2-1-1 Orange County
Homeless Management Information
System (HMIS)
HMIS Beginner’s Part I:
Policies and Procedures
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Housekeeping
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Goals/Objectives
At the end of this training, you will be able to:
• Understand the LA/OC HMIS Policies & Procedures
–
–
HMIS general overview
Benefits of HMIS
–
Discuss Changes from HEARTH Act
• Identify roles and responsibilities and operations (Section 1 Roles and
Responsibilities and Section 4 Operational)
• Best data quality practices (Section 5 Data)
– Review Some Important Definitions
• Determine if you are meeting standards for (Section 3 Security)
– Security plan
– Privacy policy
– Data quality
• Implement the notices, agreements and policies (Section 2 Implementation
and Section 7 Appendices)
• Learn about Helpful Websites
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HMIS Overview
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Vision and History
History – Congressional Directive for federally funded homeless service
programs
LA/OC Collaborative
• Orange County, City of Glendale, City of Pasadena, and Los Angeles
Homeless Service Authority(LAHSA)
Vision
• Facilitate the coordination of service delivery for homeless and at risk
homeless persons.
• Enable agencies to track referrals and services provided, report outcomes,
and manage client data using an accessible, user-friendly and secured
technology.
• Enhance the ability of policy makers and advocates to gauge the extent of
homelessness and plan services appropriately throughout Los Angeles and
Orange Counties.
Policies and Procedures, page 7 & 8
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What is HMIS?
Homeless Management Information System
• An information system designated by a local Continuum of
Care (CoC) to comply with the requirements of CoC Program
rule 24 CFR 578.
• It’s a locally administered data system used to record and
analyze client, service and housing data for individuals and
families who are homeless or at risk of homelessness.
• Capacity to integrate and un-duplicate data across projects in
a community.
• For more information: https://www.hudexchange.info/hmis/
Policies and Procedures, page 7
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HMIS v5
HMIS is a web based application that
can be run in most popular browsers
including Internet Explorer, Firefox,
and Safari.
The application runs in secure mode
to allow secure logins and sessions.
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HMIS Features
•
•
•
•
•
•
•
•
•
•
•
•
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Client Outcome Tracking
Customized Reporting
Automated Referrals
Contract Management
Advanced security features
Client demographic data collection
Comprehensive client case management
Coordinated entry
Employment, education, and housing history tracking
Group case notes/services management
Information and referral capabilities
Outreach
Real-time data collection and reporting
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HMIS Benefits
Executive/Senior
Management
• Accountability
Planning
• Performance
Effectiveness
• Evaluation
Fundraising
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Program Managers
• Monitoring
Assessment
• Production
Training
• Reports
Gap Analysis
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Case Managers
• Measure client
outcomes
Focused case
management
• Coordinate services
across the CoC
File accessibility
• Documented
activities
• Time efficiency
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HMIS Benefits (continued)
Persons Experiencing
Homelessness
• Decrease in duplicative
intakes and
assessments
• Streamlined referrals
• Coordinated case
management and
information on benefit
eligibility
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Advocates and
Community Leaders
• Understand the scope
of homelessness, and
monitor for trends
• Generate an
unduplicated count of
clients served
• Inform systems design
and policy decisions
• Measure the
performance of the
community system to
prevent and end
homelessness
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Continuum of Care
•
•
•
•
•
•
Understanding
Characteristics
Planning
Evaluation
Focused efforts
Funding
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Why is HMIS Important?
• Centralizes data in one place
• Demonstrates how we serve homeless
populations
• Gives us a better understanding of
homelessness and service-use patterns
• Helps us prevent and end homelessness
DISCUSSION: As a case manager, is there a
benefit in using HMIS?
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HUD Values HMIS
• Key HUD reports are reliant on quality HMIS
data (Annual Homeless Assessment Report and
Annual Performance Report)
• Every CoC is required to implement an HMIS
and is scored on this obligation as part of the
annual CoC Competition
• A strong HMIS implementation is essential to
meet current and future CoC rules
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Homeless Management
Information System (HMIS)
• HUD is making it clear that communities
cannot plan without evidence based-data
• HUD is requiring continuum HMIS systems
to be the system of record
• So, if it’s not in HMIS…
It didn’t happen!
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Federal Partners
HMIS is now used by the federal partners and their respective programs in
the effort to end Homelessness, which include:
– U.S. Department of Health and Human Services (HHS)
• Family and Youth Services Bureau (FYSB)
– Runaway and Homeless Youth (RHY)
• Substance Abuse and Mental Health Services Administration
(SAMHSA)
– U.S. Department of Housing and Urban Development
(HUD)
•
•
•
•
•
Continuum of Care (CoC) Program
Emergency Solutions Grants (ESG) Program
Housing Opportunities for Persons with AIDS (HOPWA) Program
HUD-Veterans Affairs Supportive Housing (HUD/VASH)
Rural Housing Stability Assistance Program (RHSP)
– U.S. Department of Veterans Affairs (VA)
• Supportive Services for Veteran Families Program (SSVF)
• Grant and Per Diem Program (GPD)
• And many other VA funded programs
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Federal Partners
The U.S. Interagency Council on Homelessness (USICH)
affirmed HMIS as the official method of measuring outcomes in
its Opening Doors: Federal Strategic Plan to Prevent and
End Homelessness, as amended in 2015
(https://www.usich.gov/resources/uploads/asset_library/USICH_OpeningDoors_Amendment2015_FINAL.pdf)
Goals:
Prevent and end homelessness among Veterans in 2015
Finish the job of ending chronic homelessness in 2017
Prevent and end homelessness for families, youth and children in 2020
Set a path to ending all types of homelessness
Vision:
No one should experience homelessness—no one should be without a
safe, stable place to call home.
