HMIS System Admin Training

Transcription

1 HMIS System Admin Training Presenter: Kelly Pickell HMIS Specialist & Quality Assurance

2 Housekeeping Issues Please Sign-In on the back desk. You will not need a computer for this training. Discussion and Questions are encouraged. Training is 3 hours in length with a break. Please silence cell phones. Keep drinks without lids on the floor. Agendas and handout on the back desk. Please keep volume down when outside of the training room. Staff are working.

3 Overview This training is for system administrators, quality assurance and/or individuals responsible for managing the data contained in a provider s case management system. Topics will include how to properly set up a project, rename a project, close a project, and consolidate projects; how data from the CSV files populates HUD reports such as the APR, AHAR, HIC/PIT and the new system performance measures. How to look at validation messages and assess data for quality and completeness.

4 Agenda DHS Introduction and Overview HMIS Data Standards Implementing Federal Partner Programs How Data Is Used Data Quality How HMIS Data Moves Between Databases

5 DHS Introduction and Overview New York City Coalition on the Continuum of Care The Role of DHS Policies & Procedures Security Contact and CHO HMIS Administrator

6 HMIS Data Standards A Brief History

7 2014 HMIS Data Standards 2014 Data Standards, released by HUD/HHS/VA: HMIS Data Dictionary HMIS Data Manual Program-Specific Manuals o ESG o PATH o CoC o HOPWA o RHY o VA All of these will be online at:

8 Program vs Project New Terminology Change The government has several federal Programs which fund hundreds of local Projects. The Projects provide the services. You work for a Project.

9 The Federal Partners HUD 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 program (HOPWA) HUD-Veterans Affairs Supportive Housing (HUD/VASH) Rural Housing Stability Assistance Program (RHSP)

10 The Federal Partners HHS Department of Health and Human Services (HHS) Family and Youth Service Bureau (FYSB) Runaway and Homeless Youth (RHY) Substance Abuse and Mental Health Services Administration (SAMHSA) Projects for Assistance in Transition from Homelessness (PATH)

11 The Federal Partners VA U.S. Department of Veteran Affairs (VA) Supportive Services for Veteran Families Program (SSVF) Community Contract Emergency Housing (HCHV/EH) Community Contract Residential Treatment Program (HCHV/RT) Domiciliary Care (HCHV/DOM) VA Community Contract Safe Haven Program (HCHV/SH) Grant and Per Diem Program (GPD) Compensated Work Therapy Transitional Residence (CWT/TR)

12 Data Standards Sections Project Descriptor Data Elements Universal Data Elements Program Specific Data Elements o General Program Specific o RHY Required o HOPWA Required o RHSAP Required o VA Required Metadata Elements

13 Changes from 2010 Universal Data Element Changes Don t Know and Refused become Client Doesn t Know and Client Refused New option for Data Not Collected Name Data Quality and other minor changes. Disabling Condition Adults Only. Calculated? Extent of Homelessness Section Chronically Homeless Calculated. Removed*: Housing Status & Zip Code Last Perm.

14 Program-Specific Data Elements New Data Elements Health Insurance Housing Assessment & Housing Disposition at Exit Changed Elements Housing Status Only HOPWA & PATH Special Needs New Follow-up Questions Employment, General Health, Pregnancy, and Education questions Only required for RHY Many new Funder-Specific elements

15 RHY Data Elements Runaway and Homeless Youth Programs (RHY) have the most data elements by far. RHY-BCP Status Sexual Orientation School Status Last Grade Completed Employment Status General Health Dental Health Mental Health Pregnancy Status Former Wards Critical Issues Survey Sexual Exploitation RHY Referral Source Aftercare Plans Completion Status Family Reunification

16 Other Funder Data Elements PATH Data Elements Contact Date/Location Engagement Date PATH Status Connection with SOAR VA Data Elements Veteran s Info Percent of AMI Address Prior to Entry HOPWA Elements Medical Assistance RHSAP Data Elements Worst Housing Situation

17 Annual Updates Annual Updates must now be completed within one month (plus or minus) of a client s admission date. Updates can happen more frequently, but they will not be counted as Annual Updates on the APR.

18 Project Configuration AWARDS Databases vs External Uploaders Setting up new programs. Renaming Programs Consolidating Grants, Merging Programs Splitting Programs Discontinuing Programs Alignment with Housing Inventory Chart

19 Project Configuration The importance of HMIS Project Type and Federal Funding Sources Residential Project Types: Emergency Shelter, Safe Haven, Transitional Housing, PH - Rapid Re-Housing, PH - Permanent Supportive Housing, PH - Permanent Housing with Services, and PH - Housing Only. Non-Residential Project Types: Coordinated Assessment, Homelessness Prevention, Street Outreach, Day Shelter, Services Only, and Other.

20 How Data Is Used - Reports The Key Reports CoC Annual Performance Report (APR) Annual Homeless Assessment Report (AHAR) Emergency Solutions Grant Consolidated Annual Performance and Evaluation Report (ESG CAPER) Point In Time Count (PIT) Electronic Housing Inventory Chart (ehic)

21 How Data Is Used - Evaluation Program Evaluations Why it s important: CoC Program Competition Notice of Funds Available (NOFA) Programs competing for a limited pool of money. CoCs competing for new funding for PSH. Community Planning Gaps in services

22 How Data Is Used - Performance System Performance Evaluation System Performance Guide on HUDExchange.info 7 Measures: Length of Time Homeless Returns to Homelessness Number of Homeless & First-Time Homeless Income Growth Prevention Successful Placement & Housing Retention

23 Data Quality Data Accuracy Data Consistency Data Completeness Data Timeliness

24 Running Data Quality Reports

25 Common Data Quality Issues Field Level Issues Residence Prior to Program Entry Are you serving clients who are ineligible to be served? Destination Accurately measuring client outcomes. Handling No Shows and AWOL clients. Disability vs Special Needs Homeless Status and Chronically Homeless Know the requirements.

26 Data Exports & Uploads New HMIS CSV 4.00 format Uploads re-activated in December Update All Client Records from 10/1/2014 Forward AWARDS Databases use One-Button Upload Other Databases use CSV Import Getting a login Uploads/Imports are Queued Uploads completed by the 10 th Business Day Save Proof of Upload

27 CSV Fileset

28 Validating CSV Files Look at the Zip Files CSV files are text files, but they can be opened in Excel. Validation_Error.txt attachment Record # vs Row #

29 Getting Help DHS Contact Information Data Warehouse HMIS Questions: Nicketa Nusum - nnusum@dhs.nyc.gov AWARDS Users Online Help: HMIS 2014 Data Standards Manual Foothold Help Desk Senior Program Manager AWARDS HMIS Questions:Kelly Pickell kelly@footholdtechnology.com