Table f Cntents Intrductin... 2 HMIS Prject Setup Steps... 3 1. Identify Prjects fr Inclusin in HMIS... 3 2. Identify Funding Cmpnents fr each Prject... 3 3. Set Up Prjects in HMIS... 4 Data Cllectin Requirements... 7 Ntes n elements specific t HOPWA... 8 Special Data Cllectin Instructins... 8 Htel / Mtel... 8 Permanent Husing... 9 Permanent Husing Placement... 9 Shrt Term Rent, Mrtgage, Utility Assistance... 9 Transitinal Husing... 9 Supprtive Services... 9 Release & Update Infrmatin First Release: March 2015 1 P age
Intrductin The HOPWA (Husing Opprtunities fr Persns with AIDS) HMIS Prgram Manual is intended t supprt data cllectin and reprting effrts f Hmeless Management Infrmatin System (HMIS) Lead Agencies and HOPWA prgram grantees. This manual prvides infrmatin n HMIS prgram setup and data cllectin guidance specific t the HOPWA Prgram. The guidance prvided in this dcument aligns with requirements arund using HMIS as stated by the HOPWA ffice and refers t the data elements required fr HOPWA 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 HOPWA-specific requirements. This dcument is nt a replacement fr any specific prgram guidance, requirements, regulatins, ntices, and training materials n the HOPWA Prgram. This manual nly addresses the use f HMIS fr HOPWA. Fr additinal assistance please refer t the fllwing: Guidance abut the HOPWA prgram and its requirements can be fund n-line at the HOPWA Prgram page. T ask a questin abut any HOPWA Prgram HMIS requirement g t the Ask A Questin sectin f the HUD Exchange. Please be sure t select HOPWA Prgram fr yur questin under My Questin is Related T. HUD and HOPWA prgram staff are wrking tgether t answer questins that cme in n the AAQ related t HOPWA and HMIS. Infrmatin n HMIS is lcated in the HMIS Sectin n the HUD Exchange. 2 P age
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., HOPWA Prgram funding fr ABC Permanent Husing 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 HOPWA funding. HOPWA prvides funding t grantees in tw different ways: Frmula Prgram (90% f natinal funds) awards are prvided t certain states and cities that cnstitute the mst ppulus unit f general lcal gvernment in the Eligible Metrplitan Statistical Area (EMSA). The frmula grantees receive frmula allcatins based n their State r metrplitan ppulatin and prprtinate number f cases f persns with AIDS, and then allcate the funding t prject spnsrs acrss the EMSA r State. Frmula Prgram prviders reprt prgram accmplishments thrugh the HOPWA sectin f the majr city in the EMSA r State s Cnslidated Annual Perfrmance and Evaluatin Reprt (CAPER). Cmpetitive Prgram (10% f natinal funds) awards are prvided based n a natinal cmpetitin t areas that are nt eligible fr frmula funding and t prjects demnstrating innvative mdels that address special issues r sub-ppulatins. Cmpetitive Prgram prviders reprt prgram accmplishments thrugh the HOPWA Annual Perfrmance Reprt (HOPWA APR). In the event a single prject receives funding frm multiple HOPWA grants (e.g. 2 separate cmpetitive grants r 1 cmpetitive grant and 1 frmula grant), separate prjects shuld be created s that tracking expenditures and accmplishments by funding surce can easily be cnducted. 2. Identify Funding Cmpnents fr each Prject Identify the cmpnent fr each prject funded thrugh the HOPWA Prgram per the prject s grant agreement. The HOPWA Prgram includes eight eligible cmpnents: The Htel/Mtel (H/M) cmpnent f HOPWA funds are designed t prvide mtel and htel vuchers fr up t 30 days if n apprpriate shelter beds are available and subsequent rental husing has been identified but is nt immediately available fr mve-in by the prgram participants. Fr the HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR, htel and mtel vuchers are categrized under Transitinal/Shrt Term Husing Subsidy Assistance. The Husing Infrmatin (HI) cmpnent f HOPWA prvides cunseling, infrmatin, and referral services t assist in lcating, acquiring, financing and maintaining husing. This cmpnent is cnsistent with the categry used fr HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR. 3 P age