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What is HEARTH Act?
• HEARTH stands for the Homeless Emergency
Assistance and Rapid Transition to Housing
– It amends and reauthorizes the McKinney-Vento Homeless
Assistance Act with substantial changes, including:
• A consolidation of HUD's competitive grant programs;
• The creation of a Rural Housing Stability Assistance Program;
• A change in HUD's definition of homelessness and chronic
homelessness;
• A simplified match requirement;
• An increase in prevention resources; and,
• An increase in emphasis on performance.
• It establishes the final rule on the definition of
‘chronically homeless’ and integrates the regulation
for the definition of ‘homeless’
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How the HEARTH Act Impacts
your Data Collection?
 Reducing lengths of stay in homeless programs (duration)
• Every day/night a client is in emergency or transitional
housing, he/she is homeless. We need to reduce the time a
client is homeless by placing the clients in permanent housing
(PH) as soon as possible.
 Reducing the number of persons that fall back into
homelessness (recidivism)
• If a client was placed in PH and was at-risk of losing their
placement due loss of income, then we need to act to help
them remain in their housing – so they don’t become
homeless again.
 Reducing the number of people who become homeless
(Prevention)
• If a person has never been homeless, then we want to
prevent them from becoming homeless by offering short-term
assistance.
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Housing First
• A whole-system orientation, and not a "program," that offers
permanent, affordable housing as quickly as possible for
individuals and families experiencing homelessness, and then
provides the supportive services and connections to the
community-based supports people need to keep their housing
and avoid returning to homelessness. The approach begins with
an immediate focus on helping individuals and families get
housing. Income, sobriety and/or participation in treatment or
other services are not required as a condition for getting housing.
All services are voluntary and are not a condition for retaining
housing. Housing provides people with a foundation from which
they can pursue other goals. Tenants are assisted in developing
or improving skills for independent living while they live in
permanent housing instead of requiring them to complete a
transitional residential program first.
http://usich.gov/media_center/videos_and_webinars/hud-and-usichcore-principles-of-housing-first-and-rapid-re-housing-webinar
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Governance Flowchart
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HMIS Roles and
Responsibilities
1. Roles and Responsibilities:
LA/OC Collaborative
Responsible for the organization and management of the LA/OC HMIS.
HMIS Administrator Responsibilities
Provide training, technical support to Participating Agencies
Organization (Agency) Administrator Responsibilities
Responsible for the oversight of all personnel that generate or have access to client data in the LA/OC
HMIS to ensure adherence to the Policies & Procedures
HMIS Lead Agency
Responsible to communicate any system-related information to participating organizations
HMIS Security Officer Responsibilities
Responsible for ensuring compliance with the security standards outlined in the Policies and Procedures
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Policies and Procedures, 1. Roles and Responsibilities, page 10
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HMIS Data
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Data Collection
• Collect and verify the minimum set of data elements for
all clients served
• Must enter data into the system within 3 days of
collecting the information.
– Enter data in a consistent manner across all programs.
(Policies and Procedures, 5.1 Data Quality - data will be input into the system no more than three
(3) days of program entry.)
• Users are responsible for the quality of their data.
Policies and Procedures, page 29
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Why do we collect data?
• Data tells the story of the work you do
• *Quality data is especially important in times of
fiscal constraint*- funders will be looking at
data
• Increasing importance placed on performance.
Performance is related to placing clients in
permanent housing and helping persons obtain
income through employment or benefits.
• Evidence-based practice – what you think and
what you know using data are two different
things
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Data Quality
Data Quality is based on the extent that the information
recorded in HMIS accurately portrays valid and true
information.
Good Data Quality Practice
1. Timeliness and Frequency of Data Entry
2. Data Completeness
3. Data Accuracy
4. Data Consistency
Discussion: Why do you think data timeliness, completeness, and accuracy is
important?
Policies and Procedures, 5.1 Data Quality, page 29
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2014 HUD Data and
Technical Standards
https://www.hudexchange.info/resources/documents/
HMIS-Data-Standards-Manual.pdf
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Data Standards
Universal Data Elements (UDE)
Universal Data Elements:
3.1 Name
3.2 Social Security Number
3.3 Date of Birth
3.4 Race
3.5 Ethnicity
3.6 Gender
3.7 Veteran Status
3.8 Disabling Condition
3.9 Residence Prior to Project
Entry
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3.10 Project Entry Date
3.11 Project Exit Date
3.12 Destination
3.13 Personal ID
3.14 Household ID
3.15 Relationship to Head of
Household
3.16 Client Location
3.17 Length of Time on Street, in an
ES or Safe Haven
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Universal Data Element
3.9 Residence Prior to Project
Entry
Rationale: To identify the type of
residence and length of stay at that
residence just prior to (i.e., the night
before) project entry.
