2014 HMIS DATA STANDARDS
*Effective October 1, 2014
Program Specific Data Elements
HMIS Data Standards
• HMIS Data Dictionary
– Provides data element basics and instructions for
HMIS software providers
• HMIS Data Manual
– Includes explanations and definitions for HMIS
administrators, CoCs, and HMIS users
• Program Manuals
– Federal partners will issue guidance related to
data elements required for their programs
Agenda
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Introduction to PSDE (DM p.35; DD p.46)
HUD: CoC Program Specific (DM p.91)
HUD: ESG Program Specific (DM p.89)
VA: SSVF Program Specific (DM p.98; DD p. 108)
HHS: PATH Program Specific (DM p. 68; DD p. 83)
• Coming Soon/Program Manuals (PSDE)
Introduction to PSDE
These Program Specific Data Elements are required by more than one Federal Partner
Housing
HIV/AIDS
Financial Assistance
Provided
Income & Sources
Mental Health Problem
Referrals Provided
Non-Cash Benefits
Substance Abuse
Residential Move-In Date
Health Insurance
Domestic Violence
Housing Assessment
Disposition
Physical Disability
Contact
Housing Assessment at Exit
Developmental Disability
Date of Engagement
Chronic Health Condition
Services Provided
Introduction to PSDE
Introduction to PSDE
Introduction to PSDE
Grant/Program
Component/Activity
HMIS Project Type
NOTE: Program Components (middle column) dictate which program specific data
elements (PSDE) are required.
Introduction to PSDE
Grant/Program
Component/Activity
HMIS Project Type
Introduction to PSDE
Funder: Program Component
HUD: CoC
HP, PSH, RRH, SO, SSO, TH
HUD: ESG
ES- e/e, ES- nbn, HP, RRH, SO
HUD: HOPWA
H/M, HI, PH, PHP, STH, STRMU, TH
HUD: HUD/VASH PSH
HUD: RHSAP
RA
HHS: RHY
BCP- es, BCP- p, MGH, SOP, TLP, D
HHS: PATH
SO, SSO
VA: HCHV
EH
VA: GPD
TH
VA: SSVF
HP, RRH
Introduction to PSDE
• Data Gathering Collection Points
– Record Creation
– Project Entry
– Update
– Annual Assessment
– Project Exit
HUD: CoC
Continuum of Care (CoC) Program is a program of the US Dept. of Housing and Urban
Development (HUD) – Administered by the office of Special Needs Assistance
Programs (SNAPS), a component of the Community Planning and Development (CPD)
The data elements below are required by at least one CoC Program Component:
Homelessness Prevention (HP); Permanent Supportive Housing (PSH); Rapid ReHousing (RRH); Supportive Services Only (SSO); Transitional Housing (TH)
Income and Sources
Chronic Health Condition
Contact
Non-Cash Benefits
HIV/AIDS
Date of Engagement
Health Insurance
Mental Health Problem
Residential Move-in Date
Physical Disability
Substance Abuse
Housing Assessment
Disposition
Developmental Disability
Domestic Violence
Housing Assessment at Exit
HUD: CoC
Income and Sources
Response Categories for Income & Sources: If “Yes,” include Monthly Amount. Required by
HUD: CoC, ESG, HOPWA, VASH, RHSAP; HHS: PATH*, RHY (for MGH, TLP, D), & VA: SSVF
Programs
Information Date
VA Service-Connected
Disability Pension
Retirement Income from
Social Security
Income from any source
VA Non-Service Connected
Disability Pension
Pension or retirement
income from a former job
Earned income
Private Disability Insurance
Child Support
Unemployment insurance
Worker’s Compensation
Alimony & other spousal
support
Supplemental Security
Income (SSI)
Temporary Assistance for
Needy Families (TANF)
Other Source
Social Security Disability
Income (SSDI)
General Assistance (GA)
NOTE: When a client has income, but does not know the exact amount, a ‘Yes’ response should be recorded for
both the overall income question and the specific source, and the income amount should be estimated.
HUD: CoC
Income and Sources (Cont’d)
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Information Date: The date of project entry or exit, the date the annual
assessment was completed or the date updated information was collected.
