Introduction Identify Projects for Inclusion in HMIS Identify Funding Components for each Project... 3

Transcription

1

2 Table f Cntents Intrductin... 2 HMIS Prject Setup Steps Identify Prjects fr Inclusin in HMIS Identify Funding Cmpnents fr each Prject Set Up Prjects in HMIS... 4 Data Cllectin Requirements... 8 Special Data Cllectin Instructins... 8 Street Outreach... 8 Emergency Shelter... 9 Hmelessness Preventin Rapid Re-husing Release & Update Infrmatin First Release: March P age

3 Intrductin The ESG (Emergency Slutins Grants) Prgram HMIS Manual is intended t supprt data cllectin and reprting effrts f Hmeless Management Infrmatin System (HMIS) Lead Agencies and ESG recipients and subrecipients. This manual prvides infrmatin n HMIS prgram setup and data cllectin guidance specific t the ESG Prgram. The guidance prvided in this dcument aligns with requirements arund using HMIS as stated in the Emergency Slutins Grant (ESG) Prgram interim rule and refers t the data elements required in an HMIS as established in the 2014 HMIS Data Standards. This dcument is nt intended t replace the HMIS Data Dictinary r the Data Manual, but t cmplement them and relate ESG Prgram-specific requirements. This dcument is nt a replacement fr any specific prgram guidance, requirements, regulatins, ntices, and training materials n the ESG Prgram. This manual nly addresses the use f HMIS fr ESG. Fr additinal assistance please refer t the fllwing: Guidance abut the ESG Prgram and its requirements can be fund n-line at the HUD exchange n the ESG Prgram page. T ask a questin abut any ESG Prgram requirement, g t the Ask A Questin sectin f the HUD Exchange. Please be sure t select ESG Prgram fr yur questin under My Questin is Related T. Infrmatin n HMIS is lcated in the HMIS Sectin n the HUD Exchange. T ask an HMIS-specific questin g t the Ask A Questin sectin f the HUD Exchange. Please be sure t select HMIS fr yur questin under My Questin is Related T. 2 P age

4 HMIS Prject Setup Steps It is imprtant t be sure that cmmunities understand the difference between a prgram and a prject because they have distinct meanings in this cntext. A prgram is the surce f funding that the rganizatin is receiving t run its prject (e.g., ESG Prgram funding fr ABC Emergency Shelter prject). Fr data cllectin purpses, HUD and its federal partners refer t categries f funding within a prgram as cmpnents. 1. Identify Prjects fr Inclusin in HMIS Identify all the prjects within the HMIS implementatin that receive ESG funding. Fr example, if the ESG recipient is a cunty that funds tw subrecipients, Shelter A with emergency shelter funds and Nnprfit B with rapid re-husing funds, then that lcal HMIS implementatin has tw prjects: Shelter A and Nnprfit B. 2. Identify Funding Cmpnents fr each Prject Identify the cmpnent fr each prject funded by the ESG recipient (a lcal jurisdictin: city, cunty r state). Fllwing the example abve, Shelter A receives funding under the emergency shelter cmpnent and Nnprfit B receives funding under the rapid re-husing cmpnent. The ESG Prgram includes fur eligible cmpnents: Activities under the ESG Street Outreach cmpnent are designed t meet the immediate needs f unsheltered hmeless persns by cnnecting them with Emergency Shelter, husing and/r emergency health services. Activities under the ESG Emergency Shelter cmpnent include three distinct activity types which may be funded thrugh ESG fr an Emergency Shelter: Shelter Operatins are funds prvided fr a shelter s basic perating csts (e.g., maintenance, rent, utilities, fd, etc.) r fr htel/mtel vuchers when n apprpriate shelter is available. Essential Services are funds prvided fr a variety f direct services t hmeless persns in the Emergency Shelter. Renvatins are funds prvided fr the rehabilitatin f a shelter r the cnversin f a building int an emergency shelter. The Hmelessness Preventin cmpnent f ESG funds shrt- and/r medium-term rental assistance and husing relcatin and stabilizatin services (financial assistance and service csts) designed t prevent an at-risk individual r family frm mving int an Emergency Shelter r living in a place nt meant fr human habitatin. The Rapid Re-Husing cmpnent f ESG funds shrt- and/r medium-term rental assistance and husing relcatin and stabilizatin services (financial assistance and service csts) 3 P age

