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3.7 HMIS: Ask the Experts


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This interactive session will include a brief discussion of the HMIS data standards revisions and will allow participants to ask questions about these revisions as well as changes due to the American Reinvestment and Recovery Act, changes to the Universal and Program-Specific data elements, and other topics such as privacy, security, and data quality.

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3.7 HMIS: Ask the Experts

  1. 1. HMIS: Ask the Expert Michelle Hayes, The Cloudburst Group Kat Freeman, The Cloudburst Group Focusing Energy on Results
  2. 2. Structure of Session • Brief overview of HMIS • Questions and Answers • Resources
  3. 3. What is HMIS? • A Homeless Management Information System (HMIS) is a locally administered, electronic data collection system that stores longitudinal person-level information about persons who access the homeless service system in a Continuum of Care. 3
  4. 4. Why is HMIS Required? • HMIS is HUD’s response to a Congressional Directive to capture better data on homelessness. • The American Recovery and Reinvestment Act of 2009 authorized HMIS as the primary tool for data collection and reporting for the HPRP program. • HEARTH Act also requires participation in HMIS.
  5. 5. Why is HMIS Important? • Every Continuum of Care (CoC) is required to implement an HMIS and is scored annually in the CoC NOFA. • Local HMIS data is critical for: – SHP Annual Performance Report (APR) – Annual Homeless Assessment Report (AHAR) – HPRP Quarterly (QPR) and Annual Performance Report (APR) – Homeless Pulse – Projects for Assistance in Transition for Homelessness (PATH) 5
  6. 6. The History of HMIS • Late 80’s to early 90’s – National effort to better understand homelessness – Grassroots effort to capture electronic data on who is homeless 6
  7. 7. The History of HMIS (cont.) • Several communities in early 90’s had locally developed data collection systems (i.e. St. Louis, Kansas City) • Spearheaded by HUD, HHS, and Dr. Dennis Culhane (UPenn) - the first national software prototype (ANCHoR) was deployed in 1995/6 • 1996 - National Survey of Homeless Assistance Providers and Clients (Burt) • 1999 - First attempt to generate national estimates of homelessness from local administrative data (Culhane) 7
  8. 8. 2001 Congressional Directive • Recognizing the importance of community efforts to capture better data, in 2001 Congress directed HUD on the need for data and analysis on the extent of homelessness and the effectiveness of the McKinney-Vento Act Programs including: – Developing unduplicated counts of clients served at the local level – Analyzing patterns of use of people entering and exiting the homeless assistance system – Evaluating the effectiveness of these systems • HMIS becomes eligible activity under 2001 CoC NOFA 8
  9. 9. HMIS Data and Technical Standards • Homeless Management Information Systems Data and Technical Standards (HMIS Standards) – Originally published via Federal Register in 2004; – Current Data Standards published in March 2010 and define standards for: – Data collection (program descriptor, universal, and program data elements) – baseline and additional Security and Privacy requirements. Also includes a section with definitions. 9
  10. 10. HMIS Data Collection Program Descriptor Data Elements (PDDE) must be entered in HMIS for all clients and include: 2.1 Organization Identifier 2.8 Program Type Code 2.2 Organization Name 2.9 Bed and Unit Inventory 2.3 Program Identifier Information 2.4 Program Name 2.10 Target Population A 2.5 Direct Service Code 2.11 Target Population B 2.6 Site Information 2.12 Method for Tracking 2.7 Continuum of Care Number Residential Program Occupancy 2.13 Grantee Identifier 10
  11. 11. HMIS Data Collection Universal Data Elements (UDE) must be entered in HMIS for all clients and include: 3.1 Name 3.9 Residence Prior to Program Entry 3.2 Social Security Number 3.10 Zip Code of Last Permanent 3.3 Date of Birth Address 3.4 Race 3.5 Ethnicity 3.11 Housing Status 3.6 Gender 3.12 Program Entry Date 3.7 Veteran Status 3.13 Program Exit Date 3.8 Disabling Condition 3.14 Unique Person Identification Number 3.15 Household Identification Number 11
  12. 12. HMIS Data Collection Program Specific Data Elements (PDE) must be entered in HMIS by HUD funded programs required to generate an Annual Progress Report (APR) and include: 4.1 Income and Sources 4.9 Domestic Violence 4.2 Non-Cash Benefits 4.10 Destination 4.3 Physical Disability 4.11 Date of Contact 4.12 Date of Engagement 4.4 Developmental 4.13 Financial Services Disability Provided 4.5 Chronic Health 4.14 Housing Relocation & Condition Stabilization Services 4.6 HIV/AIDS Provided 4.7 Mental Health 4.15 Optional Data Elements 4.8 Substance Abuse 12