Income from any Source, specific Sources, and Amounts: If the response to
Income from any Source is “No” then no further data collection is required. If the
response is “Yes” then record:
– (1) whether or not the client receives income from each of the listed sources,
– (2) the amount of income received from each source on a monthly basis and
– (3) the client’s total monthly income (rounded to the nearest U.S. dollar) based on income
currently being received by the client.
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The “Client doesn’t know” and “Client refused” responses should only be used
when clients do not know or refuse to answer whether they have any income.
VA service-connected disability compensation refers to a benefit paid to veterans
with a service-connected disability.
VA non-service-connected disability pension refers to a benefit paid to wartime
veterans who have limited or no income and who are ages 65 or older or, if under
65, who are permanently and totally disabled.
Military retirement pay should be reported under Pension or retirement income
from a former job.
HUD: CoC
Income and Sources (Cont’d)
• Annual Assessment Required (all persons
residing in the project > one year)
• Minor child’s income should be recorded as
part of household income (under the Head of
Household)
• Updates are required for persons aging into
adulthood
• *Record sources of income that are current as
of the information date
HUD: CoC
Non-Cash Benefits
Non-cash benefits are important to determine whether clients are accessing all
mainstream program benefits for which they may be eligible and to develop a more
complete picture of their economic circumstances . Collect data at project entry,
annual assessment, and project exit. Update as the non-cash benefit changes.
Required by HUD: CoC, ESG, HOPWA, VASH, RHSAP; HHS: PATH*, RHY (for MGH, TLP,
D), & VA: SSVF Programs
Information Date
TANF Transportation Services
Non-Cash Benefits from Any Source
Other TANF-Funded Services
Supplemental Nutrition Assistance
Program (SNAP)
Section 8, Public Housing, or Other
ongoing rental assistance
Special Supplemental Nutrition Program
for Women, Infants, and Children (WIC)
Other source
TANF Child Care Services
Temporary Rental Assistance
*Collect information on non-cash benefits that are expected to be on-going!
HUD: CoC
Health Insurance
Health insurance information is important to determine whether clients currently
have health insurance coverage and are accessing all mainstream project medical
assistance benefits for which they may be eligible, and to ascertain a more complete
picture of their economic circumstances . Collect at project entry, annual assessment,
and project exit. Update as it changes. Required by HUD: CoC, ESG, HOPWA, VASH,
RHSAP; HHS: PATH,* RHY; & VA: SSVF Programs
Information Date
Veteran’s Administration (VA) Medical
Services
Covered by Health Insurance
Employer- Provided Health Insurance
MEDICAID
Health Insurance Obtained Through
COBRA
MEDICARE
Private Pay Health Insurance
State Children’s Health Insurance Program State Health Insurance for Adults
HUD: CoC
Physical Disability
For the purposes of these Data Standards, a physical disability means
a physical impairment. Required by HUD: CoC, ESG, HOPWA, VASH,
RHSAP; & HHS: RHY, PATH Programs
If response is
“No,” then not
eligible for
Chronically
Homeless
status
HUD: CoC
Developmental Disability
• A severe, chronic disability that is attributed to
a mental or physical impairment (or
combination of physical and mental
impairments) that occurs before 22 years of
age and limits the capacity for independent
living and economic self-sufficiency
• Required by HUD: CoC, ESG, HOPWA, VASH,
RHSAP; HHS: RHY, PATH Programs
HUD: CoC
Developmental Disability (Cont’d)
HUD: CoC
Chronic Health Condition
•
To count the number of persons served with severe health conditions and assess
their need for healthcare and other medical services.
•
Defined as a diagnosed condition that is more than 3 months in duration and is
either not curable or has residual effects that limit daily living and require
adaptation in function or special assistance
•
Examples of chronic health conditions include, but are not limited to: heart
disease (including coronary heart disease, angina, heart attack and any other kind
of heart condition or disease); severe asthma; diabetes; arthritis-related
conditions (including arthritis, rheumatoid arthritis, gout, lupus, or fibromyalgia);
adult onset cognitive impairments (including traumatic brain injury, post-traumatic
distress syndrome, dementia, and other cognitive related conditions); severe
headache/migraine; cancer; chronic bronchitis; liver condition; stroke; or
emphysema.
