Gulf War (August 1991 to Present) Yes, No, Client doesn t know or Client refused Afghanistan / Operating Enduring Freedom (October 2001 to Present) Yes, No, Client doesn t know or Client refused Operation Iraqi Freedom (2003 to August 2010) Yes, No, Client doesn t know or Client refused Operation New Dawn (September 2010 to Present) Yes, No, Client doesn t know or Client refused Other Peace-Keeping Operations or Military Interventions Yes, No, Client doesn t know or Client refused Branch of the Military Army, Air Force, Navy, Marines, Coast Guard, Client doesn t know or Client refused Discharge Status Honorable, General Under Honorable Conditions, Under Other Than Honorable Conditions, Bad Conduct, Dishonorable, Uncharacterized, Client doesn t know or Client refused Each of these sub-assessment components must be confirmed or denied for each individual potential disabling condition. It is not sufficient to merely record the presence of each condition; the absence of each condition no responses must also be recorded separately for each potential disabling condition. Does the client have a disabling condition? Yes, No, Client doesn t know or Client refused. (If yes) Disability Type Alcohol Abuse, Drug Abuse, Both Alcohol and Drug Abuse, Chronic Health Condition, Developmental, HIV/AIDS, Mental Health Problem, Physical Disability Type Yes, No, Client doesn t know or Client refused. 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 (such as SSDI check or VA disability benefit check). (If yes) Expected to be of long-continued and indefinite duration and substantially impairs the ability to live independently Yes, No, Client doesn t know or Client refused. (If yes) Documentation of the disability and severity on file Yes, No, Client doesn t know or Client refused. Version: November 2014 Page 6 of 17

7 If yes for Mental Health Problem, Alcohol Abuse, Drug Abuse, or Both Alcohol and Druge Abuse, How Confirmed? Unconfirmed; presumptive or self-report, Confirmed through assessment and clinical evaluation or Confirmed by prior evaluation or clinical records. Despite the title PATH Only, complete for all mental health, alcohol, drug or both alcohol and drug use disabilities. If yes for Mental Health Problem, Serious Mental Illness (SMI) and, if SMI, how confirmed? No, Unconfirmed; presumptive or self-report, Confirmed through assessment and clinical evaluation, Confirmed by prior evaluation or clinical records, Client doesn t know or Client refused. Despite the title PATH Only, complete for all mental health, alcohol, drug or both alcohol and drug use disabilities. (If yes) Currently receiving services/treatment for this disability Yes, No, Client doesn t know or Client refused. Long Term? Yes, No. This response will be Yes for all disabilities of long duration. Start Date Auto-populates for project entry date End Date Only completed if the disability ceases to exist Is client chronically homeless? Yes, No, Client doesn t know or Client refused. Indicate whether an unaccompanied homeless individual (18 or older) with a disabling condition, or a family with at least one adult member (18 or older) with a disabling condition who has either been continually homeless for a year or more or has had at least four episodes of homelessness in the past three year. The individual or family must have been on the streets or in an emergency shelter (not transitional housing) during these episodes. Income: Income From Any Source Yes, No, Client doesn t know or Client refused. Total Monthly Income Any integer may be recorded. Clients without income must record 0 for this field. Percent of Area Median Income (AMI) Less than 30%, 30% to 50%, or Greater than 50%. See Figure 1 below for the FY 2014 Income Limits Summary (subject to change each fiscal year), available on FY 2014 Income Limit Area FY 2014 Income Limit Category Persons in Family District of Columbia Less than 30% (Extremely Low) 22,500 25,700 28,900 32,100 34,700 37,250 39,850 42,400 Income Limits ($) Less than 50% (Very Low) Income Limits ($) 37,450 42,800 48,150 53,500 57,800 62,100 66,350 70,650 Figure 1 (based on household size of four) Each of these sub-assessment components must be confirmed or denied for each individual potential income source. It is not sufficient to merely record the presence of each income source; the absence of each source no responses must also be recorded separately for each potential income source. Receiving Income Source? Yes or No. This response should be Yes for all income sources, including if the Source of Income is No Financial Resources. Source of Income Alimony or Other Spousal Support, Child Support, Earned Income, General Assistance, Pension or Retirement Income from Another Job, Private Disability Insurance, Retirement Income From Social Security, Self Employment Wages, SSI, SSDI, TANF, Unemployment Insurance, VA Non-Service Connected Disability Pension, VA Service Connected Disability Compensation, Worker's Compensation, No Financial Resources or Other Version: November 2014 Page 7 of 17