The Permanent Husing (PH) cmpnent f HOPWA supprts facility-based husing (perating r leasing) and Tenant-Based Rental Assistance (TBRA). Bth methds f permanent husing assistance, enable clients t live as independently as pssible in a permanent setting. Fr the HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR, facility-based permanent husing and TBRA are delineated as separate HOPWA husing subsidy assistance types. The Permanent Husing Placement (PHP) cmpnent f HOPWA helps t establish a new permanent residence where cntinued ccupancy is expected. This prgram cvers csts assciated with husing referrals, tenant cunseling, applicatin fees and credit checks, first mnth s rent and security depsit, and ne-time utility cnnectin fees and prcessing csts. Fr the HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR, PHP is cnsidered a husing subsidy assistance categry under the HOPWA prgram. The Shrt Term Husing (STH) cmpnent f HOPWA supprts temprary shelters (facility based husing leasing) t allw fr pprtunity t develp an individualized husing and service plan t guide the client s linkage t permanent husing. Fr the HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR, STH is cmbined with transitinal husing as a single husing subsidy assistance categry. The Shrt Term Rent, Mrtgage Utility Assistance (STRMU) cmpnent f HOPWA is timelimited husing financial assistance designed t prevent hmelessness and increase husing stability f the tenant r mrtgagr f a dwelling. Grantees may prvide assistance fr a perid f up t 21 weeks in any 52 week perid. The amunt f assistance varies per client depending n funds available, need, and prgram guidelines. Fr the HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR, STRMU is listed as a separate husing subsidy assistance categry. The Transitinal Husing (TH) cmpnent f HOPWA supprts facility-based husing (perating r leasing) prviding up t 24 mnths f husing as individuals and families mve t permanent husing. Fr the HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR, TH is cmbined with shrt term husing as a single husing subsidy assistance categry. The Supprtive Services cmpnent f HOPWA supplements husing with services that help clients manage their HIV/AIDS cnditin. Fr the HOPWA annual perfrmance reprting thrugh the HOPWA CAPER and APR, supprtive services are categrized separately frm the husing subsidy assistance types. 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 will include the fllwing Prject Descriptr Data Elements: 4 P age
Organizatinal Identifiers (2.1) The name f the agency/rganizatin receiving HOPWA funding and prviding the direct services t clients must be entered r identified with the HOPWA specific prject. 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. Fr mst frmula-funded prjects, this is the HOPWA prject spnsr rganizatin, unless the grantee themselves prvides direct service with HOPWA funds. Depending n the lcal prgram design under the HOPWA cmpetitive prgram, this culd be the grantee r the prject spnsr. Prject Identifiers (2.2) The name f the prject receiving HOPWA funding must be entered r identified with the HOPWA specific prject. 