  13. 13. HMIS Data Collection • 4.3 Physical Disability • 4.4 Developmental Disability • 4.5 Chronic Health Condition • 4.7 Mental Health SPECIAL ISSUE!! If response to these data elements is “Yes”, then the case manager must document the condition. Documentation includes written verification from a state-licensed professional, such as a medical service provider or a health-care provider, the Social Security Administration, or the receipt of a disability check (i.e. SSDI Check or VA disability benefit check). 13
  14. 14. Victim Service Providers • Per VAWA, victim service providers are not to disclose personally identifying data about any client for the purpose of HMIS. • A Victim Service Provider is a nonprofit or nongovernmental organization whose primary mission is to provide services to victims of domestic violence, dating violence, sexual assault, or stalking. • VSPs must use a comparable database to collect and record the data elements necessary for HPRP. • Program Descriptor Data must still be entered into the HMIS; PO Boxes or Administrative office addresses should be provided rather than street addresses.
  15. 15. HMIS Data Collection Program Specific Optional Data Elements (PDE) are additional data elements that communities may want to collect to assist in client needs assessments and program design: • 4.15 Optional Data Elements – Employment – Adult Education – General Health Status – Pregnancy Status – Veteran’s Information – Children’s Education – Reason for Leaving – Services Provided 15
  16. 16. HMIS Baseline Security Requirements Baseline HMIS User and HMIS Computer Requirements Internet Access – Dial up, Firewall Cable, DSL, etc. Transmission Encryption (SSL) COMPUTER REQUIREMENTS 1) Secure Location 2) Workstation Username and Password 3) Virus Protection with Auto Update 4) Locking Screen Saver USER REQUIREMENTS 5) PKI-Certification Installation or Static IP 1) Unique Username and Password 6) Individual or Network Firewall 2) Signed Receipt of Privacy Notice (i.e., consent protocol)
  17. 17. Baseline Security Requirements • User authentication – Limited multiple access • Virus protection with auto-update • Firewalls - individual workstation or network • Encryption - transmission • Public access controls • Location control • Backup and disaster recovery • System monitoring • Secure disposal 17
  18. 18. Privacy Standards Framework • Personal Protected Information (PPI) – Includes name, SSN, program entry/exit, zip code of last permanent address, system/program ID, and program type. • Allow for reasonable, responsible data disclosures • Derived from principles of fair information practices • Borrowed from HIPAA - Health Insurance Portability and Accountability Act 18
  19. 19. Baseline Privacy Standards • Must comply with other federal, state, and local confidentiality law • Must comply with limits to data collection (relevant, appropriate, lawful, specified in privacy notice) • Must have written privacy policy - and post it on your web site • Must post sign at intake or comparable location with general reasons for collection and reference to privacy policy • May infer consent for uses in the posted sign and written privacy policy 19
  20. 20. Summary of HMIS Standards • HUD expects every HMIS to meet the baseline requirements. • Standards are in process of revision and will be published for notice and comment via the Federal Register. Any Questions? 20
  21. 21. HUD HMIS Participation Requirements • HUD encourages participation of all homeless service providers, regardless of funding source(s), except where restricted or prohibited by laws or regulation (e.g., VAWA) • HUD McKinney-Vento Act recipients are required to participate in HMIS: – Homeless Prevention and Rapid Re-housing (HPRP) – Emergency Solutions Grants (ESG) – Supportive Housing Program (SHP) • Note: SHP Domestic Violence Service providers are prohibited from participation in HMIS per VAWA pending further guidance from HUD – Shelter Plus Care (S+C) – Single Room Occupancy (SRO) – Housing Opportunities for Persons with AIDS (HOPWA) projects targeting homelessness – Street Outreach Programs 21
  22. 22. HMIS: Who is Responsible? • The Continuum of Care (CoC) is responsible for HMIS implementation including planning, software selection, and compliance with HMIS Standards – Project applicants must participate in the local HMIS – HUD only allows one HMIS-dedicated grant within a CoC • The HMIS Lead Agency (or grantee) is an agent of the CoC. – Manages HMIS operations and provides HMIS administration functions at the direction of the CoC 22
  23. 23. Questions and Answers
  24. 24. Resources • • • National TA • Regional HMIS Collaboratives • Community Resources