8 If Other, Please Specify While this field does not satisfy the requirement to answer Source of Income, if the available responses do not describe the source, narrative can be recorded to describe this other income source. Monthly Amount Any integer may be recorded. Clients without income must record 0 for this field. Start Date Auto-populates for project entry date End Date Only completed if the income source ceases to exist Non-Cash Benefits: Non-Cash Benefit From Any Source Yes, No, Client doesn t know or Client refused. Each of these sub-assessment components must be confirmed or denied for each individual potential non-cash benefit source. It is not sufficient to merely record the presence of each non-cash benefit; the absence of each source no responses must also be recorded separately for each potential non-cash benefit source. Source of Non-Cash Benefits Supplemental Nutrition Assistance Program (Food Stamps), Special Supplemental Nutrition Program for Women, Infants, and Children (WIC), TANF Child Care Services, TANF Transportation Services, Other TANF-Funded Services, Section 8, Public Housing or rental assistance, Temporary rental assistance or Other Receiving Benefit? Yes or No. This response should be Yes for all non-cash benefit sources. If Other, Please Specify While this field does not satisfy the requirement to answer Non-Cash Benefit From Any Source, if the available responses do not describe the source, narrative can be recorded to describe this other income source. Amount of Non-Cash Benefit Any integer may be recorded. Start Date Auto-populates for project entry date End Date Only completed if the non-cash benefit ceases to exist Health Insurance: Covered by Health Insurance Yes, No, Client doesn t know or Client refused. Each of these sub-assessment components must be confirmed or denied for each individual potential non-cash benefit source. It is not sufficient to merely record the presence of each non-cash benefit; the absence of each source no responses must also be recorded separately for each potential non-cash benefit source. Start Date Auto-populates for project entry date Health Insurance Type MEDICAID, MEDICARE, State Children s Health Insurance Program, Veteran s Administration (VA) Medical Services, Employer-Provided Health Insurance, Health Insurance Obtained Through COBRA, State Health Insurance for Adults or Private Pay Health Insurance Covered? Yes or No (HOPWA) If Private Pay Insurance, Specify This field allows for narrative for HOPWA projects. Non- HOPWA providers do not need to complete this field. (HOPWA) If No, Reason Not Covered Applied; decision pending, Applied; client not eligible, Client did not apply, Insurance type NA for this client, Client doesn t know or Client refused. If a client reports having no health insurance coverage, no additional data collection is required. Non-HOPWA providers do not need to complete this field. End Date Only completed if the health insurance ceases to exist Version: November 2014 Page 8 of 17

