Tools and Tips for HMIS Programs
Data Collection, Outcome
Measurement and Implementation
COSCDA Homeless Program
Manager’s Conference
Washington, DC
HUD PERSPECTIVE
JULIE HOVDEN
Program Analyst
Office of Special Needs Assistance Programs
Dept. of Housing & Urban Development
What’s Coming at HUD?
• Revised Data Collection and Reporting
– Revised HMIS Data Standards (data elements)
• Updated XML schema – April 2010
– Annual Performance Report (APR) for CoC programs
and HPRP
– Annual Homeless Assessment Report (AHAR)
– Homelessness Pulse Reports
– Homeless Data Exchange (HDX)
• Standardizing Federal Data & Reporting
– Street Outreach programs
• HEARTH Act and HMIS
Revised Annual Performance Report
• Name change: focus on performance
• Some questions based on program type
• Sections:
– Project information
– Program Outputs
– Client Characteristics
– Program Performance (outcomes)
• Electronic submission in e-snaps
APR Transition Period
• Beginning May/June 2010 all APRs will be
submitted in e-snaps (no HUD 40118 form)
• Projects with operating years ending April 30,
2010 and earlier will submit HUD 40118 form.
• Projects with operating years ending after
April 30th will submit in e-snaps based on data
collected in 2009-10 operating year
– Some questions are different
– New questions are optional for transition period
APR Transition Period (cont.)
• Some changes:
– Age categories
– Universe of persons for some elements
– New street outreach questions
– New HMIS project questions
• Guidance on completing APRs during
transition year will be published in April/May
• Submit questions to Virtual Help Desk on HUD
HRE (www.hudhre.info)
Annual Homeless Assessment Report
(AHAR)
• Four table shells
– ES for individuals; ES for families
– TH for individuals ; TH for families
• CoCs submit data for 1 to 4 table shells
• Minimum bed coverage required for
participation
• Data from HMIS (table shells), HIC and PIT
counts.
• Supplemental reports
AHAR PARTICIPATION HISTORY
450
# of CoCs
400
350
2009
300
335
250
2008
200
222
150
100
50
0
2007
2005
2006
97
64
74
AHAR
• 2009 AHAR » June 2010
– ES and TH programs
– Supplemental Report on Veterans
• 2010 AHAR » June 2011
– Data collected in HMIS: 10/1/09=9/30/10
– Data reported: October – November 2010
– PH programs added (= 6 tables shells)
– Supplemental Report on Veterans
Homelessness Pulse Reports
• Intended to help HUD better understand
impact of economic crisis on homelessness
• Quarterly reporting
– Started in 2009 (1st quarter CY09)
– HMIS data on sheltered persons only
– Newly homeless persons
Pulse Reports
• Currently limited to following CoCs:
o Phoenix/Mesa/Maricopa
County, AZ
o Bridgeport, Stratford and
Fairfield, CT
o District of Columbia
o Lakeland/Winterhaven/
Polk County, FL
o Shreveport/Bossier/
Northwest, LA
o New York City, NY
o Cleveland/Cuyahoga
County, OH
o Richmond/Henrico,
Chesterfield and
Hanover Counties, VA
• Once OMB approves data collection, more
CoCs will be allowed to participate
Homelessness Data Exchange
• HDX is expansion of AHAR Exchange
• CoCs will submit data electronically for:
– AHAR
– Homelessness Pulse Reports
– Housing Inventory Count (HIC)
– Point in Time Count (PIT)
• HDX to go live in May 2010
Standardizing Federal Data &
Reporting
• December 2009: Agreement between HHS
and HUD for data collection and reporting for
street outreach programs funded by PATH
and/or SHP.
• HUD awaiting OMB approval.
• HHS to initiate OMB/PRA process.