5 designed t quickly mve hmeless individuals and families frm emergency shelter r places nt meant fr human habitatin int permanent husing. 3. Set Up Prjects in HMIS Fr prjects new t HMIS, the System Administratr will need t fllw whatever nrmal setup prcedures are required fr the particular HMIS. All prjects with existing HMIS recrds shuld be checked fr accuracy and cnsistency with the 2014 HMIS Data Standards and this guidance. This must include the fllwing Prject Descriptr Data Elements: Organizatinal Identifiers (2.1) The name f the agency/rganizatin (subrecipient r subrecipient) receiving ESG funding and prviding the direct services must be entered. An identificatin number will be generated by the HMIS. There shuld be a single recrd in HMIS fr each agency/rganizatin, regardless f hw many prjects they perate. The rganizatin identified here shuld be the rganizatin perating the prject, and nt the ESG recipient, if there is a difference. Prject Identifiers (2.2) The name f the prject receiving ESG funding and prviding the direct service must be entered r identified with the ESG-specific prject (e.g., Shelter Name XYZ). HMIS administratrs shuld nte that ften the name f the prject n the grant agreement is nt the same as the name the prject is called by the rganizatin and/r the cmmn name in the cmmunity and ften nt the same name as is used n the Husing Inventry Chart (HIC). System administratrs shuld maintain mapping infrmatin t crrelate grant names, HIC names, and cmmn names with the prject identifiers either within the HMIS itself r separately. Cntinuum f Care (CC) Cde (2.3) Select the CC cde based n the lcatin f the prject. Fr example, if the prject perates in City X, which is part f a CC cnslidated applicatin and the State is prviding ESG funding, select the CC Cde that wuld be used fr the CC applicatin. Prject Type (2.4) - Select the crrect prject type fr each prject. Each prject in an HMIS must be set up fr the crrect prject type. N single prject within an HMIS may have tw prject types. Recipients f grant awards cnsisting f multiple cmpnents which fund activities that fall under separate prject types must have separate prjects set up in HMIS fr each prject type. Therefre, n agency that receives an award cnsisting f multiple cmpnents may have bth cmpnents set up in the HMIS as the same prject. Cntinuum Prject shuld be answered Yes fr all prjects funded under prgrams listed belw. Apprpriate prject types will be critical t the CC s ability t prduce System Wide Perfrmance measures. ESG prject types shuld be set up as fllws: ESG Prgram Cmpnent - Activity Street Outreach Emergency Shelter Shelter Operatins HMIS Prject Type Street Outreach Emergency Shelter Day Shelter* 4 P age