9 Outreach and PATH Only: Engagements Information: Date of Contact Auto-populates for project entry date and must be changed to reflect the date of each engagement. Recorded in MM/DD/YYYY format. Start Date Auto-populates for project entry date and must be changed to reflect the date of each engagement. Recorded in MM/DD/YYYY format. End Date Auto-populates for project entry date and must be changed to reflect the date of each engagement. Recorded in MM/DD/YYYY format. For engagements that begin and end on the same date, the Date of Contact, Start Date and End Date will all be the same. Location Place not meant for habitation, Service setting, non-residential or Service setting, residential. Location of Engagement Attempted Visit to Client s Home, CFSA, Client s Home, Court, In the Community, Phone, Provider s Office, School, Written Correspondence Rapid Rehousing Providers Only, Upon Move-In to Unit: In Permanent Housing Yes or No. For Permanent Supportive Housing or Rapid Rehousing Projects, answer Yes. For all other projects, answer No. This is a new data element to differentiate between clients who are awaiting placement in housing and those who have moved into permanent housing for Rapid Rehousing projects. All Rapid Rehousing clients at project entry must have recorded whether the client is residing in housing through the Rapid Rehousing project by indicating Yes or No. If No is recorded at project entry for In Permanent Housing a subsequent edit must be made to specify the date the client moves into housing. For all clients who have answered Yes for In Permanent Housing, the date the client physically moved into housing must be entered. If Yes, Date of Move-In Recorded in MM/DD/YYYY format SSVF and Rapid Rehousing-Program Specific: Address Prior to Entry Street Address, City, State and ZIP Code required. Address Data Quality Full address reported, Incomplete or estimated address reported, Client doesn t know or Client refused. Services Provided A complete listing of all services and financial assistance required is listed on pages of the HMIS Data Standards Manual. Children s Data Ages 5-17: This information is only completed by children ages 5-17, on their own entry assessment pages Is the Youth s Primary Caregiver a Parent? Yes or No Guardian or Caregiver Record the guardian or caregiver s name At Least One Caregiver Employed? Yes or No Caregiver Phone Number Record in XXX-XXX-XXXX format Primary Language Spoken at Home Record the primary language spoken at home Presently Attending School? Yes, No, Client doesn t know or Client refused. If No, Reason Not Attending School Record the reason for not attending school, if No to the previous question If No, Date Last Enrolled Record the date last enrolled in MM-DD-YYYY format Version: November 2014 Page 9 of 17

10 If Yes, School Name Record the name of the school presently attending If Yes, Type of School Public school, Parochial or other private school, Client doesn t know or Client refused. Has McKinney-Vento Homeless Assistance Liaison Yes, No, Client doesn t know or Client refused. Version: November 2014 Page 10 of 17

11 PART 2B QUESTIONS COLLECTED AT PROJECT EXIT Exit Date - Recorded in MM/DD/YYYY format Destination Category Changes/Additions Changed response category Permanent supportive housing to Permanent housing for formerly homeless persons (such as : CoC project; or HUD legacy programs; or HOPWA PH). There are six new categories: Moved from one HOPWA funded project to HOPWA PH, Moved from one HOPWA funded project to HOPWA TH, Long-term care facility or nursing home, Residential project or halfway house with no homeless criteria, Rental by client with GPD TIP housing subsidy and No exit interview completed. Destination - Deceased, Emergency shelter, including hotel or motel paid for with emergency shelter voucher, Foster care home or foster care group home, Hospital or other residential non-psychiatric medical facility, Hotel or motel paid for without emergency shelter voucher, Jail, prison or juvenile detention facility, Long-term care facility or nursing home, Moved from one HOPWA funded project to HOPWA PH, Moved from one HOPWA funded project to HOPWA TH, Owned by client, no ongoing housing subsidy, Owned by client, with ongoing housing subsidy, Permanent housing for formerly homeless persons (such as: CoC project; or HUD legacy programs; or HOPWA PH), Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside), Psychiatric hospital or other psychiatric facility, Rental by client, no ongoing housing subsidy, Rental by client, with VASH housing subsidy, Rental by client, with GPD TIP housing subsidy, Rental by client, with other ongoing housing subsidy, Residential project or halfway house with no homeless criteria, Safe Haven, Staying or living with family, permanent tenure, Staying or living with family, temporary tenure (e.g., room, apartment or house), Staying or living with friends, permanent tenure, Staying or living with friends, temporary tenure (e.g., room apartment or house), Substance abuse treatment facility or detox center, Transitional housing for homeless persons (including homeless youth), Other, No exit interview completed, Client doesn t know or Client refused All (1) Income (2) Non-Cash Benefit (3) Health Insurance and (4) Disability sub-assessment information must be verified at project exit. Assessment Disposition - Referred to emergency shelter/safe haven, Referred to transitional housing, Referred to rapid re-housing, Referred to permanent supportive housing, Referred to homelessness prevention, Referred to street outreach, Referred to other continuum project type, Referred to a homelessness diversion program, Unable to refer/accept within continuum; ineligible for continuum projects, Unable to refer/accept within continuum; continuum services unavailable, Referred to other community project (non-continuum), Applicant declined referral/acceptance, Applicant terminated assessment prior to completion, or Other/specify. This field is not required, although all responses to the Assessment Disposition question should match the Destination question response collected at project entry. If Other Assessment Disposition, Specify While this field does not satisfy the requirement to answer Assessment Disposition, if the available responses do not describe the disposition, narrative can be recorded to describe this other assessment disposition. Housing Assessment at Exit Able to maintain the housing they had at project entry, Moved to new housing unit, Moved in with family/friends on a temporary basis, Moved in with family/friends on a permanent basis, Moved to a transitional or temporary housing facility or program, Client became homeless moving to a shelter or other place unfit for human habitation, Client went to jail/prison, Client died, Client doesn t know, or Client refused If moved to new housing unit, Subsidy Information With an ongoing subsidy or Without an ongoing subsidy. This field is required only if the response to Housing Assessment at Exit was Moved to new housing unit. If able to maintain the housing they had at project entry, Subsidy Information Without a subsidy, With the subsidy they had at project entry, With an ongoing subsidy acquired since project entry or Only with financial assistance other than a subsidy. This field is required only if the response to Housing Assessment at Exit was Able to maintain the housing they had at project entry. Version: November 2014 Page 11 of 17