•
Required by HUD: CoC, ESG, HOPWA, VASH, RHSAP; HHS: RHY, PATH
HUD: CoC
Chronic Health Condition (Cont’d)
HUD: CoC
HIV/AIDS
To count the number of persons served who have been diagnosed with
AIDS or have tested positive for HIV and assess their need for services.
HUD: CoC
Mental Health Problem
• To count the number of persons with mental health
problems served and to assess the need for treatment.
• Mental Health Problem = “Yes” if the mental health
problem was a cause of homelessness, a significant issue
for the individual, or is of a serious nature. A mental health
problem may range from situational depression to serious
mental illnesses. The dependent fields are designed to
gauge the severity of the mental health problem.
• Required by HUD: CoC, ESG, HOPWA, VASH, RHSAP; HHS:
RHY, PATH programs on all clients at project entry, update,
and project exit
HUD: CoC
Mental Health Problem (Cont’d)
HUD: CoC
Substance Abuse
HUD: CoC
Domestic Violence
• Ascertaining whether a person is a victim of domestic
violence is necessary to provide the person with the
appropriate services to prevent further abuse and to
treat the physical and psychological injuries from prior
abuse.
• Also, ascertaining that a person may be experiencing
domestic violence may be important for the safety of
project staff and other clients. At the aggregate level,
knowing the size of the population experiencing
homelessness that has experienced domestic violence
is critical for determining the resources needed to
address the problem in this population.
HUD: CoC
Domestic Violence (Cont’d)
Domestic Violence = “Yes” if the Person is fleeing, or is attempting to flee, domestic
violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening
conditions that relate to violence against the individual or a family member, including a
child, that has either taken place within the individual’s or family’s primary nighttime
residence or has made the individual or family afraid to return to their primary nighttime
residence
HUD: CoC
Contact
To record and count the number of contacts with homeless persons by street
outreach and other service projects and to provide information on the number of
contacts required to engage the client. Required by HUD: CoC (SO), ESG (ES-nbn,
SO); HHS: RHY (SOP), PATH (SO, SSO) on HoH & Adults at project entry, update, and
project exit.
NOTE: This PSDE is not applicable to residential projects.
HUD: CoC
Date of Engagement
• To count the number of homeless persons engaged by
street outreach projects .
• The date on which an interactive client relationship
results in a deliberate client assessment or beginning of
a case plan.
• The date of engagement should be entered into HMIS
at the point that the client has become engaged. It may
be on or after the project entry date and prior to
project exit. If the client exits without becoming
engaged the engagement date should be left blank.
• For PATH projects only, the date of engagement must
occur on or before the date of enrollment
HUD: CoC
Residential Move-In Date
• “In Permanent Housing?” – Y/N & Date
• To differentiate between clients who are
awaiting placement in housing and those who
have moved into permanent housing for Rapid
Re-Housing projects.
– This data is critical to point-in-time and housing
inventory counts as it differentiates a client from a
homeless status (in shelter) to a permanent
housing status (in RRH housing unit).
HUD: CoC
Housing Assessment Disposition
• To track client disposition following a brief
assessment of critical housing needs. This data
element may be used as part of a coordinated
assessment system. The disposition response
categories represent the different types of
continuum projects or other community
assistance to which a client may be referred upon
presenting to a coordinated assessment project
or related point of contact with a request for
assistance to address a housing a crisis.
HUD: CoC- Housing Assessment
Disposition (Cont’d)
HUD: CoC
Housing Assessment at Exit
To determine whether clients exiting prevention projects have remained stably housed.
HUD: ESG
Emergency Solutions Grant (ESG) is a Program of the U.S. Dept. of Housing and
Urban Development (HUD)- Administered by the office of Special Needs Assistance
Programs (SNAPS), a component of Community Planning and Development (CPD).
The data elements below are required by at least one ESG program component:
Emergency Shelter Exit/Entry (ES e/e); Emergency Shelter Night-by-Night (ES nbn);
Homelessness Prevention (HP); Rapid Re-Housing (RRH); Street Outreach
Income and Sources
Chronic Health Condition
Contact
Non-Cash Benefits
HIV/AIDS
Date of Engagement
Health Insurance
Mental Health Problem
Residential Move-In Date
Physical Disability
Substance Abuse
Housing Assessment
Disposition
Developmental Disability
Domestic Violence
Housing Assessment at Exit
HUD: CoC, ESG
Activity #1
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Split into teams
Choose a team name
Answer questions correctly to remove a box
Guess what’s behind the box!