6 ESG Prgram Cmpnent - Activity Emergency Shelter Essential Services Emergency Shelter - Renvatins Hmelessness Preventin Rapid Re-Husing HMIS Prject Type Emergency Shelter Day Shelter* Transitinal Husing** Emergency Shelter Hmelessness Preventin PH: Rapid Re-Husing *Prject Type: Day Shelter Prjects that receive ESG funding under the emergency shelter cmpnent where the activity is carried ut in a Day Shelter shuld select Prject Type: Day Shelter instead f Emergency Shelter. Day Shelters are defined as prjects that ffer daytime facilities and services (n ldging) fr persns wh are hmeless. All Day Shelter prjects are required t cllect data and reprt utcmes like thse f any Entry/Exit Shelter **Prject Type: Transitinal Husing There are sme Transitinal Husing prjects that were funded under the Emergency Shelter Grants prgram in FY2010, which are grandfathered int ESG funding. In such cases, accmplishments fr these prjects will be reprted under Emergency Shelter fr the Cnslidated Annual Perfrmance Evaluatin Reprt (CAPER) but must cntinue t be identified within the HMIS as Prject Type: Transitinal Husing. Special ESG ntes n Prject Type: Prjects funded by ESG may receive funding frm multiple jurisdictins (e.g., an award frm a State and anther award frm a City). In such cases the fllwing rules apply: 1. Prjects funded under Street Outreach, Hmelessness Preventin r Rapid Re-husing which receive an ESG award frm mre than ne jurisdictin must create separate prjects within an HMIS fr the separate grant surces (e.g., City-funded RRH and Statefunded RRH) in rder t distinguish clients fr reprting purpses. 2. A single prject which receives an ESG: Emergency Shelter award frm mre than ne jurisdictin des nt need t separate its clients int tw separate prjects within the HMIS. Each distinct Emergency Shelter, r Day Shelter, r Transitinal Husing prject may cmbine all f their clients in ne prject within the HMIS. (e.g., Shelter XYZ receives City and State ESG funding. The shelter is set up in HMIS as ne shelter, and there is n need t distinguish between which client was served with each ESG funding surce.) HUD understands that this will cause the individual served in the emergency shelter t be cunted in bth the state and the city reprts. Prject Type: Services Only Fr ESG-funded prjects, nly legal services prviders may be set up in HMIS (r their cmparable database) with a prject type f Services Only. In the event that the legal services prvider receives funding frm multiple surces, a separate 1 Hmelessness Preventin and Rapid Re-Husing cmpnents perating after Octber 1, 2014 MUST be set up in HMIS as tw separate prjects; the bslete cmbined prject type may nt be used. 5 P age

7 prject must be set up fr clients receiving services funded under ESG such that reprting includes nly clients served with ESG funds. In all ther cases, essential services funded under the Emergency Shelter cmpnent f ESG must be categrized under the Emergency Shelter, Day Shelter r Transitinal Husing prject type, as applicable. Additinal nte: Whether using ESG funds fr shelter peratins, essential services, and/r renvatin, ESG recipients are required t reprt in the CAPER the number f all persns served in ESG-funded Emergency Shelter, Day Shelter and grandfathered Transitinal Husing prjects. Because the CAPER des nt require a breakdwn f the number f participants wh received essential services and thse wh nly utilized a bed during their stay at the shelter, there is n need r way t distinguish between eligible ESG emergency shelter activities (i.e., essential services, shelter peratins, r renvatin) in HMIS. Fr these reasns, essential services shuld nt be set up as a Services Only prject type in HMIS. Cmparable Database (Victim Services Prviders r Legal Services Prviders (if applicable)) Prjects funded under ESG where the subrecipient is a victim services prvider may nt enter client-level data int an HMIS; instead, they must use a cmparable database t cllect client level data ver time and generate unduplicated aggregate reprts based n that data. Legal services prviders are nt prhibited frm entering client-level data int an HMIS as victim services prviders are, but if they have cncerns abut client cnfidentiality, the CC may allw them t use a cmparable database. A cmparable database must be cmpliant with HMIS Data Standards fr all required Prject Descriptr, Universal, and Prgram-Specific data elements fr any prject as identified in this manual and in the HMIS Data Dictinary, as well as all HUD-defined standards fr security, privacy, sftware functinality, and data quality. Prjects must enter client-level data; entry f aggregate data is nt sufficient. ESG-funded prviders using a cmparable database must fllw the same HMIS prject typing rules as nted in this manual fr each ESG-funded cmpnent they carry ut. Client data entered int a cmparable database by victim services prviders must nt be entered directly int r prvided t an HMIS. Methd fr Tracking Emergency Shelter Utilizatin (2.5) The Entry/Exit methd shuld be used fr all ESG-funded emergency shelters unless: The shelter serves a large number f clients n a nightly basis; Clients are permitted t spend nights at the shelter n an irregular basis; and There is a high degree f client turnver; ESG-funded shelters which meet the criteria abve may be set up in HMIS t use the Night-by- Night methd 2 t track emergency shelter utilizatin. Due t the different nature f these 2 While ESG permits the use f the Night-by-Night methd fr shelters which meet specific criteria, this is nt true f all federal funders. Regardless f the nature f the shelter peratin, prjects receiving HOPWA Shrt Term 6 P age