12 PART 3 PROCESS CHANGES OVERVIEW The 2014 HMIS Data Dictionary requires both Updates and Annual Assessments. These Updates and Annual Assessments are created by using the Interim Review portion of the Interim and Follow-Up Review functionality. Updates are conducted on a periodic basis as defined by HUD or the Federal Partners. Annual Assessments are conducted no more than 30 days before or after the client s Anniversary Date which is the Entry/Exit Entry Date. Each client may have any number of Updates associated with a given Entry/Exit record but only a single Annual Assessment record (select Annual Assessment from the Interim Review Type picklist) for each 365 day period of enrollment. Update These data elements represent information that is either collected at multiple points during project enrollment in order to track changes over time (e.g., Income and Sources) or is entered to record project activities as they occur (e.g., Services Provided). Annual Assessment This is a specialized subset of the update collection point. The annual assessment must be recorded no more than 30 days before or after the anniversary of the client s Project Entry Date, regardless of the date of the most recent update or annual assessment. There must be only one record for each annual assessment within the 60-day period surrounding the anniversary of the client s Project Entry Date. Regardless of whether the responses have changed since project entry or the previous annual assessment, a new record must be created for each subsequent annual assessment Example 1: A caseworker notices that a client s Total Monthly Income was incorrectly entered at project entry, when the client s income was actually $1,000. The appropriate action is to edit the record to change the incorrect value as of project entry (not update). As long as the record accurately reflects the client s income as of the Project Entry Date, the data collection stage remains Project Entry and the Information Date matches the project entry date. Example 2: A client refused to respond to a question at intake but later discloses that information. The appropriate action is to edit the question response to change Client Refused to Yes. The response is true as of the date of project entry. PART 3A PROCESS CHANGES INTERIM REVIEWS UPDATES AND ANNUAL ASSESSMENTS Process In order to see the Interims icon a user must first navigate to the Entry/Exit Tab, create an Entry/Exit and save the Entry, at which point the Interims icon will become visible. Step 1: Identify the relevant Entry/Exit for your project and click on the Interims icon. After navigating to the Entry/Exit tab the user will click on the Interims icon for the desired Entry/Exit (Figure 1). Once the user clicks on the Interims icon a pop-up will appear allowing the user to Add Interim Review (Figure 2). Click on Add Interim Review and proceed to Step 2. Version: November 2014 Page 12 of 17

