Emergency Solutions Grants Program (ESG) HMIS Program Manual. U.S. Department of Housing and Urban Development

Transcription

1 Emergency Slutins Grants Prgram (ESG) HMIS Prgram Manual U.S. Department f Husing and Urban Develpment

2 Table f Cntents Revisin Histry... 2 Intrductin... 3 Additinal Resurces... 3 HMIS Prject Setup Steps Identify Prjects fr Inclusin in HMIS Identify Funding Cmpnents fr each Prject Set Up Prjects in HMIS... 5 Special Prject Set-up Ntes fr ESG... 9 Prjects funded by multiple jurisdictins... 9 Prject funding fr Legal Service prviders Data Cllectin Requirements Universal Data Elements (UDE) Cmmn Data Elements Special Data Cllectin Instructins Street Outreach Emergency Shelter Hmelessness Preventin Rapid Re-Husing ESG Reprting Questins/Tables fr ESG Reprting P age

3 Revisin Histry March 2015 First Release December 2016 Secnd release; versin update t align with 2014 HMIS Data Standards V5 dcuments. September 2017 Third release; versin update t align with 2017 HMIS Data Standards. 2 P age

4 Intrductin The Emergency Slutins Grants Prgram (ESG) HMIS Manual is intended t supprt data cllectin and reprting effrts f Hmeless Management Infrmatin System (HMIS) Lead Agencies and ESG recipients and subrecipients. This manual prvides infrmatin n HMIS prject setup and data cllectin guidance specific t the ESG Prgram. This dcument is nt a replacement fr any specific prgram guidance, requirements, regulatins, ntices, and training materials n the ESG Prgram. This manual nly addresses the use f HMIS fr ESG. Additinal Resurces ESG Prgram: Guidance abut the ESG Prgram and its requirements can be fund n-line at the HUD Exchange n the ESG Prgram page. Ask A Questin: T ask a questin abut any ESG Prgram HMIS requirement g t the Ask A Questin sectin f the HUD Exchange. Please be sure t select HMIS fr yur questin under My Questin is Related T. HUD and ESG prgram staff are wrking tgether t answer questins that cme in n Ask A Questin related t ESG and HMIS. HMIS: There are a variety f dcuments available n the HUD Exchange 2017 HMIS Data Standards page that cmprise the suite f HMIS Data Standard resurces, which are highlighted in the table belw. Each f the dcuments has a specific purpse and intended audience. The HMIS Lead shuld be familiar with all f the dcuments and cllectively use them as their HMIS reference materials alng with specific materials prvided by the sftware vendr. Manual Name & Link Intended Audience Cntents HMIS Data Standards Dictinary HMIS Vendrs & HMIS Lead Agencies The dictinary prvides the detailed infrmatin required fr system prgramming n all HMIS element and respnse required t be included in HMIS sftware. It delineates data cllectin requirements, system lgic, and cntains the XML and CSV tables and numbers. HMIS Data Standards Manual HMIS Lead Agencies & HMIS Users The dictinary als includes critical infrmatin abut data cllectin stages, federal partner data cllectin required elements, prject descriptr data elements, and metadata data elements. The manual prvides a review f all f the Universal Data Elements, Prject Descriptr Data Elements, and Cmmn Prgram Specific Data Elements. It cntains infrmatin n data cllectin requirements, instructins fr data cllectin, and descriptins that the HMIS User will find as a reference. 3 P age

5 HMIS Prject Setup Steps It is imprtant t be sure that cmmunities understand the difference between a prgram and a prject because they have distinct meanings in this cntext. A prgram is the surce f funding that the rganizatin is receiving t run its prject (e.g., ESG Prgram funding fr ABC Emergency Shelter prject). Fr data cllectin and reprting purpses, HUD and its federal partners refer t categries f funding within a prgram as cmpnents. The guidance in this manual shuld als be applied t emergency shelters that are nt federally r ESGfunded. Prjects which are defined as emergency shelters, whether funded by HUD r nt, are included in the cmmunity s Husing Inventry Cunt (HIC). All shelter prjects participating in HMIS are als part f the Cntinuum f Care s System Perfrmance Measures. Therefre, the clser an HMIS implementatin can align the nn-federally funded shelters with the guidance in this manual, the mre the infrmatin can be gleaned frm them as part f the cmmunity s data-driven understanding f perfrmance. 1. Identify Prjects fr Inclusin in HMIS Identify all the prjects within the HMIS implementatin that receive ESG funding. Fr example, if the ESG recipient is a cunty that funds tw subrecipients, Nnprfit A with Emergency Shelter funds and Nnprfit B with Rapid Re-Husing funds, then that lcal HMIS implementatin must have tw prjects in the HMIS implementatin: Nnprfit A Emergency Shelter and Nnprfit B Rapid Re-Husing. 2. Identify Funding Cmpnents fr each Prject Identify the cmpnent fr each prject funded by the ESG recipient (a lcal jurisdictin: city, cunty r state). The ESG Prgram includes fur eligible cmpnents: Activities under the ESG Street Outreach cmpnent are designed t meet the immediate needs f unsheltered hmeless persns by cnnecting them with Emergency Shelter, husing and/r emergency health services. Activities under the ESG Emergency Shelter cmpnent include three distinct activity types which may be funded by ESG fr an Emergency Shelter: 4 P age Shelter Operatins are funds prvided fr a shelter s basic perating csts (e.g., maintenance, rent, utilities, fd, etc.) r fr htel/mtel vuchers when n apprpriate shelter is available. Essential Services are funds prvided fr a variety f direct services t hmeless persns in the emergency shelter. Renvatins are funds prvided fr the rehabilitatin f a shelter r the cnversin f a building int an emergency shelter. The Hmelessness Preventin cmpnent f ESG funds shrt- and/r medium-term rental assistance and husing relcatin and stabilizatin services (financial assistance and service csts) designed t prevent an at-risk individual r family frm mving int an emergency shelter r living in a place nt meant fr human habitatin.