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) Each CC is assciated with a gegraphic area and has a cde assigned by HUD. HOPWA-funded prjects may be funded t perate in a single CC r they may be funded t perate in a wider gegraphic area that cvers multiple CCs. Prjects funded t perate in multiple CCs shuld be assciated with all f the CC cdes fr which they will be entering client-level data int the HMIS. Fr example if a STRMU prject is expected t prvide financial assistance t everyne in the EMSA then all f the CC cdes which cver the EMSA must be selected. Hwever, if the STRMU prject nly prvides services t peple in City X, and City X has a single CC cde, then select the cde that applies t City X s CC nly. If a prject is funded t perate in multiple CCs and is participating in the HMIS implementatins f each separate CC with a separate prject created in each, nly the CC Cde relevant t the HMIS implementatin need be entered. Prject Type (2.4) 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. HOPWA prject types must be set up as fllws: HOPWA Prgram Cmpnent Permanent Husing (PH) Transitinal Husing (TH) Shrt Term Husing (STH) Htel/Mtel (H/M) Tenant Based Rental Assistance (TBRA) Husing Infrmatin (HI) Permanent Husing Placement (PHP) Shrt Term Rent, Mrtgage, Utility Assistance (STRMU) HMIS Prject Type PH Permanent Supprtive Husing Transitinal Husing Emergency Shelter Emergency Shelter PH Permanent Supprtive Husing Services Only Services Only Hmelessness Preventin 5 P age
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. Fr example, if TBRA and STRMU are bth prvided by the same HOPWA-funded entity, there must be tw different prjects in HMIS: ne fr PH Permanent Supprtive Husing (TBRA) and ne fr Hmelessness Preventin (STRMU). HMIS Prject Type PH Permanent Supprtive Husing Transitinal Husing Emergency Shelter Emergency Shelter PH Permanent Supprtive Husing Services Only Services Only Hmelessness Preventin HOPWA Prgram IDIS Activities Cmpnent Facility-Based (Site based r Scattered site) Activity Categry: Facility-Based Husing Subsidy Assistance Permanent Husing (PH) Husing Type Drp Dwn: Permanent husing Activity Categry: Facility-Based Husing Subsidy Assistance Transitinal Husing (TH) Husing Type Drp Dwn: Shrt term shelter r Transitinal supprtive husing facility/units Activity Categry: Facility-Based Husing Subsidy Assistance Shrt Term Husing (STH) Husing Type Drp Dwn: Shrt term shelter r Transitinal supprtive husing facility/units Activity Categry: Facility-Based Husing Subsidy Assistance Htel/Mtel (H/M) Husing Type Drp Dwn: Shrt term shelter r Transitinal supprtive husing facility/units Nt Facility-Based Tenant Based Rental Activity Categry: TBRA Assistance (TBRA) Husing Type Drp Dwn: N/A Activity Categry: Husing Infrmatin Husing Infrmatin (HI) Services Permanent Husing Activity Categry: Permanent Husing Placement (PHP) Placement (PHP) Shrt Term Rent, Activity Categry: Shrt-Term Rent, Mrtgage, Utility Mrtgage, Utility Assistance (STRMU) Assistance (STRMU) Methd fr Tracking Emergency Shelter Utilizatin (2.5) In the HOPWA Prgram, this data element is nly relevant fr prjects funded under the Htel/Mtel and Shrt Term Husing Emergency Shelters cmpnents; these prjects must utilize the Entry/Exit methd -which enables HMIS recrds t run frm the entry int the htel r shrt term husing situatin until the client exits. Federal Partner Funding Surces (2.6) prjects funded in whle r in part by HOPWA are t be identified based n the HOPWA cmpnent type. Select the apprpriate HOPWA cmpnent fr each prject: 6 P age
HUD:HOPWA Htel/Mtel Vuchers HUD:HOPWA Husing Infrmatin HUD:HOPWA Permanent Husing (facility based r TBRA) HUD:HOPWA Permanent Husing Placement HUD:HOPWA Shrt-Term Rent, Mrtgage, Utility Assistance, HUD:HOPWA Shrt-Term Supprtive Facility HUD:HOPWA Transitinal Husing (facility based r TBRA) HUD-HOPWA Supprtive Services Enter a grant identifier fr each HOPWA grant the prject receives alng with the grant start and end dates. Bed and Unit Inventry Infrmatin (2.7) prjects which prvide ldging (Htel/Mtel, Transitinal Husing, and all frms f Permanent Husing facility based r TBRA) must cmplete the bed and unit inventry infrmatin. This infrmatin, in general, matches the infrmatin prvided by the CC fr the HIC. The bed and unit infrmatin is based n the number and type f beds in the HOPWA prject. Fr prjects perating in multiple CCs but entering data int a single HMIS, each site infrmatin recrd must be assciated with a single CC. 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. Fr prjects perating in multiple CCs but entering data int a single HMIS, each site infrmatin recrd must be assciated with a single CC. 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 Frmula and Cmpetitive Prgrams may enter data int HMIS. Hwever, at the time f publicatin f this Manual neither were required by HOPWA t participate in HMIS. All HOPWA prjects using HMIS 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: 7 P age