Collection Point(s): At project entry.
Subjects: Head of household and
adults.
Data Collection Instructions:
Record the type of living arrangement
of the head of household and each
adult household member just prior to
entry into the project. Members of the
same household may have different
residences prior to project entry.
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Data Standards
Program Specific Data Elements
Program-Specific Data elements required by HUD:
4.1 Housing Status
4.2 Income and Sources
4.3 Non-Cash Benefits
4.4 Health Insurance
4.5 Physical Disability
4.6 Developmental Disability
4.7 Chronic Health Condition
4.8 HIV/AIDS
4.9 Mental Health Problem
4.10 Substance Abuse
4.11 Domestic Violence
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4.12 Contact
4.13 Date of Engagement
4.14 Services Provided
4.15 Financial Assistance
Provided
4.16 Referrals Provided
4.17 Residential Move-In Date
4.18 Housing Assessment
Disposition
4.19 Housing Assessment at
Exit
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Data Standards
Program Specific Data Elements
4.1 Housing Status
Rationale: To identify the housing status and risk for homelessness for persons just prior to project entry, including
whether persons are homeless, housed and at risk of homelessness, or in a stable housing situation. This data
element allows projects to identify persons according to homeless and at risk criteria established by HUD.
Collection Point(s): At project entry.
Subjects: Head of household and adults.
Federal Partner Requiring Collection: HUD, HHS [refer to Federal Partner Program Specific pages throughout
this document.]
Data Collection Instructions: For each client, determine the appropriate Housing Status according to the
definitions below based on the client’s housing and related conditions just prior to project entry as determined in
accordance with the verification and documentation procedures established under the applicable program rules. A
client must be coded to a single homeless and at risk of homelessness status response category. In addition, in
cases where an individual or family meets the definition of homeless under Categories 1 or 2 or meets the at risk
definition AND is fleeing domestic violence, they should only be coded to Category 1, 2 or At Risk. Category 4
should only be used when the household does NOT meet any other category but is homeless because of domestic
violence.
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Data Standards
Collection Points
Collection Point(s) defines when data collection is required for each element. There are five
different collection points:
1) Record creation – Indicates the element is required to be collected when the client record is
created. Certain data elements such as personal identifiers are necessary to create a unique client
record. Data elements that must be collected at the point of “client record creation” are those that
will have only one value for each client in the HMIS (e.g., Name). The information is collected and
entered into HMIS when the client record is first created in the system. Data must be reviewed at
each project entry and can be edited at any time to correct errors or to improve data quality.
2) Project entry – Indicates the element is required to be collected at every project entry. These
data elements are associated with a discreet project entry. A client might have multiple entries for
the same data element, but each will be associated with a different project entry and there should
only be one value for each data element for each project entry. Data elements that must be
collected at the point of “project entry” are those that must be collected at every project entry and
must reflect the client’s circumstances on the date of that project entry. Regardless of the exact date
these data elements are collected or entered into HMIS, the information date associated with the
elements should correspond to the project entry date and data should be accurate for that date.
Edits made to correct errors, enter additional information related to project entry but provided by the
client later (e.g., social security number), or improve data quality will not change the data collection
stage or the information date. Data collected at project entry must have an Information Date that
matches the client’s Project Entry Date. Information must be accurate as of the Project Entry Date.
There must should be only one record with a Data Collection Stage of ‘project entry’ for each
relevant data element for any given project entry.
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Data Standards
Collection Points
Collection Point(s) defines when data collection is required for each element. There are
five different collection points:
3) 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).
The frequency with which data must be collected depends on the data element and the
funder requirements. Additional guidance for each funder and data element is provided in
Program-Specific Manuals. These elements are transactional and historical records must
be maintained, along with the dates associated with their collection. The Information Date
must reflect the date on which the information is collected and/or the date for which the
information is relevant for reporting purposes. Information must be accurate as of the
Information Date, regardless of when it is actually collected or entered into HMIS.
4) Annual assessment – 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’, if any [annually]. Information must be accurate as of the
Information Date.
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Data Standards
Collection Points
•
For HUD-funded programs and HUD reporting purposes, the implementation of ‘annual assessment’ as a
data collection stage by vendors is mandatory; the data collection stage must not be inferred from the
Information Date, although the field must have an Information Date recorded with it. In order to be
considered reportable to HUD as an annual assessment, data must be stored with a Data Collection
Stage of ‘annual assessment.’
There must be only one record for each data element annually with a Data Collection Stage recorded as
‘annual assessment’ associated with any given client and project entry ID 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 such that it is possible to view a history, by date, of the values for each data
element.