6 The Rapid Re-Husing cmpnent f ESG funds shrt- and/r medium-term rental assistance and husing relcatin and stabilizatin services (financial assistance and service csts) designed t quickly mve hmeless individuals and families frm emergency shelter r places nt meant fr human habitatin int permanent husing. Fllwing the example abve, Nnprfit A receives funding under the Emergency Shelter cmpnent and Nnprfit B receives funding under the Rapid Re-Husing cmpnent. 3. Set Up Prjects in HMIS One f the mst critical steps in accurate data cllectin and reprting is ensuring that a prject is set up prperly in an HMIS. Incrrect prject setup will jepardize recipients ability t prduce accurate, reliable reprts and will affect the cmmunity s ability t generate cmmunity-wide reprts including System Perfrmance Measures. HMIS System Administratrs shuld fllw the prcedures established fr their particular HMIS when setting up prjects in the HMIS. These setup prcedures must include, at a minimum, that: 1. the HMIS includes prject descriptr infrmatin fr all ESG prjects participating in HMIS; and 2. the HMIS Lead, in cnsultatin with the CC, review prject descriptr data at least nce annually and update that data as needed. The HMIS Lead Agency must ensure that the HMIS includes prject descriptr infrmatin fr all residential cntinuum prjects, regardless f their participatin in HMIS. The fllwing are required Prject Descriptr Data Elements: Organizatinal Identifiers (2.1) The name f the agency/rganizatin (i.e., recipient r subrecipient) receiving ESG funding and prviding the direct services must be entered. An identificatin number will be generated by the HMIS. There may be nly ne recrd in HMIS fr each agency/rganizatin, regardless f hw many prjects they perate. In the HMIS Data Standards, HUD strngly recmmends that the name f the rganizatin is the entity s legal name - nt an abbreviatin r ther derivative since the name is transmitted in reprts. The rganizatin identified here shuld be the rganizatin perating the prject, and nt the ESG recipient, if the ESG recipient is nt perating the prject directly. Prject Identifiers (2.2) Prject ID: A Prject ID must be assigned t each prject via a system generated number r cde. Each prject must receive a distinct identifier that is cnsistently assciated with that prject. Prject Name: The name f the prject receiving ESG funding and prviding the direct service must als be entered r identified with the ESG-specific prject (e.g., Shelter Name XYZ). HMIS administratrs shuld nte that ften the name f the prject n the grant agreement is nt the same as the name the prject is called by the rganizatin and/r the cmmn name in the cmmunity and ften nt the same name as is used n the HIC. System administratrs shuld maintain mapping infrmatin t crrelate grant names, HIC names, and cmmn names with the prject identifiers either within the HMIS itself r separately. 5 P age