13 Step 2: Enter the required data on the Interim Review Data Screen. Clicking on Add Interim Review will take the user to the Interim Review Data Screen. The user will see the Household Members, Entry/Exit Provider and Entry/Exit Type as selected when the initial Entry/Exit was created. From this screen the user can uncheck household members who do not require an update at this time. The user should then select the desired Interim Review Type (either Update or Annual Assessment ) and enter the desired Review Date (Figure 3). Once the data are filled in, click Save and Continue to move to the next step. Step 3: Enter the desired changes/updates on the Interim Review Assessment. Clicking on Save and Continue from the previous screen brings up the Interim Review Assessment (Figure 4). At this point, the user should review the questions on the assessment and follow one of two options: If there is no change in the data on the Interim Review Assessment the user can navigate to the bottom of the assessment and click Save and Exit. If there are updates needed for the various assessment items the user can make the appropriate changes and then navigate to the bottom of the assessment and click Save and Exit. Version: November 2014 Page 13 of 17

14 Step 4: Review of the Entry/Exit will show an additional Interim Review in the Interims column. Once the Interim Review Assessment is saved, the number displaying in the Interims column will increase by 1 (Figure 5). Step 5 (required only as necessary): Once an Interim Review is created it can be edited if necessary. Once the Interim Review is created it can be edited as necessary by clicking on the Interims icon. This will bring up the associated Interim Reviews. To make additional edits to the Interim Review click the pencil next to the desired review to navigate to either the Interim Review Data Screen or the Interim Review Assessment, make the needed changes and click Save and Exit. The Interim Review can also be deleted if created in error by clicking on the Trash Can next to the desired review to delete it from the system (Figure 6). Version: November 2014 Page 14 of 17

15 PART 3B SUB-ASSESSMENT VERIFICATION An answer is required (varying options include: Yes/No/Client Doesn t Know/Client Refused/Data Not Collected) for all HUD value Types on the following Sub-Assessments: Disabilities, Monthly Income, Non-Cash Benefits, and Health Insurance (new with ). The new HUD Sub-Assessment Verification feature allows users to review existing recordsets for the Date Effective and add values for any HUD Type that is incomplete. This data entry method is in addition to the standard Add buttons available on Sub-Assessments. This new view gives a quick snapshot of exactly how the data will be included in the HUD reports. A new HUD Verification icon and link will display on the Disabilities, Monthly Income, Non-Cash Benefits, and Health Insurance Sub-Assessments when the HUD/HMIS Provider flag is turned on for the provider. When data is incomplete, meaning one or more of the HUD Types is missing an answer, a warning icon will display in red. (See Figure 1) When all answers exist for the Sub-Assessment, a checkmark icon will display. (See Figure 2) Clicking the link will open the HUD Verification popup window for the applicable Date Effective. (See Figure 3) Version: November 2014 Page 15 of 17

16 Existing answers are only displayed if the Start and End Date of the recordset overlaps the Date Effective. (1) These records will display in read-only format with an Edit icon. Clicking the Edit icon will allow editing of that recordset; note that changing the Start and End Date to dates that no longer overlap the Date Effective will remove the recordset from the popup window. If no answer exists, the Type will have Incomplete marked. (2) Only one recordset displays per Type on the popup window. If multiple answers exist, the value displayed on the popup matches what is pulled into the HUD reports. For example, Yes values take precedence over other values, such as No or Data not collected. If there is no recordset overlapping the Date Effective, it will be displayed as Incomplete in the popup window. If a Type is marked as Incomplete, users can add a new recordset by selecting one of the available values, (3); values vary depending on responses acceptable to HUD for each Sub-assessment. Selecting Yes for the Disabilities and Monthly Income Sub-assessments will display the recordset entry popup window with the preselected Type and Yes value for the user to answer any additional questions needed for HUD. (4) Selecting No for the Health Insurance Sub-assessment will display the recordset entry popup window with the preselected Type and No value for the user to answer any additional questions needed for HOPWA projects. Once all values have been entered, click Save & Exit to save any changed data and close the popup window. (5) If any values are still left as Incomplete, a notification popup window will display notifying the user. Version: November 2014 Page 16 of 17