5) Project exit – Indicates the element is required to be collected at every project exit. Data elements
identified with the “project exit” stage must be collected at every project exit. Like project entry data, a client
must have only one value for each of these data elements in relation to a specific project enrollment, but a
client could have multiple project exits and exit data associated with each. Regardless of the exact date that it
is collected or entered into HMIS, the data must accurately reflect the client’s response or circumstance as of
the date of project exit; the information date must correspond to the project exit date. Edits made to correct
errors or improve data quality will not change the data collection stage or the information date. Elements
collected at project exit must have an Information Date that matches the client’s Project Exit Date and a Data
Collection Stage of ‘project exit.’ Information must be accurate as of the Project Exit Date.
Data associated with the “Annual Assessment” and “Update” collection points requires the user to add new
information while the system maintains the historical data. Data associated with the other stages can be
edited to correct errors or to improve data quality at any time, but only the most current value is expected to
be stored and used for reporting purposes.
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Questions & Answers
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Performance Measurements
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Performance Measurement
Terminology
• Performance measurement is a process that systematically
evaluates whether your efforts are making an impact on the clients
you are serving or the problem you are targeting.
Performance Indicators:
– Output: what a program or system does or produces (e.g.
number served, cost/household, length of stay, etc.)
– Outcomes: what is gained or changed as a result of output
related to client knowledge, skills, behaviors or conditions (e.g.
housing destination, recidivism, income changes, etc.)
Performance Target: percentage or numeric goal set for an indicator
• “Think of the outputs as the recipe and the outcomes as the cake.
How much of each ingredient do you need for the cake to taste
good?”
• “How many case management meetings or service engagements
did it take to achieve your goal with clients.”
What Gets Measured, Gets Done: A Toolkit on Performance Measurement for Ending Homelessness (July 2008)
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HMIS Outcome-Driven
Milestones = Goal
Service Activities = Actions or Means
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Milestones
According to the Merriam-Webster’s Dictionary:
• An important point in the progress or
development of something: a very important
event or advance
– Accomplishments that clients make while in
your program that are critical to their ultimate
success
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Examples of Milestones
Performance
Measure
Milestone
Activity/Service
Example
80% of clients will exit
to permanent housing
Obtain Permanent
Housing
Case Management
The client attended a case
management session where
she discussed her recent
placement into a PSH project
60% of clients will exit
the program with
source of income
Increased Income
Resume Building
The client attended a resume
building class while in the
project to assist him with his
job search
80% of clients will be
connected to disability
services that fit their
need
Disability Services
Referral
The case manager referred
the client to the Veterans
Administration for counseling
and medical services related
to suspected PTSD
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Using HMIS
People
HMIS
Contracts
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Services
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HMIS Design & Function
• Universal and Program Data Elements
• Design and implementation (other program specifics)
• Milestones and Activities
Data
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Permanent Housing (PH)
Performance Target
• Measure 1 Housing Stability:
Persons remaining in permanent housing at the end of the
operating year or exited to permanent housing (per data
element 3.12 of the 2014 HMIS Data Standards) during the
operating year.
• Measure 2a Increase Total Income:
Adults who maintained or increased their total income (from
all sources) at the end of the operating year or project exit.
OR
• Measure 2b Increased Earned Income:
Adults who maintained or increased their earned income at
the end of the operating year or project exit.
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Permanent Housing Client Universe
Measure
Clients in the Project Eligible
to Accomplish this Measure
Clients in the Project that
Accomplish this Measure
1. Housing Stability
All Clients
All clients who exited to a
permanent housing destination
2a. Total Income
All Adults
Adults who increased their
income (all sources), excluding
those clients that maintained 0
income
2b. Earned Income
All Adults
Adults that increased their
income, excluding clients that
maintained 0 income.
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Rapid Rehousing (RRH)
Performance Target
Measure 1a Housing Stability:
Persons exiting to permanent housing destination (per data element 3.12
of the 2014 HMIS Data Standards) during the operating year.
OR
Measure 1b: Housing Stability:
Persons who were placed in permanent housing within 30 days of entry
into project.
Measure 2a Increase Total Income:
Adults who increased their total income (from all sources) as of the end of
the operating year or project exit.
OR
Measure 2b Increased Earned Income:
Adults who increased their earned income as of the end of the operating
year or project exit.
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Rapid Rehousing Client Universe
Measure
Clients in the Project Eligible
to Accomplish this Measure
Clients in the Project that
Accomplish this Measure
1a. Housing Stability
All Clients
All clients who exited to a
permanent housing destination
1b. Housing Stability
All Adults
All clients who were placed in
permanent housing within 30
days of entry into project
2a. Total Income
All Adults
Adults who increased their
income (all sources), excluding
those clients that maintained 0
income
2b. Earned Income
All Adults
Adults that increased their
income, excluding clients that
maintained 0 income.
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Transitional Housing (TH)
Performance Target
Measure 1a Housing Stability:
Persons exiting to permanent housing destination (per data
element 3.12 of the 2014 HMIS Data Standards) during the
operating year.