7 Operating Start Date: Beginning in Octber 2017, the Operating Start Date f a prject must be cmpleted n all prjects within the HMIS. The Operating Start Date f the prject is defined as the first day the prject prvided services and/r husing. Thus, this date must be n later than the date the first client served in the prject was entered int the prject. Fr prjects which began perating prir t Octber 1, 2012, the start date may be estimated if nt knwn. Operating End Date: An Operating End Date must be entered when a prject clses. The Operating End Date must be the last day n which the last client received husing/services. The Operating End Date shuld be left empty if the prject is still in peratin (refer t the specific HMIS instructins n prject clse ut in an HMIS). Cntinuum f Care (CC) Cde (2.3) Select the CC cde based n the lcatin f the prject. Fr example, if the prject perates in City X, which is part f a CC cnslidated applicatin, select the CC Cde that wuld be used fr the CC applicatin, regardless f the jurisdictin prviding the funding. Refer t the CC-Cn Plan Jurisdictin and ESG Recipient Crsswalk t determine which CC claimed the gegraphy f the lcatin f the prject. Fr prjects that perate in multiple CC jurisdictins, (e.g. the prject is in the city and the city is within a cunty and bth the city and cunty have an active CC) the cde fr each CC must be entered. Prject Type (2.4) Cntinuum f Care Prject: All ESG-funded prjects are cnsidered part f the Cntinuum f Care, s enter yes t identify them as Cntinuum prjects. Prject Type: Each prject must be identified with a single HMIS prject type. Select nly ne prject type fr each prject in the HMIS--n single prject within an HMIS may have tw prject types. Recipients r subrecipients that have ESG funding fr multiple cmpnents falling under separate prject types must have separate prjects set up in HMIS fr each prject type. Fr instance, Nnprfit C receives a grant award frm the City t fund bth RRH and Hmelessness Preventin. Nnprfit C must set up a RRH prject AND a separate Hmelessness Preventin prject in the HMIS. ESG Prgram Cmpnent - Activity Street Outreach Emergency Shelter Shelter Operatins Emergency Shelter Essential Services Emergency Shelter - Renvatins Hmelessness Preventin Rapid Re-Husing Cntinuum Prject Type Street Outreach Emergency Shelter Day Shelter* Transitinal Husing** Emergency Shelter Day Shelter* Transitinal Husing** Emergency Shelter Day Shelter* Transitinal Husing** Hmelessness Preventin PH: Rapid Re-Husing 6 P age

8 *Prject Type: Day Shelter Prjects that receive ESG funding under the Emergency Shelter cmpnent where the activity is carried ut in a Day Shelter shuld select Prject Type: Day Shelter instead f Emergency Shelter. Day Shelters are defined as prjects that ffer daytime facilities and services (n ldging) fr persns wh are hmeless. All Day Shelter prjects are required t cllect data and reprt utcmes like thse f any Entry/Exit Shelter (i.e., 1) the prject reprts perfrmance frm prject start t prject exit, assuming that there is a cnsistent service delivery between start and exit; and 2) that the prject is prviding services which include a fcus n increasing incme and husing placement). **Prject Type: Transitinal Husing There are sme Transitinal Husing prjects that were funded under the Emergency Shelter Grants prgram in FY 2010, which are grandfathered int ESG funding. In such cases, accmplishments fr these prjects will be reprted under Emergency Shelter fr the Cnslidated Annual Perfrmance Evaluatin Reprt (CAPER) but must cntinue t be identified within the HMIS as Prject Type: Transitinal Husing. Prject Type: Services Only Fr ESG-funded prjects, nly legal services prviders may be set up in HMIS (r their cmparable database) with a prject type f Services Only. In the event that the legal services prvider receives funding frm multiple surces, a separate prject must be set up fr clients receiving services funded under ESG t ensure that reprting includes nly clients served with ESG funds. Essential services funded under the Emergency Shelter cmpnent f ESG must be categrized under the Emergency Shelter, Day Shelter r Transitinal Husing prject type, as applicable. Additinal nte: Whether using ESG funds fr shelter peratins, essential services, and/r renvatin, ESG recipients are required t reprt in the CAPER the number f all persns served in ESG-funded Emergency Shelter, Day Shelter and grandfathered Transitinal Husing prjects. Because the CAPER des nt require a breakdwn f the number f clients wh received essential services and thse wh nly utilized a bed during their stay at the shelter, there is n need r way t distinguish between eligible ESG Emergency Shelter activities (i.e., essential services, shelter peratins, r renvatin) in HMIS. Fr these reasns, essential services shuld nt be set up as a Services Only prject type in HMIS. Methd fr Tracking Emergency Shelter Utilizatin (2.5) The Entry/Exit methd shuld be used fr all ESG-funded emergency shelters unless: The shelter serves a large number f clients n a nightly basis; Clients are permitted t spend nights at the shelter n an irregular basis; and There is a high degree f client turnver; ESG-funded shelters that meet the criteria abve may be set up in HMIS t use the Night-by- Night methd 1 t track emergency shelter utilizatin. Due t the different nature f these prjects, shelters that meet the criteria fr using the Night-by-Night methd als have different 1 While ESG permits the use f the Night-by-Night methd fr shelters which meet specific criteria, this is nt true f all federal funders. Regardless f the nature f the shelter peratin, prjects receiving HOPWA Shrt Term Husing, HOPWA Htel/Mtel, RHY Basic Center Prgram, r VA Cntract Emergency Residential Services funding MUST be set up t use the Entry/Exit methd. 7 P age