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VA: SSVF
The Supportive Services for Veteran Families (SSVF) is a program of the U.S.
Department of Veteran Affairs (VA), offering Homeless Prevention (HP) or Rapid ReHousing (RRH) components. Additional programs of the VA include Healthcare for
Homeless Veterans (HCHV) and VA Funded Transitional housing .
http://www.va.gov/homeless/
Participation on HMIS is required only for the VA: SSVF Program. Federal partners
recognize that communities record Project Descriptor Data Elements and Universal
Data Elements for the Housing Inventory Count (HIC) & the Point-In-Time (PIT)
reports.
Income and Sources
Services Provided – SSVF *
Veteran's Information *
Non-Cash Benefits
Financial Assistance - SSVF *
Percent of Area Median
Income (AMI), for SSVF
Eligibility *
Health Insurance
Residential Move-in Date
Last Permanent Address *
VA: SSVF
Services Provided
To determine the VA Funded services provided to clients during project participation
VA: SSVF
Financial Assistance Provided
To track financial assistance provided to clients during project participation
VA: SSVF
Veteran’s Information
To collect a detailed profile of veterans experiencing homelessness and to help
identify clients who may be eligible for VA projects and benefits.
Year Entered Military
Service
Theatre of Operations:
Vietnam War
Theatre of Operations:
Iraq (Operation New
Dawn)
Year Separated from
Military Service
Theatre of Operations:
Persian Gulf War
(Operation Desert Storm)
Theatre of Operations:
Other Peace-keeping
Operations or Military
Interventions (such as
Lebanon, Panama,
Somalia, Bosnia, Kosovo)
Theatre of Operations:
World War II
Theatre of Operations:
Afghanistan (Operation
Enduring Freedom)
Branch of the Military
Theatre of Operations:
Korean War
Theatre of Operations:
Iraq (Operation Iraqi
Freedom)
Discharge Status
VA: SSVF
Percent of AMI
To document eligibility for SSVF Programs. Collected at Project Entry, for the
Head of Household. Indicate household income as a percentage of area median
income (AMI), as published annually by HUD. http://www.huduser.org
VA: SSVF
Address Prior to Entry
• Last Permanent Address:
– To record the last address for persons
experiencing homelessness or the current address
for persons at-risk of homelessness
– Record the street address, city, state, and ZIP code
of the apartment, room, or house where the client
last lived for 90 days or more
– Addresses of emergency shelters should NOT be
recorded here. In a separate field, record the
address data quality
HHS: PATH
Projects for Assistance in Transition from Homelessness (PATH) is a program of the U.S.
Dept. of Health & Human Services (HHS)- Administered by the Center for Mental
Health Services, a component of the Substance Abuse and Mental Health Services
Administration (SAMHSA). Http://pathprogram.samhsa.gov
The data elements below are required by at least one PATH program component
(Street Outreach or Services Only)
Housing Status*
HIV/AIDS
PATH Status*
Income and Sources
Mental health Problem
Connection with SOAR*
Non-Cash Benefits
Substance Abuse
Health Insurance
Contact
Physical Disability
Date of Engagement
Developmental Disability
Services Provided – PATH*
Chronic Health Condition
Referrals Provided – PATH*
HHS: PATH
Housing Status
This field identifies the housing status and risk for homelessness of persons just
prior to project entry. Required by HUD : HOPWA, RHSAP & HHS: PATH
HHS: PATH
Housing Status (Cont’d)
Category 1- Homeless
• An individual or family who lacks a fixed, regular, and
adequate nighttime residence:
– Primary nighttime residence that is a public or private
place not designed for or ordinarily used as a regular
sleeping accommodation for human beings; OR
– Living in a supervised publicly or privately operated
shelter designated to provide temporary living
arrangements; OR
– An individual exiting an institution (< 90 days) who
resided in an emergency shelter or place not meant for
human habitation immediately before entering that
institution
HHS: PATH
Housing Status (Cont’d)
Category 2 – At imminent risk of losing housing
• Housing Loss in 14 Days– An individual or family who will imminently lose their
primary nighttime residence provided that:
• The primary nighttime residence will be lost within 14 days
of the date of application for homeless assistance; AND
• No subsequent residence has been identified; AND
• The individual or family lacks the resources or support
networks, e.g., family, friends, faith-based or other social
networks needed to obtain other permanent housing.