Measure 2a Increase Total Income:
Adults who increased their total income (from all sources) as
of the end of the operating year or project exit.
OR
Measure 2b Increased Earned Income:
Adults who increased their earned income as of the end of the
operating year or project exit.
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Transitional Housing Client Universe
Measure
Clients in the Project Eligible
to Accomplish this Measure
Clients in the Project that
Accomplish this Measure
1. Housing Stability
All Clients
All clients who exited to a
permanent housing destination
2a. Total Income
All Adults
Adults who increased their
income (all sources), excluding
those clients that maintained 0
income
2b. Earned Income
All Adults
Adults that increased their
income, excluding clients that
maintained 0 income.
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Definition: Stayers and Leavers
• Stayers: Stayers are persons who are still enrolled in
the program as of the last day of the reporting period,
even if the person exited and re-entered at some point
during the reporting period.
• Leavers: Leavers are persons who exited the program
and are no longer enrolled in the program as of the
last day of the reporting period.
- From Introduction to the New Annual Performance Report (APR)
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Supportive Services Only
Projects (Outreach)
Measure 1a Housing Stability:
Persons exiting to any destination that is not a place not meant for
human habitation; jail, prison, or juvenile detention facility; or other
destination. Recipients should exclude from their calculations, including
their universe, persons they are expecting with exits to hospital or other
residential non-psychiatric medical facility, residential project or halfway
house with no homeless criteria, and deceased.
Measure 2a Housing Stability:
Among persons who entered with an unmet need associated with a
condition listed below, how many received services for that condition by
the time they exited.
--Physical Disability
--HIV/AIDS
--Mental Health
--Substance Abuse
--Developmental Disability
--Chronic Health
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Supportive Services Only Projects (SSO)
Outreach
Measure
Clients in the Project
Eligible to Accomplish
this Measure
Clients in the Project
that Accomplish this
Measure
Housing Stability
All Leavers
All clients that were
placed in any type of
housing (leavers).
Housing Stability
All Leavers
Received a service for
an identified physical or
mental health condition
that they were not
receiving services for at
Program Entry (leavers).
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Exiting Clients
• Important to exit clients in a timely manner
because it affects the length of stay (LOS)
• Length of stay is a measurement of the
number of days a client has been enrolled in
your project and is an important assessment
of your project ability to move clients out of
homelessness
• In order to collect accurate reports, exiting
clients regularly and accurately is an
important and necessary step
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Rules for Exiting Clients:
Shelter Programs
• Exit date is the last day of continuous
residence in the program’s housing before
the client transfers to another residential
project or otherwise stops residing in the
shelter or housing project
• Ex: If a person checked into an overnight
shelter on May 30th, stayed overnight and left
in the morning, the last date of service (last
case note) for that shelter stay would be May
31st. If the client returned on June 21st, a
new program entry date is recorded.
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Rules for Exiting Clients:
Non-Residential Service Programs
• The exit date may represent the day a
service was provided or the last date of a
period of ongoing service. The exit date
should coincide with the date the client is no
longer considered a program participant OR
when client is placed into housing, whichever
comes first
• After 30 days of non-client contact, exit the
client from the program. The actual exit date
should coincide with the last date of service
provision
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Update/Annual Assessment
• If at anytime a client’s information (i.e. disability or
income) changes, update their record.
• If a client has been in your project for a year, you
will conduct an Annual Assessment and an Income
Assessment. 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’, if any [annually].
• The income assessment is based on client’s
income from project entry. Did the client’s income
increase or remain the same?
HUD 2014 Data Standards, page 10
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Questions & Answers
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Definitions
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Definition: Safe Haven
•
•
Safe Haven, as defined in the Supportive Housing Program, is a form of
supportive housing that serves hard-to-reach homeless persons with
severe mental illness who come primarily from the streets and have
been unable or unwilling to participate in housing or supportive
services.
To continue to be renewed as a Safe Haven, the project:
– Must be located in a facility, meaning a structure, or structures, or
clearly identifiable portion of a structure or structures;
– Must allow 24-hour residence for an unspecified duration;
– Must have private or semi-private accommodations;
– Must limit overnight occupancy to no more than 25 persons;
– Must prohibit the use of illegal drugs in the facility;
– Must provide access to needed services in a low demand facility,
but cannot require program participants to utilize them; and
– May include a drop-in center as part of outreach activities.
-- From https://www.hudexchange.info/resources/documents/SafeHavenFactSheet_CoCProgram.PDF
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Definition: “Homeless
individual with a disability”
Disability means:
A physical, mental, or emotional impairment,
including an impairment caused by alcohol or
drug abuse, post-traumatic stress disorder, or
brain injury that:
(1) Is expected to be long-continuing or of indefinite
duration;
(2) Substantially impedes the individual’s ability to
live independently; and
(3) Could be improved by the provisions of more
suitable housing conditions.
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Definition: “Homeless individual
with a disability” (continued)
• A developmental disability, as defined in
Section 102 of the Developmental Disabilities
Assistance and Bill of Rights Act of 2000 (42
U.S.C. 15002) or
• The disease of acquired immunodeficiency
syndrome (AIDS) or any conditions arising
from the etiologic agency for acquired
immunodeficiency syndrome (HIV).