9 data cllectin requirements, as detailed in the Special Data Cllectin Instructins sectin starting n page 10 belw. Once the Methd fr Tracking Emergency Shelter Utilizatin has been identified and selected in the HMIS, it shuld nt change. Altering this element will significantly impact prject level reprting as well as system level perfrmance reprting. If a shelter requests a change in methd and the cmmunity agrees, then HMIS technical assistance is recmmended prir t making the change t ensure that cnsideratin is given t: the impact the change will have n reprting; the date the prject shuld change types t crrespnd with funding reprts; and the difference in perfrmance expectatins between the tw types f emergency shelter. Regardless f the methd used t track emergency shelter utilizatin, it must be pssible t determine the clients served by any ESG-funded shelter fr any given night based n HMIS data. Please see the HMIS Data Dictinary fr additinal infrmatin. Federal Partner Funding Surces (2.6) Prjects funded in whle r in part by ESG are t be identified as funded by HUD:ESG [cmpnent name] - based n the ESG cmpnent type. Select the apprpriate ESG cmpnent fr each prject: HUD: ESG Emergency Shelter (perating and/r essential services) Prjects that receive renvatin funding frm ESG are t be listed under HUD: ESG Emergency Shelter (perating and/r essential services). These prjects are expected t reprt n all persns sheltered in the facility that was renvated just like prjects which receive ESG funding fr shelter peratins and/r essential services. If a prject receives ESG Prgram funding fr multiple emergency shelter activity types (e.g., funding fr bth perating r essential services and renvatin funding), it shuld be set up as a single emergency shelter prject in HMIS, as lng as the funding surce (grant identifier) assciated with thse activities is the same and the client ppulatin is identical. Prjects that received ESG funding fr shelter peratins r essential services and are grandfathered Transitinal Husing prjects must select HUD: ESG-Emergency Shelter as the funding surce. HUD: ESG Hmelessness Preventin HUD: ESG Rapid Re-Husing HUD: ESG Street Outreach Enter a grant identifier fr each ESG grant that the prject receives alng with the grant start and end dates. Bed and Unit Inventry Infrmatin (2.7) prjects which prvide ldging (Emergency Shelters, Transitinal Husing, and Rapid Re-Husing) must cmplete the bed and unit inventry infrmatin n all residential prjects funded thrugh ESG. This infrmatin shuld match the infrmatin prvided by the CC fr the HIC. The bed and unit infrmatin in HMIS is based n the number and type f beds in the entire prject, which may be mre beds/units than are funded under ESG. 8 P age

10 Nte: The CAPER is cnsistent with HMIS in that it requires recipients t reprt n all beds in ESGfunded emergency shelters; HUD des nt require emergency shelters t track each bed by funding surce. The CAPER des nt require recipients t reprt n bed/unit infrmatin fr Rapid Re-Husing. Hwever, when reprting in their CAPER n the persns served by Rapid Re-Husing, Hmelessness Preventin, r Street Outreach, recipients must nly cunt the persns served thrugh ESG-funded activities fr thse prject types. Additinal Prject Infrmatin (2.8) Each residential prject must have at least ne recrd f Additinal Prject Infrmatin. Gecde, Prject ZIP cde, and Prject Street Address fields must reflect the lcatin f the prject s principal ldging site r, fr multiple site prjects, the area in which mst f the prject s clients are hused. Tenant-based scattered site prjects and Victim Services Prviders are nly required t cmplete the gecde and ZIP cde fields and may use mailing r administrative address infrmatin if they wish t cmplete the remainder f the address fields. HMIS Leads shuld cnsult their HMIS vendr regarding the specific way t cmplete this element t meet all f the requirements. Crrect set-up is critical fr accurate reprting in the new Annual Hmeless Assessment Reprt (AHAR) beginning in Special Prject Set-up Ntes fr ESG Prjects funded by multiple jurisdictins Prjects funded by ESG may receive ESG funding frm multiple jurisdictins (e.g., an ESG award frm a State and anther ESG award frm a City). In such cases the fllwing rules apply: 1. Prjects funded under Street Outreach, Hmelessness Preventin r Rapid Re-Husing which receive an ESG award frm mre than ne jurisdictin must create separate prjects within an HMIS fr the separate grant surces (e.g., City-funded RRH and State-funded RRH) in rder t distinguish clients fr reprting purpses. 2. A single prject which receives an ESG: Emergency Shelter award frm mre than ne jurisdictin des nt need t separate its clients int tw separate prjects within the HMIS. Each distinct Emergency Shelter, Day Shelter, r Transitinal Husing prject may cmbine all f their clients in ne prject within the HMIS. Fr example: Shelter XYZ receives City and State ESG funding. The shelter is set up in HMIS as ne shelter, and there is n need t distinguish between which client was served with each ESG funding surce. HUD understands that this will cause the individuals served in the emergency shelter t be cunted in bth the state and the city CAPERs. Prjects funded by ESG may als receive funding frm nn-esg surces. If a recipient s Street Outreach, Hmelessness Preventin, r Rapid Re-Husing prject has ther funding that is cntributed t the same verall prgram that meets ESG requirements (i.e., thse nn-esg funds are eligible as match), then it is apprpriate t set up ne HMIS prject t include persns served by that nn-esg funding surce and reprt thse persns served n the CAPER. Fr example, if the prvider has an RRH prject that meets all ESG requirements and uses ESG t pay fr rental assistance and funds frm a fundatin t pay fr case management/supprt services (eligible as match), all persns wuld be included in the HMIS RRH prject and reprted in the CAPER - even thse persns nt assisted with ESG rental assistance. Hwever, if the RRH prject includes nn-esg funds that are nt administered in accrdance with ESG requirements (i.e., funds that wuld nt be eligible as match), then persns assisted with nly thse nn-esg RRH funds must nt be included in the HMIS RRH prject r reprted n the CAPER. 9 P age