8 prjects, shelters which meet the criteria fr using the Night-by-Night methd als have different data cllectin requirements, as detailed in the special data cllectin instructins. Regardless f the methd used t track emergency shelter utilizatin, it must be pssible t determine wh and hw many peple were served by any ESG-funded shelter fr any given night based n HMIS data. Please see the HMIS Prject Descriptr Data Elements Manual fr additinal infrmatin. Federal Partner Funding Surces (2.6) Prjects funded in whle r in part by ESG are t be identified based n the ESG cmpnent type. Select the apprpriate ESG cmpnent fr each prject: HUD:ESG Emergency Shelter (perating and/r essential services) Prjects that receive renvatin funding frm ESG are t be listed under HUD: ESG Emergency Shelter (perating and/r essential services). These prjects are expected t reprt n all persns sheltered in the facility that was renvated just like prjects which receive perating and/r essential services supprt. If a prject receives ESG Prgram funding thrugh multiple grants (e.g. funding fr bth perating r essential services and renvatin funding), it shuld be set up as a single prject in HMIS, as lng as bth funding surces (grant identifiers) are assciated with that prject and the client ppulatin is identical. Prjects that received perating r essential services supprt and are grandfathered Transitinal Husing prjects must select HUD:ESG-Emergency Shelter as the funding surce. HUD:ESG Hmelessness Preventin HUD:ESG Rapid Re-husing HUD:ESG Street Outreach Enter a grant identifier fr each ESG grant that the prject receives alng with the grant start and end dates. Bed and Unit Inventry Infrmatin (2.7) prjects which prvide ldging (Emergency Shelters, Transitinal Husing, and Rapid Re-husing) must cmplete the bed and unit inventry infrmatin n all residential prjects funded thrugh ESG. This infrmatin shuld match the infrmatin prvided by the CC fr the Husing Inventry Chart Cunt (HIC). The bed and unit infrmatin in HMIS is based n the number and type f beds in the entire prject, which may be mre beds/units than are funded under ESG. Nte: The CAPER is cnsistent with HMIS in that it requires recipients t reprt n all beds in ESG-funded emergency shelters; HUD des nt require emergency shelters t track each bed by funding surce. The CAPER des nt require recipients t reprt n bed/unit infrmatin fr Rapid Re-husing. Hwever, when reprting in their CAPER n the persns served by Rapid Re- Husing, HOPWA Htel/Mtel, RHY Basic Center Prgram, r VA Cntract Emergency Residential Services funding MUST be set up t use the Entry/Exit methd. 7 P age