From 2014 HMIS Data Standards
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Disability as defined in
“Homeless” Final Rule
•
•
Intake staff can record an observation of a client’s disability upon entry but
the disability must be confirmed and accompanied by acceptable evidence
no later than 45 days after the client’s request for service.
The acceptable evidence of a disability includes:
1. Written verification of the disability from a professional licensed by the
state to diagnose and treat the disability and his or her certification that the
disability is expected to be long-continuing or of indefinite duration and that
the disability substantially impedes the individual’s ability to live
independently.
2. Written verification from the Social Security Administration
3. The receipt of a disability check
4. Other documentation approved by HUD
-From Homeless Emergency Assistance and Rapid Transition to Housing: Continuum of Care Program; Interim Final Rule
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Definition: Chronically Homeless
Effective January 15, 2016:
1)
A “homeless individual with a disability,” as defined in
the Act, who:
• Lives in a place not meant for human habitation, a safe
haven, or in an emergency shelter; and
• Has been homeless (as described above) continuously
for at least 12 months or on at least 4 separate
occasions in the last 3 years where the combined
occasions must total at least 12 months
– Occasions separated by a break of at least seven
nights
– Stays in institution of fewer than 90 days does not
constitute a break
(Amends 24 CFR 91.5 and 24 CFR 578.3)
From Homeless Emergency Assistance and Rapid Transition to Housing: Defining “Chronically Homeless” Final Rule Webinar
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Definition: Chronically Homeless
(continued)
2) An individual who has been residing in an
institutional care facility for fewer than 90 days
and met all of the criteria in paragraph (1) of this
definition, before entering that facility; or
3) A family with an adult head of household (or if
there is no adult in the family, a minor head of
household) who meets all of the criteria in
paragraphs (1) or (2) of this definition, including a
family whose composition has fluctuated while
the head of household has been homeless.
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Definition: Summary of Major Changes
to Chronically Homeless (continued)
• Four occasions must total 12 months
• Replaced “disabling condition” with “homeless
individual with a disability”
• Occasion is defined by a break of at least seven
nights not residing in an emergency shelter, safe
haven, or residing in a place meant for human
habitation
• Stays in institution of fewer than 90 days do not
constitute a break and count toward total time
homeless
• New Recordkeeping Requirements under CoC
Program
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Record Requirements for Defintion of
Chronically Homeless (continued)
• Applies to any CoC Program-funded PSH that is
required to serve the chronically homeless
• Consistent with recordkeeping requirements
established in Notice CPD-14-012
• Creates a reasonable, uniform standard to
ensure consistency in how chronic
homelessness is documented
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Documenting Chronically Homeless
Status: Written Intake Procedures
• Required for all PSH projects that dedicate or
prioritize beds for chronically homeless
individuals or families
• The recipient must maintain and follow written
intake procedures that
– Require documentation at intake of the evidence
relied on to verify status
– Establish the following order of priority for obtaining
evidence:
• Third-party
• Intake worker observation
• Certification from the person seeking assistance
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Documenting Chronically Homeless
Status: Third Party Documentation
• Documenting an individual’s time in a
place not meant for human habitation, an
emergency shelter, or a safe haven.
• Third party documentation is preferred;
however:
– For all clients, up to 3 months can be documented
through self-certification
– In limited circumstances, up to the full 12 months can
be obtained through self-certification
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Documenting Chronically Homeless
Status: Third Party Documentation
(continued)
• Documenting an individual’s time in a place
not meant for human habitation, an
emergency shelter, or a safe haven.
– Single encounter in month is sufficient to consider
household homeless for entire month unless
evidence of a break
– If third-party documentation cannot be obtained, a
written record of intake worker’s due diligence to
obtain, the intake worker’s documentation of the
living situation, AND the individual’s selfcertification of the living situation
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Documenting Chronically Homeless
Status: Documenting Breaks
• Evidence of a break can be documented
by:
– Third-party evidence
– The self-report of the individual seeking
assistance
– 100% of the breaks can be documented by
self-report
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Documenting Chronically Homeless
Status: Institutional Stays
• Discharge paperwork or written or oral
referral from a social worker, case manager,
or other appropriate official stating the
beginning and end dates of the time residing
in the institutional care facility
• Where the above is not attainable, a written
record of intake workers due diligence to
obtain AND the individual’s self-certification
that he or she is exiting an institutional care
facility where resided less than 90 days
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Documenting Chronically Homeless
Status: A Homeless History
12 Months Continuous
• Start by looking in HMIS to determine if there are 12 months
of continuous homelessness and no evidence of break (i.e.,
HMIS record of stay in transitional housing)
– Ex. If there is evidence of at least one night in shelter each
month for the last 12months, it is not necessary to ask about
breaks
• If there are not 12 months in HMIS but client reports that they
have been homeless for the last 12 months with no breaks,
identify other third-party sources (i.e., outreach worker, other
professional source)
– Ex. There are 8 months documented in HMIS over the last year
but intake worker can obtain discharge paperwork or a written
certification from mental health professional for at least one other
month of a stay in an institution and self-certification for up to 3
months. It is not necessary to ask about breaks.