17 APPENDIX A - FREQUENTLY ASKED QUESTIONS Q: Do we need to go back and update all our existing providers? A: Yes, all of the providers in the system will need to be updated to respond to all of the new Project Descriptor data elements. Q: Is there anything in the software that will alert a user to complete an "Annual Assessment"? A: Both Counts Reports and ART Dashboard reports are currently being developed to assist users with locating clients that require an Annual Assessment. Q: Does the user have to be in Backdate Mode to create the "Update" or "Annual Assessment?" A. No. The Interim Review will update data on the date selected when the review is created. Q: What project types are required to utilize "Update" and "Annual Assessment?" A: Any project that uses the Entry/Exit function in ServicePoint must use "Update" or "Annual Assessment." Q: Do non-hud funded low barrier shelters utilizing a service transaction workflow instead of an Entry/Exit workflow have to utilize Interim and Follow Up Reviews? A: If the low barrier shelter program (1) only utilizes service transactions to record bed utilization, and (2) does not receive any HUD, VA, or HHS funds, then they are not required to utilize Interim and Follow Up Reviews. Q: What if a project never serves clients for more than one consecutive year? A: The Interim Reviews are still be used to document any changes to program specific data elements that happen while enrolled in the project, even if less than a year. Q: Is income documented in children s records? A: Income for persons under 18, who are part of a household containing an adult, is recorded under the head of household. If there are no adult members of the household, income is documented for the member marked as head of household. Q: How do you handle income that may fluctuate significantly from month to month, like a child support order that is based on a percentage of income? A: Enter an average amount based on a significant period of time (eg six months). End Date each month s previous amount and add a new income row with updated amount each month through Interim Reviews. Q: What if there are two adults in a household, how are their Interim Reviews handled? A: Incomes are unique to an individual. In this instance, an Interim Review is created individually for the household members as their income changes. Q: Will projects be required to retroactively enter data for clients in the system longer than a year to bring them up to 2014 specifications? For example if a PSH project has clients enrolled for 2+ years, do they need to go back in and answer health insurance info as of entry? A: The 2014 Data Dictionary indicates that these elements are required to be filled in as of October 1, Each individual HUD or Federal Partner Program Manual will include further detail about which elements may need updates. Also, at this time, no reporting specifications for new reports based on the 2014 HMIS Data Dictionary have been issued. Q: Please explain how Program and Project relate to ServicePoint Provider? A: Programs are the HUD and Federal Partner funding sources. They fund projects. Projects are created in ServicePoint as Providers. Q: I am still a little confused on the "Service Transaction Workflow" item. Please describe what "Yes" and "No" mean for Federally and non-federally funded projects. A: Projects that are HUD or Federal Partner funded must answer No for this item and use the Entry/Exit workflow. Projects that receive no HUD or Federal Partner funding must answer Yes for this item to trigger the Destination question in the Service Transaction data entry screen. Q: What happens to reports available through the Reports tab (not in the Advanced Reporting Tool)? A: The AHAR, PATH, ESG, Entry/Exit, Client Served, Daily Unit and Service Transaction reports outside of ART have been updated to work with the changed HMIS Data Dictionary items. The HUD report has been removed. Q: What about reports available through the Advanced Reporting Tool (ART)? A: Implementation of the new 2014 Data Standards has created the need to update most of the reports in ART. This includes reports like the Program Data Detail, APR, APR Detail and any report containing the new fields collected at project entry, update, annual assessment and exit. As soon as these reports are available, they will be re-posted within ART. Version: November 2014 Page 17 of 17