9 husing, recipients must nly cunt thse persns served by Rapid Re-husing funded by the ESG prgram. Site Infrmatin (2.8) Where HMIS is used t generate the HIC, site infrmatin shuld be entered cnsistent with HIC guidance and the plicies f the HMIS implementatin. Target Ppulatin (2.9) Where HMIS is used t generate the HIC, target ppulatin shuld be selected if the prject is designed t serve that ppulatin and at least three-furths (75 percent) f the clients served by the prject fit the target grup descriptr. Data Cllectin Requirements All ESG recipients and subrecipients are required t cllect all f the Universal Data Elements and a select number f Prgram-Specific Data Elements, which are shwn belw fr each prgram cmpnent: HMIS Prgram Specific Data Element Emergency Shelter Night-by- Night Emergency Shelter All Others Hmelessness Preventin Rapid Re- Husing Street Outreach 4.2 Incme and Surces X X X X 4.3 Nn-Cash Benefits X X X X 4.4 Health Insurance X X X X 4.5 Physical Disability X X X X X 4.6 Develpmental Disability X X X X X 4.7 Chrnic Health Cnditin X X X X X 4.8 HIV/AIDS X X X X X 4.9 Mental Health Prblem X X X X X 4.10 Substance Abuse X X X X X 4.11 Dmestic Vilence X X X X X 4.12 Cntact X X 4.13 Date f Engagement X X 4.17 Residential Mve-In Date X 4.19 Husing Assessment at Exit X Infrmatin n the ratinale, cllectin pint, subjects, and instructins fr each element can be fund in the HMIS Data Standards Manual. Special Data Cllectin Instructins System Administratrs and HMIS users need t be aware f the fllwing special data cllectin issues that apply t ESG-funded prjects: Street Outreach Data Cllectin Challenges: A street utreach prject is likely t encunter difficulty engaging hmeless persns. Street utreach prjects may recrd a prject entry with limited 8 P age

10 infrmatin abut the client and imprve n the accuracy and cmpleteness f client data ver time by editing data in an HMIS as they engage the client. The initial entry may be as basic as the prject entry date, a made-up name (e.g., Redhat Tenthstreetbridge ) that wuld be identifiable fr retrieval by the wrker in the system, and gender. Over time, the data must be edited fr accuracy (e.g., replacing Redhat with Rbert ) as the wrker learns that detail. Cntacts: A street utreach prject is expected t recrd every cntact made with each client in the HMIS. A cntact is defined as an interactin between a wrker and a client designed t engage the client. Cntacts may include activities such as a cnversatin between the street utreach wrker and the client abut the client s well-being r needs, an ffice visit t discuss their husing plan, r a referral t anther cmmunity service. A cntact must be recrded anytime a client is met, including when an engagement date r prject entry date is recrded n the same day. Engagements: An engagement date is the date when an interactive client relatinship results in a deliberate client assessment r beginning f a case plan. The date f engagement shuld be entered int HMIS at the pint when the client has been engaged by the utreach wrker. This date may be n r after the prject entry date and must be prir t prject exit. If the client exits withut becming engaged, the engagement date shuld be left blank. If the client was cntacted n the date f engagement, a cntact must als be entered fr that date. Data Quality: Reprting t HUD n data quality fr street utreach prjects is limited t clients with a date f engagement. Therefre, it is imprtant that when a wrker recrds the date f engagement he/she als reviews all f the Universal Data Elements and applicable Prgram Specific Data Elements fr cmpleteness and accuracy. Emergency Shelter Emergency shelters shuld be set up t cllect all data required. Hwever, HUD understands that ften shelters are nt able t cllect exit data. Persns wh leave/disappear withut cmpleting an exit interview are t be recrded with an exit destinatin as: N exit interview cmpleted. Night-by-Night (NBN) shelters: Night-by-Night shelters shuld be set up t cllect all data required fr Emergency Shelters. Hwever, HUD understands that ften NBN s are nt able t cllect exit data. Persns wh leave/disappear withut cmpleting an exit interview are t be recrded with an exit destinatin as: N exit interview cmpleted. Cntacts: NBN shelters must recrd cntacts they have with each persn served. A cntact is defined as an interactin between a wrker and a client designed t engage the client. Cntacts may include activities such as a cnversatin between the street utreach wrker and the client abut the client s well-being r needs, an ffice visit t discuss their husing plan, r a referral t anther cmmunity service. A cntact must be recrded anytime a client is met, including when an engagement date r prject entry date is recrded n the same day. Engagements: NBN shelters are t recrd engagements. An engagement date is the date when an interactive client relatinship results in a deliberate client assessment r beginning f a case plan. The date f engagement shuld be entered int HMIS at the pint when the client has been engaged by the shelter wrker. This date may be n r after the prject entry date and must be prir t prject exit. If the client exits withut becming engaged 9 P age