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Documenting Chronically Homeless
Status: A Homeless History
(continued)
12 Months Cumulative
• Start by looking in HMIS to determine if there are 12 months
of cumulative homelessness over the last 3 years.
– Ex. There is evidence of at least one night in shelter for 12
months over the last 18 months.
• If there are not 12 months in HMIS but client reports that they
have been homeless for the last 12 months in the last three
years, identify other third-party sources (i.e., outreach worker,
other professional source)
• Next, identify any documented breaks in HMIS (i.e., stay in
transitional housing).
• If there are fewer than 3 breaks found in HMIS, with client to
identify breaks between four occasions (current experience
counts as one occasion).
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Documenting Chronically Homeless
Status: A Homeless History
(continued)
• If at least 9 months of homelessness (cumulative
or continuous) cannot be obtained by third-party
documentation, up to the full 12 months can be
documented via self-certification only:
– Must thoroughly document attempts to obtain thirdparty documentation and why third-party
documentation was not obtained
– Must obtain a written certification from individual or
head of household of the living situation of the
undocumented time period
– Limited to rare and extreme cases and no more than
25 percent of households served in an operating
year
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Documenting Chronically
Homeless Status: Disability
• Must be third party, and includes:
– Written verification from a professional licensed by
the State to diagnose and treat the disability and
certification that the disability is expected to be
long-continuing or of indefinite duration and
substantially impedes the individual’s ability to live
independently
– Written verification from SSA
– The receipt of a disability check
– Intake staff-recorded observation of a disability that
is confirmed and accompanied by evidence above
within 45 days
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Chronically Homeless Tool
• 211 Orange County has created the
Determining Chronically Homeless Tool to
help users to identify when a client should
be considered chronically homeless.
• The Determining Chronically Homeless
Tool can be found http://ochmis.org/hmishelp/determining-chronically-homelessstatus/
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Knowledge Test
Let’s test your knowledge:
• Gen was discharged from an institution after 6
months of staying there. She has no housing
options/resources. Does she meet the criteria for
chronically homeless? Yes or No
• Response: No. She does not meet the chronically
homeless definition: “(2) An individual who has
been residing in an institutional care facility for
fewer than 90 days and met all of the criteria in
paragraph (1) of this definition, before entering
that facility”
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Questions & Answers
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Privacy and Security
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Technical Preparation
•
•
•
•
•
•
•
Internet Access
Virus Protection
Firewall
Internet Browser
Log-in Access
Screensaver Password
Computer Hardware
Policies and Procedures, page 14
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Privacy Protection
• We comply with the privacy standards that
are set by the Health Insurance Portability
and Accountability Act (HIPAA) of 1996, the
Federal, State and local confidential laws.
• Information that is transferred over the web
is transferred through a secure connection.
• Client information is stored on an encrypted
centralized database.
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User Levels/Groups
Access to client records is dependent on the user’s role. The level will
determine how much access a user has. There are five user groups in HMIS:
1.Case Manager: Access to the Central Intake pages and Agency
Client Listing pages to record Program Entry, Case Notes, Annual
Assessments, Group Services, Unit Assignments and Program Exit.
2.Organization (Agency) Administrator: Access to Central Intake,
Agency Services and other system libraries.
3.Report: Access only to Management and/or Ad-hoc Reports.
Policies and Procedures, page 23
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Discussion
1. Case Manager
2. Organization Administrator
3. Reports
*All HMIS users have access to HMIS as a Case Manager.
Discussion: Based on previous slide, what is your role and
responsibility at your agency?
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User Authentication
•
Unique UserID (cannot be changed)
– UserID and temporary password is created upon successfully passing the HMIS
Part II test
•
Passwords must be between 8 – 16 characters in length, must contain
characters from the following four categories:
–
–
–
–
•
•
•
•
Upper case characters (A through Z),
Lower case characters (a through z),
Numbers (0 through 9), and
Non-alphanumeric characters (for example, $, #, !, %)
Enforced password reset every 180 days
User has the ability to reset own password from log-in screen
If a user unsuccessfully attempts to logon three times, the user ID will be
“locked out,” access permission revoked and user password will need to be
reset by the HMIS Administrator
Username and Password are NOT to be shared with other members of your
agency, including: Case Managers, Data Entry Specialist, Organization
Administrators, Supervisors, Managers, Directors, Executive Directors and
IT Technicians, etc.
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HMIS Protection
Safeguards
•
•
•
•
•
•
•
•
•
•
Install anti-virus and firewall protection.
Don’t share username and passwords
Forced password change every 180 days.
Do not send unencrypted data across a public network.
Prevent unauthorized people from viewing data on your
computer screen.
Don’t leave computer screen or client files unattended.
Shred printed copies of HMIS information if it is not going in a
clients file.
Don’t discuss confidential information without consent.
Cancel access upon employee or designee termination.