11 Prjects funded under ESG where the subrecipient is a victim services prvider may nt enter clientlevel data int an HMIS; instead, they must use a cmparable database t cllect client level data ver time and generate unduplicated aggregate reprts based n that data. A cmparable database must be cmpliant with HMIS Data Standards fr all required Prject Descriptr, Universal, and Prgram-Specific data elements fr any prject as identified in this manual and in the HMIS Data Dictinary, as well as all HUD-defined standards fr security, privacy, sftware functinality, and data quality. A cmparable database must be able t generate a CSV-CAPER Reprt Prjects must enter client-level data; entry f aggregate data is nt sufficient. ESG-funded prviders using a cmparable database must fllw the same HMIS prject typing rules as nted in this manual fr each ESG-funded cmpnent they carry ut. Client data entered int a cmparable database by victim services prviders must nt be entered directly int r prvided t an HMIS. Prject funding fr Legal Service prviders Legal services prviders are nt prhibited frm entering client-level data int an HMIS as victim services prviders are, but if they have cncerns abut client cnfidentiality, the CC may allw them t use a cmparable database. If they elect t d s, the same infrmatin as prvided fr DV prviders abve is applicable. Data Cllectin Requirements Infrmatin n the ratinale, cllectin pint, subjects, and instructins fr each element can be fund in the HMIS Data Standards Dictinary and Manual. Universal Data Elements (UDE) All ESG recipients and subrecipients fr all prject types are required t cllect all f the Universal Data Elements which include: 3.1 Name 3.2 Scial Security Number 3.3 Date f Birth 3.4 Race 3.5 Ethnicity 3.6 Gender 3.7 Veteran Status 3.8 Disabling Cnditin 3.10 Prject Start Date 3.11 Prject Exit Date 3.12 Destinatin 3.15 Relatinship t Head f Husehld 3.16 Client Lcatin 3.20 Husing Mve-in Date Living Situatin 10 P age

12 Special ntes abut UDE s: Many f these elements cmprise basic demgraphics abut a client which are critical t an HMIS s client search functinality and ability t unduplicate client recrds. Data quality is checked and reprted n many basic demgraphic elements. Tw f the elements are required t identify a client as chrnically hmeless: Disabling Cnditin and Living Situatin. Because street utreach and emergency shelter prjects are critical in the identificatin f chrnic hmeless persn s special attentin in training shuld be prvided t users f thse prject types. Prject Start Date replaces Prject Entry and has a new definitin f the pint f entry fr sme prjects. System Administratrs shuld prvide users, especially in RRH, additinal infrmatin n when each prject type is expected t begin data entry with Prject Start. fr Street Outreach prjects it is the date f first cntact with the client. fr Emergency Shelters it is the night the client first stayed in the shelter fr the cnsecutive shelter perid frm entry t exit. Night-by-night shelters, which use a bednight tracking methd will have a prject start date and will allw clients t re-enter as necessary withut exiting and restarting fr each stay fr a specified perid. fr Safe Havens and Transitinal Husing it is the date the client mves int the residential prject (i.e. first night in residence). fr all types f Permanent Husing, including Rapid Re-Husing it is the date fllwing applicatin that the client was admitted int the prject. Admissin int the prject indicates the client met the fllwing factrs: 1) Infrmatin prvided by the client r frm the referral indicates they meet the criteria fr admissin (fr example: if chrnic hmelessness is required the client indicates they have a serius disability and have been hmeless lng enugh t qualify, even thugh all dcumentatin may nt yet have been gathered); 2) The client has indicated they want t be hused in this prject; 3) The client is able t access services and husing thrugh the prject. The expectatin is the prject has a husing pening (n-site, site-based, scatteredsite subsidy) r expects t have ne in a reasnably shrt amunt f time fr all ther types f Service prjects including but nt limited t: services nly, day shelter, hmelessness preventin, crdinated assessment, health care it is the date the client first began wrking with the prject and generally received the first prvisin f service. Cmmn Data Elements Cmmn elements are data cllected by mst prjects funded by ne f the federal partners. The fllwing chart indicates which elements are required fr cllectin fr each f the ESG cmpnent types. ESG prjects must cllect data accrding t the chart belw in rder t generate the CSV-CAPER Reprt. 11 P age