11 the engagement date shuld be left blank. If the client was cntacted n the date f engagement, a cntact must als be entered fr that date. Perfrmance Measures: HUD plans t establish different perfrmance measures fr mass shelters (set up using the Night-by-Night Methd fr Tracking Emergency Shelter Utilizatin) and ther shelters (set up using entry/exit mdel) in updated ESG-nly CAPER screens, which have nt yet been released. Shelters set up using the Entry/Exit mdel will be measured n an increase in incme frm entry t exit and placement int husing pst shelter. Shelters set up using the Night-by-Night mdel will be measured based n cntacts, the number f persns engaged, and thse that mve int mre stable husing. HUD will prvide additinal guidance n future updates t the ESG-nly CAPER template screens prir t the release date, which is still t be determined. Day Shelters: Data cllectin and perfrmance measurement fr Day Shelter and Entry/Exit Shelters are the same, s n ther changes in setup r fr data cllectin are required. Fllw the visibility requirements fr Entry/Exit Shelters in this dcument when setting up Day Shelters. Annual Assessment: Data cllectin must include an annual assessment fr all persns in a prject ne year r mre. Hmelessness Preventin Hmelessness Preventin and Rapid Re-husing must be set up as tw separate prjects in an HMIS. They must nt be cmbined int ne prject. Recipients and sub recipients are nt required t maintain financial assistance payment infrmatin within an HMIS. Recipients r subrecipients may elect t cntinue t maintain financial assistance as part f a case management recrd within the HMIS if the sftware allws fr that type f data cllectin. Hwever, HUD expects that recipients will use ther recipient and subrecipient financial recrds rather than HMIS fr financial reprting in the CAPER. Recipients r subrecipients must re-evaluate and t update infrmatin n Hmelessness Preventin clients nce every 3 mnths. Infrmatin required t be updated in the HMIS, if changes have ccurred, include: 4.2 (Incme and Surces); 4.3 (Nn-Cash Benefits); and 4.4 (Health Insurance). In additin t the Universal Data Element 3.12 (Destinatin) Hmelessness Preventin prjects must als cllect 4.19 (Husing Assessment at Exit) infrmatin t mre accurately reflect the husing situatin f clients at exit. Rapid Re-husing Rapid Re-husing assistance usually begins prir t the client entering husing. Depending n the HMIS setup, data cllectin may ccur in ne f tw ways: Methd 1: Identifying Residential Mve-In Date 1. The Prject Entry Date is the date the persn eligible fr ESG Rapid Re-husing assistance is admitted t the prject, even nly in initial stage f engagement. Rapid Rehusing is the nly residential prgram that allws the prject entry date t be earlier than the client s mve in date. 2. At prject entry, recrd the Universal Data Elements and any ther infrmatin required at prject entry. 10 P age

12 3. Enter n in the Residential Mve-In Date (4.17) field until the client is hused under the Rapid Re-husing prject. 4. When the client mves int husing, update the Residential Mve-In Date (4.17) field t yes and enter the date the client physically mved int the husing unit. Nte: In this methd, the HMIS must be prgrammed t exclude frm all pint-in-time r residential services cunts all persns with a n in Residential Mve-In Date (4.17). Methd 2: Using a pre-entry prject (using a prject type f Service Only) 1. Enter all Universal Data Elements and any ther infrmatin required at entry beginning with the first encunter when the client is entered int a pre-entry Rapid Re-husing prject in HMIS. 2. When the client physically mves t husing, exit him/her frm the pre-entry Rapid Rehusing prject and enter him/her int the Rapid Re-husing residential prject in HMIS. Nte: In this methd, the HMIS must exclude all pre-entry prject clients frm all pint-intime r residential services cunts. The Residential Mve-In Date (4.17) is equal t the Prject Entry Date (3.10) f the Rapid Re-husing residential prject. Data cllectin must include an annual assessment fr all persns in the prject ne year r mre. 11 P age