HHS: PATH
Housing Status (Cont’d)
Category 3 – Homeless only under other federal statutes
• Unaccompanied youth < 25 years of age, or families with
children and youth, who do not otherwise qualify as homeless
under this definition, but who:
– Are defined as homeless under the RHY Act, Head Start
Act, Violence Against Women Act of 1994, Public Health
Service Act, Food and Nutrition Act of 2008, Child Nutrition
Act of 1966, McKinney-Vento Homeless Assistance Act;
AND
– Have not had a lease, ownership interest, or occupancy
agreement in permanent housing within 60 days prior to
application; AND
– Have experienced persistent instability…; AND
– Can be expected to continue in such status for an
extended period of time…
HHS: PATH
Housing Status (Cont’d)
Category 4 – Fleeing domestic violence
• Category 4 should only be used when the household
does NOT meet any other category but is homeless
solely because they are fleeing domestic violence.
• Category 4 includes any individual or family who:
– Is fleeing dangerous or life-threatening conditions that
relate to violence against the individual or a family
member, AND
– Has no other residence; AND
– Lacks the resources or support networks to obtain other
permanent housing
HHS: PATH
Housing Status (Cont’d)
At-Risk of Homelessness
• Valid for clients served by Homelessness Prevention or Coordinated Assessment projects.
• An individual or family who:
– Annual income < 30 % of median family; AND
– Does not have sufficient resources or support networks; AND
– Meets one of the following conditions:
• Has moved because of economic reasons >2 times during the 60 prior to application;
• Is living in the home of another because of economic hardship;
• Has written notification of occupancy termination (<21 days after application);
• Lives in a hotel or motel not paid by charitable organizations or by Federal, State, or
local government programs for low-income individuals;
• Lives in a single-room occupancy or efficiency apartment, where >2 persons reside or
lives in a larger housing unit in which there reside >1.5 persons reside per room, as
defined by the U.S. Census Bureau;
• Is exiting a publicly funded institution, or system of care; or
• Otherwise lives in housing with instability and an increased risk of homelessness
HHS: PATH
Housing Status (Cont’d )
Stably Housed
• An individual or family who is not otherwise
experiencing homelessness or at risk of
homelessness according to the categories
above
HHS: PATH
Services Provided
To determine the services which PATH funded that were provided to
clients during project participation
HHS: PATH
Referrals Provided
To record the number of referrals provided to clients
during program participation.
HHS: PATH
PATH Status
To determine the enrollment status for each PATH client in
order to count the number of enrolled clients.
HHS: PATH
PATH Status (Cont’d)
• A worker may enroll a client in PATH if the
following has occurred:
– 1. The worker determined the client to be PATH
eligible (homeless or at imminent risk of
homelessness and seriously mentally ill (SMI)).
– 2. The worker recorded at least one contact with the
client which could be the contact at project entry.
– 3. The worker has established a date of engagement
with the client which is on or after the date of project
entry.
– 4. The worker has opened an individual file on the
client and the client has agreed to PATH enrollment.
HHS: PATH
Connection with SOAR
*To identify persons who are connected to the SOAR
(SSI/SSDI Outreach, Access and Recovery) program.
VA: SSVF & HHS: PATH
Activity #2
• Split into teams
• Pick a team color (Red, Orange, Yellow, Green,
Blue or Purple)
• Be first to get four stars in a row!
Align the Stars!
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End Game - Start New Game
Program Manuals
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HHS: PATH Program Specific
HHS: RHY Program Specific
HUD: ESG Program Specific
HUD: CoC Program Specific
HUD: HOPWA Program Specific
HUD: RHSP Program Specific
VA Program Specific
Implementation Day10/1/2014
• HMIS software updates live
• Projects collect and enter client data
consistent with revised data standards and
local policies/procedures
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