13 Number Element ESG e/e ESG nbn Hmelessness Preventin RRH Street Outreach 4.2 Incme and Surces 4.3 Nn-Cash Benefits 4.4 Health Insurance 4.5 Physical Disability x 4.6 Develpmental Disability x 4.7 Chrnic Health Cnditin x 4.8 HIV/AIDS x 4.9 Mental Health Prblem x 4.10 Substance Abuse x 4.11 Dmestic Vilence x 4.12 Cntact x x 4.13 Date f Engagement x x 4.14 Bed Night x 4.18 Husing Assessment Dispsitin CA CA CA CA CA W5 Husing Assessment at Exit x X = data cllectin is required CA = data cllectin is determined by hw the CC has structured the crdinated assessment in their area. Placement f the element wuld be required fr any prject that is cnducting a crdinated assessment. This may be acrss multiple prjects r sited in a central access pint r crdinated intake center. Special Data Cllectin Instructins System Administratrs and HMIS users need t be aware f the fllwing special data cllectin issues that apply t ESG-funded prjects: Street Outreach Data Cllectin Challenges: A street utreach prject is likely t encunter difficulty engaging hmeless persns. Street utreach prjects may recrd a prject start with limited infrmatin abut the client and imprve n the accuracy and cmpleteness f client data ver time by editing data in an HMIS as they engage the client. The initial entry may be as basic as the prject entry date, a made-up name (e.g., Redhat Tenthstreetbridge ) that wuld be identifiable fr retrieval by the wrker in the system, and gender. Hwever, Street Outreach prjects are prhibited frm establishing prtcls that nly require utreach wrkers t cllect minimal client data. Over time, utreach wrkers must attempt t cllect all data required fr street utreach prjects and edit recrded data fr accuracy (e.g., replacing Redhat with Rbert ) as the wrker learns mre abut the client. 12 P age

14 De-Duplicatin f Client Recrds: It is pssible in a street utreach setting that a single client may be cntacted by multiple street utreach wrkers ver a perid f time in different lcatins. Lcal prtcls shuld be established t determine hw crdinatin amng street utreach prjects effectively manage the identificatin and data cllectin f clients. In a smaller CC, it may be pssible t crdinate street utreach effrts and reduce duplicatin f client recrds thrugh case cnferences r ther effrts t crdinate utreach services. In a larger CC, client search functinality may be made available in HMIS s that street utreach wrkers can perfrm queries r client searches by made-up name r alias, r ther infrmal identifier shared with street utreach wrkers in rder t manage the identificatin f clients. The use f temprary made-up names shuld nt be an excuse fr excessive de-identified clients r pr data quality. Street Outreach prjects and lcal HMIS leadership shuld wrk tgether t minimize the use f made-up names and attain high data quality. Prject start vs enrllment: Fr Street Outreach prjects, the prject start date is the date f first cntact with the client. The prject start date is a required Universal Data Element that indicates when a client has jined the prject; it is nt necessarily the same date as prject enrllment fr the PATH Prgram. Cntacts: A street utreach prject is expected t recrd every cntact made with each client in the HMIS. A cntact is defined as an interactin between a wrker and a client designed t engage the client. Cntacts may include activities such as a cnversatin between the street utreach wrker and the client abut the client s well-being r needs, an ffice visit t discuss their husing plan, r a referral t anther cmmunity service. A cntact must be recrded anytime a client is met, including when an engagement date r prject start date is recrded n the same day. Engagements: Per the HMIS Data Standards and by agreement acrss all federal partners, an engagement date is the date when an interactive client relatinship results in a deliberate client assessment r beginning f a case plan. The date f engagement shuld be entered int HMIS at the pint when the client has been engaged by the utreach wrker. This date may be n r after the prject start date and must be prir t prject exit. If the client exits withut becming engaged, the engagement date shuld be left blank. If the client was cntacted n the date f engagement, a cntact must als be entered fr that date. Data Quality: Reprting t HUD n data quality fr street utreach prjects is limited t clients with a date f engagement. Therefre, it is imprtant that utreach wrkers recrd the engagement date and als review all f the Universal Data Elements and applicable Prgram Specific Data Elements fr cmpleteness and accuracy. The Date f Engagement cincides with the requirement fr HMIS data quality, therefre all Universal Data Elements shuld be entered int HMIS at r befre the Date f Engagement. Prject Exit: Prject exit represents the end f a client s participatin with a prject. Fr street utreach prjects, the exit date shuld cincide with the date that the client is n lnger cnsidered t be participating in the prject. Reasns t exit a client include: The client has entered anther prject type (e.g., TH, PSH) r therwise fund husing; The client is engaged with anther utreach wrker r prject; The client is deceased; The utreach wrker has been unable t lcate the client fr an extended perid f time and there are n recrded cntacts. 13 P age