Store client files in a locked filing cabinet or office.
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HMIS Protection
Safeguards (..cont)
• HMIS Central servers have data backup procedures.
• Off-site storage of tapes in fire proof containers.
• Plans for:
– Data loss
– Source code corruption
– Natural Disaster
• Data on central server can only be decrypted by vendor
with written permission from executive management of
each Participating agency
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Security Review and
Violations
• HMIS Lead Agency will conduct annual security
review
• Users are obligated to report suspected instances of
noncompliance and/or security violations to the
Organization (Agency) Administrator or HMIS
Administrator as soon as possible.
• The Organization Administrator or HMIS
Administrator will investigate potential violations.
• Agencies or users found to be in violation of security
protocols will be sanctioned accordingly.
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Questions & Answers
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Notices, Agreements
& Forms
REMINDER: Most current forms are on OCHMIS.org under HMIS Help
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HMIS Agency Agreement
This agreement is made between the Participating Organization’s
Executive Management and the local CoC governing bodies. This
agreement outlines organization responsibility regarding their
participation in the HMIS.
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HMIS User Agreement
Signed by each HMIS user upon successfully passing (with an 85%) of
the HMIS Part II test. The user will agree to abide by standard
operating procedures and ethics of HMIS.
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User Revocation of Access
Form
This form is to notify the HMIS Administrator that the employee will no
longer work for the organization or has changed roles and thus the
access to the HMIS needs to be removed.
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Notices to Post
Each participating organization will be required to post a written
explanation describing agency’s policies regarding data entered into
the LA/OC HMIS and collection notice of client data to be stored on the
HMIS.
Collection Notice of Personal
Privacy Notice
Information
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Statement of Client Rights
Brochure
A written explanation of privacy practices and security measures that will be
enforced to protect the client’s information on the LA/OC HMIS. This
statement should be handed to the client at time of entry into the
system.
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Client Consent/Information
Release
To be implemented and monitored by the organization as it requires clients to
authorize in writing the entering and/or sharing of their personal information
electronically with other Participating Organizations throughout the LA/OC
HMIS.
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Client Revocation of Consent
to Release Information
When the client gives permission via the “Client Consent” form and decides
after the fact he/she no longer want his/her information in HMIS. They have the
right to revoke permission to share or release personal information in the HMIS
system, but will remain in HMIS as part of the non-identifying data collection on
homeless.
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Interagency Data Sharing
Consent Form
It must be established between organization if sharing of client level
data above and beyond the minimum elements (Central Intake) is to
take place.
NOTE: Orange County has Data Sharing Agreements from all
agencies, so this form is not necessary.
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Grievance Form
The client has the right to file with the local CoC governing body if the client
feels that the Participating Organization has violated their rights.
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Questions & Answers
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Training
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Training
• All new HMIS Users are required to attend
necessary Beginners’ Training.
– Part I: Policies and Procedures
– Part II: Beginners’ Training
– Part III: Data Validation Training
(must be attended within 30 days of completing Part II training)
• Additional Training Offered Quarterly by 211OC HMIS:
– Mark for Delete
– Reporting
• Additional Training Offered Quarterly by Organization
(Agency) Administrator:
– Data Quality
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HMIS Beginner’s Part II
Preparation
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Preparation Tips
• Be comfortable with computers
• Know who you serve – targeted population and
program type
• Understand how you are providing assistance –
Services & Milestones
• Know your funding and reporting needs
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Questions & Answers
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Helpful Websites
HUD:
www.hudexchange.info
•
Community Planning and Development Resources
•
Technical Assistance and Resource Exchange
•
Information on upcoming trainings and events
•
Helpful Webinars
National Alliance to End Homelessness:
www.endhomelessness.org
•
Not-for-profit organization that works toward ending homelessness by improving homelessness policy, building onthe-ground capacity, and educating opinion leaders.
•
Helpful Webinars
US Interagency Council on Homelessness:
www.usich.gov
•
Independent entity within the executive branch to review the effectiveness of federal activities and programs to
assist people experiencing homelessness, promote better coordination among agency programs, and inform state
and local governments and
•
public and private sector organizations about the availability of federal homeless assistance
•
Helpful webinars
•
Federal Strategic Plan to End Homelessness – Opening Doors
OC HMIS
www.ochmis.org
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HMIS Helpdesk Contact Information for
Organization (Agency) Administrator
Email:
[email protected]
Phone:
(714) 589-2360
Hours:
8:00 am to 5:00 pm
OCHMIS.org
Procedure:
• Emails and voicemails
should be clear and
concise, and should
include client’s
identifiers or report
name and caller’s
contact information.
• Helpdesk has 3 days to
respond to email
inquiries and issues.
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Acknowledgement
Please go to the Acknowledgement Form from the Policies and Procedures
manual. Please remove the Acknowledgement Form. Each user in attendance
of the HMIS Part I class is required to sign the Acknowledgement form and
submit it to the HMIS Administrator prior to his/her departure.
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What to Submit to 211OC?
• Acknowledgement Form
• Part I Exam for results
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