HMIS Prgram Specific Data Element H/M HI PH PHP STH STRMU TH 4.1 Husing Status X X X X X X X 4.2 Incme and Surces X X X X X X X 4.3 Nn-Cash Benefits X X X X X X X 4.4 Health Insurance X X X X X X X 4.5 Physical Disability X X X X X X X 4.6 Develpmental Disability X X X X X X X 4.7 Chrnic Health Cnditin X X X X X X X 4.8 HIV/AIDS X X X X X X X 4.9 Mental Health Prblem X X X X X X X 4.10 Substance Abuse X X X X X X X 4.11 Dmestic Vilence X X X X X X X 4.14 C Services Prvided X X X X X X X HOPWA 4.15 A Financial Assistance HOPWA X X 4.19 Husing Assessment at X X X X X X X Exit 4.39 Medical Assistance X X X X X X X Infrmatin n the ratinale, cllectin pint, subjects, and instructins fr each element can be fund in the HMIS Data Standards Manual. Ntes n elements specific t HOPWA Residence Prir t Prject Entry (3.9) and Destinatin (3.12) include respnses that shw that a client is transferred frm anther HOPWA-funded prgram. Health Insurance (4.4) includes HOPWA-specific fields cllecting the reasn a client may nt have a particular type f health insurance r medical assistance. Medical Assistance (4.39) is designed t cllect infrmatin n assistance prvided t clients with HIV/AIDS. Special Data Cllectin Instructins There are several special data cllectin issues that apply t HOPWA-funded prjects f which bth System Administratrs and HMIS users shuld be aware. Htel / Mtel Htel/Mtel prjects shuld be set up in an HMIS the same as an Emergency Shelter utilizing the entry/exit methd. 8 P age
Permanent Husing Element 4.14 C Services prvided includes the respnse Fd/meals/nutritinal services. A service recrd fr each instance f a residential meal prvided is nt required r intended. This respnse is nly intended t capture infrmatin abut fd/meals being prvided utside f the perating csts f the husing prgram. (Any preparatin f fd ff-site is cnsidered a supprtive service.) D nt use this respnse fr a daily meal prgram prepared n-site in a husing prject. Prvisin f fd frm nn-husing prjects wuld be cnsidered Supprtive Services. Permanent Husing Placement Use data element Financial Assistance HOPWA (4.15 A) t recrd csts assciated with mving a persn int permanent husing including security depsits, utility depsits, and fees fr credit checks. Shrt Term Rent, Mrtgage, Utility Assistance Use data element Financial Assistance HOPWA (4.15 A) t recrd Rental assistance, Utility payments, and Mrtgage assistance. STRMU des nt cver security depsits r utility depsits which PHP des cver and depending n HMIS sftware may appear as an ptin. Transitinal Husing Element 4.14 C Services prvided includes the respnse Fd/meals/nutritinal services. A service recrd fr each instance f a residential meal prvided is nt required r intended. The intentin f the fd respnse is t capture when fd is prvided thrugh nn-husing prjects, nt daily meals in a husing prject. Prvisin f fd frm nn-husing prjects wuld be cnsidered Supprtive Services. Infrmatin n the ratinale, cllectin pint, subjects, and instructins fr each element can be fund in the HMIS Data Standards Manual. Supprtive Services Element 4.14 C Services prvided includes the respnse Fd/meals/nutritinal services. A service recrd fr each instance f a residential meal prvided is nt required r intended. The intentin f the fd respnse is t capture when fd is prvided thrugh nn-husing prjects, nt daily meals in a husing prject. Prvisin f fd frm nn-husing prjects wuld be cnsidered Supprtive Services. 9 P age