15 Emergency Shelter Night-by-Night (NBN) shelters: Night-by-Night shelters shuld be set up t cllect all data required fr Emergency Shelters. Hwever, HUD understands that ften NBN shelters are nt able t cllect exit data. Persns wh leave/disappear withut cmpleting an exit interview are t be recrded with an exit destinatin as: N exit interview cmpleted. Cntacts: NBN shelters must recrd cntacts they have with each persn served. A cntact is defined as an interactin between a wrker and a client designed t engage the client. Cntacts may include activities such as a cnversatin between the shelter wrker and the client abut the client s well-being r needs, an ffice visit t discuss their husing plan, r a referral t anther cmmunity service. A cntact must be recrded anytime a client is met, including when an engagement date r prject start date is recrded n the same day. Engagements: NBN shelters are required t recrd engagements. Per the HMIS Data Standards and by agreement acrss all federal partners, an engagement date is the date when an interactive client relatinship results in a deliberate client assessment r beginning f a case plan. The date f engagement shuld be entered int HMIS at the pint when the client has been engaged by the shelter wrker. This date may be n r after the prject start date and must be prir t prject exit. If the client exits withut becming engaged the engagement date shuld be left blank. If the client was cntacted n the date f engagement, a cntact must als be entered fr that date. Day Shelters: Data cllectin and perfrmance measurement fr Day Shelter and Entry/Exit Shelters are the same, s n ther changes in setup r fr data cllectin are required. Fllw the visibility requirements fr Entry/Exit Shelters in this dcument when setting up Day Shelters. Annual Assessment: Data cllectin must include an annual assessment fr all persns being served in a prject ne year r mre. Hmelessness Preventin Hmelessness Preventin and Rapid Re-Husing must be set up as tw separate prjects in an HMIS. They must nt be cmbined int ne prject. Recipients and subrecipients are nt required t maintain financial assistance payment infrmatin within an HMIS. Recipients r subrecipients may elect t maintain financial assistance as part f a case management recrd within the HMIS if the sftware allws fr that type f data cllectin. Hwever, HUD expects that recipients will use ther recipient and subrecipient financial recrds rather than HMIS fr financial reprting in the CAPER. Recipients r subrecipients must re-evaluate and update infrmatin n Hmelessness Preventin clients nce every 3 mnths. Infrmatin required t be updated in the HMIS, if changes have ccurred, include: 4.2 (Incme and Surces); 4.3 (Nn-Cash Benefits); and 4.4 (Health Insurance). In additin t the Universal Data Element 3.12 (Destinatin), Hmelessness Preventin prjects must als cllect 4.19 (Husing Assessment at Exit) infrmatin t mre accurately reflect the husing situatin f clients at exit. 14 P age

16 Rapid Re-Husing The prject start date has been changed beginning Octber 1, 2017 t the date the client(s) were admitted t prject. This means the client has cmpleted an applicatin, and they have been admitted t the prject. In this cntext, the requirements fr admittance must be: 1. Infrmatin prvided by the client r frm the referral prvider indicates that the client meets the criteria required fr admissin t the prject. This des nt mean that all r any f the eligibility dcumentatin has been gathered that may be required fr the prject; 2. The client has indicated they want t be hused in this prject; and 3. The client is able t access services and husing thrugh the prject. This means that there is an expectatin that within a reasnably shrt perid f time the prject expects t have an pening (rental subsidy available fr scattered site r unit available fr site-based). The prject start date is nt expected t generate a waiting list fr husing. It is nt expected that everyne with a prject start will actually mve int a unit with the prject. It is expected that the time it takes frm prject start t mve int husing will be carefully reviewed by the cmmunity t determine prgram and system perfrmance and cntinuusly strive t reduce the time frm prject start t mve-in. HUD has nt develped, with the 2017 data standards, an element t prvide infrmatin n why a client wh had a start date did nt mve int husing. Cmmunities are encuraged t cnsider a variety f ways t dcument the issues t infrm cntinuus imprvement strategies. Husing mve-in date must be cmpleted fr all clients wh have mved int husing. Mve-in means a lease arrangement has been made, the client has a key r entry ability t the unit and that the client has physically slept in the unit. (Beginning in Octber 2017 cmmunities may n lnger use the pre-entry methd f husing and must use the prject start date and husing mve-in date tgether instead.) HUD strngly recmmends the use f the husing mve-in date field be carefully mnitred by bth prjects and HMIS Leads in rapid re-husing prjects t ensure accuracy. It is critically imprtant the dates are up-t-date any time ne f the fllwing reprts are being generated: pint-in-time infrmatin fr the Husing Inventry Chart, Annual Perfrmance Reprt (APR) fr a prject; System Perfrmance Measures and any ther reprt fr a federal funder like the Supprtive Services fr Veteran Families (SSVF) prgram where this may affect prject utcmes. It is imprtant t nte that clients wh d nt have a residential mve-in date t husing are still cnsidered, and shuld be cunted as, hmeless (living n the streets, in-shelter, etc.). Thus, HMIS System Administratrs must have a way t identify the persns wh started but have nt mved int the husing yet fr purpses f generating accurate cunting and reprting. Recipients r subrecipients must re-evaluate and update infrmatin n Rapid Re-Husing clients nce annually. Infrmatin required t be updated in the HMIS includes: 4.2 (Incme and Surces); 4.3 (Nn-Cash Benefits); and 4.4 (Health Insurance). Data elements required fr cllectin at annual assessment must be entered with an Infrmatin Date f n mre than 30 days befre r after the ne-year anniversary f the head f husehld s Prject Start Date, regardless f the date f the mst recent update r any ther annual assessment. 15 P age

17 CAPER Questin Number ESG Reprting ESG recipients must reprt aggregated ESG Prgram reprt infrmatin at the subrecipient level, using Sage, beginning in Octber The use f Sage will replace the ESG-CAPER Annual Reprting Tl (ecart). Subrecipients will be prvided additinal instructins n the submissin f a CSV-CAPER Reprt generated frm their HMIS r cmparable database by their ESG recipient(s). A prject-level CSV-CAPER Reprt is required t be submitted t each ESG recipient that funded the prject, using the date range specified by the recipient. Questins/Tables fr ESG Reprting CSV File Name Questin Name ES & TH Street Outreach Q4a Q4a.csv Prject Identifiers in HMIS Q5a Q5a.csv HMIS r Cmparable Database Data Quality x * x x Q6a Data Quality: Persnally Identifiable Q6a.csv Infrmatin Q6b Q6b.csv Data Quality: Universal Data Elements 6c Data Quality: Incme and Husing Q6c.csv Data Quality RRH Preventin 6d Q6d.csv Data Quality: Chrnic Hmelessness 6e Q6e.csv Data Quality: Timeliness x x x X 6f Data Quality: Inactive Recrds: Street Q6f.csv Outreach and Emergency Shelter 7a Q7a Number f Persns Served 8a Q8a Number f Husehlds Served 8b Pint-in-Time Cunt f Husehlds n Q8b the Last Wednesday Q9a Q9a.csv Number f Persns Cntacted ** x blank blank Q9b Q9b.csv Number f Persns Engaged ** x blank Q10a Q10a.csv Gender f Adults Q10b Q10b.csv Gender f Children Q10c Q10c.csv Gender f Persns Missing Age Infrmatin Q10d Q10d.csv Gender by Age Ranges Q11 Q11.csv Age Q12a Q12a.csv Race Q12b Q12b.csv Ethnicity Q13a1 Q13a1.csv Physical and Mental Health Cnditins at Start Q13b1 Q13b1.csv Physical and Mental Health Cnditins at Exit 16 P age

18 CAPER Questin Number CSV File Name Questin Name ES & TH Street Outreach Q13c1 Q13c1.csv Physical and Mental Health Cnditins fr Stayers Q14a Q14a.csv Persns with Dmestic Vilence Histry Q14b Q14b.csv Persns Fleeing Dmestic Vilence Q15 Q15.csv Living Situatin Q20a Q20a.csv Type f Nn-Cash Benefit Surces Q21 Q21.csv Health Insurance Q22a2 Q22a2.csv Length f Participatin ESG Prjects Q22c Q22c.csv RRH Length f Time between Prject Start Date and Husing Mve-in blank blank x blank Date Q22d Q22d.csv Length f Participatin by Husehld Type Q23a Q23a.csv Exit Destinatin Mre Than 90 Days Q23b Q23b.csv Exit Destinatin 90 Days r Less x 23c 23c.csv Exit Destinatin all persns x x x Q24 Q24.csv Hmelessness Preventin Husing Assessment at Exit blank blank blank x Q25a Q25a.csv Number f Veterans Q26b Q26b.csv Number f Chrnically Hmeless Persns by Husehld * Data quality fr street utreach des nt begin t be reprted until the client is engaged and an engagement date is reprted. ** Data nly cllected and reprted fr Night-by-Night emergency shelters. RRH Preventin 17 P age