Street Outreach Outputs
• Contacts and Engagements
– # of persons contacted and # of times contacted
– # of persons engaged after various # of contacts
– Living situation at time of first contact
• Persons identified as sleeping in places not meant for
human habitation
• Persons identified as sleeping in a shelter/ housing
service site or other form of housing
• Persons whose living arrangements are unknown
Street Outreach Outcomes
• Housing stability
• Service linkage (select at least one)
– Physical Disability
– Developmental Disability
– Chronic Health
– HIV/AIDS
– Mental Health
– Substance Abuse
HEARTH Act
• Allows CoC to apply as a Collaborative Applicant
(similar to current process) or Unified Funding
Agency
• Consolidates 3 current CoC programs (SHP, S+C,
SRO) into 1 CoC program
• Creates new Rural Housing Stability Program
• Revises ESG to Emergency Solutions Program
with increased funding and eligible activities
– Increased focus on prevention and rapid re-housing
HEARTH and HMIS
• Requires ESG and CoC grantees to use HMIS
– State grantees may have to implement data
warehouse
• No statewide HMIS
• More than 1 CoC in the state
• More than 1 HMIS software product used across the
state
– HMIS continues to be managed at CoC level
– Client level data collected at CoC HMIS level by
grantees and subgrantees
RESOURCES
• HUD Homelessness Resource Exchange (HRE)
– Virtual Help Desk
– Resource Library
– Notices and NOFAs
– Community Documents
– HUD Guidance
• Homeless, HMIS and CoC PoC listserv groups
– Sign-up at www.hudhre.info or www.hud.gov
COMMUNITY PERSPECTIVE
JULIE EBERBACH
Project Director
Iowa Institute for Community Alliances
The Essential Elements…
• Effective Client Assessment
– Evaluation of client progress is difficult without
comprehensive entry assessment
• Quality Data Collection
– Data completeness
– Collection of appropriate data elements
– Accuracy
Outcomes Measurement
• HUD’s HPRP Outcomes
– Reduction of time in shelter (length of stay)
– Reduction of persons “entering” homelessness for the first time (more
effective homeless prevention)
– Increase the number of persons who are diverted from shelter
– Reduce repeat episodes of homelessness (recidivism)
– Reduce the overall number of homeless persons/families
– Reported by:
• Initial Performance Report (IPR)
• Quarterly Performance Report (QPR)
• Annual Performance Report (APR)
• HUD’s SHP Outcomes
–
–
–
–
63.5% of persons exit to permanent housing from transitional housing
71.5% remain stably housed for over 6 months
19% of persons have employment income at exit
Reported by:
• Annual Progress Report (APR)
Data Collection Elements
• Program Entry Information
• Client Demographics
– Gender, age, race, veterans status, disability status
•
•
•
•
Housing Status
Income Data
Services Provided
Program Exit Information
– Housing status, income, stability at exit
Data Quality Tools
• Regular and REQUIRED Data Quality Reports
– Commencing Year Data Quality Certifications
– Monthly Data Quality Report (for draw request
period)
– Year End Close Out Data Detail Certifications
– Monthly “All Stars” Report
– HPRP Monthly Data Quality Report and QPR
Certification
– AHAR Report Certifications
– Point In Time Report/HIC Certifications
Client Assessment Tools
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•
Housing Barriers Assessment
Client Intake Information
Self Sufficiency Matrix
Vulnerabilities Index
Housing Barriers Assessments
• Developed in Minnesota
• Used extensively in Georgia
• Designed to direct clients to the “right”
program
• Three Focus areas
– Tenant Issues
– Personal Issues
– Income Issues
Self Sufficiency Matrix
• Developed in Arizona
• Used as a program evaluation tool
• Becoming a Client centered Outcome
measurement tool.
• 17 Domain Areas
• Assessment re-taken over time to reflect
progress
Domain
Score
1
2
3
4
5
Income
no income
Inadequate income
and/or spontaneous or
inappropriate spending
Can meet basic needs
with subsidy;
appropriate spending
Can meet basic needs
and manage debt
without assistance
Income is sufficient,
well managed; has
discretionary income
and benefits
Employment
No job
Temporary, part-time
or seasonal;
inadequate pay, no
benefits.
Employed full time;
inadequate pay; few
or not benefits
Employee full time
with adequate
subsidized housing.
Maintains permanent
employment with
adequate income and
benefits.
Housing
Homeless or
threatened with
eviction
In transitional,
temporary or
substandard housing;
and/or current
rent/mortgage payment
is unaffordable (over
30%of income)
In stable housing that
is safe but only
marginally adequate.
Household is in safe,
adequate, subsidized
housing.
Household is safe,
adequate,
unsubsidized housing.
Food
No food or means to
prepare it. Relies to a
significant degree on
other sources of free
or low-cost food.
Household is on food
stamps
Can meet basic food
needs, but requires
occasional
assistance.
Can meet basic food
needs without
assistance.
Can choose to
purchase any food
household desires.
Childcare
Needs childcare, but
none is
available/accessible
and/or child is not
eligible.
Child case is unreliable
or unaffordable,
inadequate
supervision is a
problem for child care
that is available
Affordable subsidized
childcare is available,
but limited.
Reliable, affordable
childcare is available,
no need for subsidies
Able to select quality
childcare of choice
Safety
Home or residence is
not safe; immediate
level of lethality is
extremely high;
possible CPS
involvement
Safety is
threatened/temporary
protection is available;
level of lethality is high
Safety is
threatened/temporary
protection is
available; level of
lethality is high
Safety is
threatened/temporary
protection is available;
level of lethality is
high
Safety is
threatened/temporary
protection is available;
level of lethality is
high
Parenting
Skills
There are safety
concerns regarding
parenting skills
There are safety
concerns regarding
parenting skills
There are safety
concerns regarding
parenting skills
There are safety
concerns regarding
parenting skills
There are safety
concerns regarding
parenting skills
Children's
Education
One or more eligible
children not enrolled
in school.
One or more eligible
children enrolled in
school, but not
attending classes.
Enrolled in school,
but one or more
children only
occasionally
attending classes.
Enrolled in school
and attending classes
most of the time.
All eligible children
enrolled and
attending on a regular
basis
Adult Education
Literacy problems
and/or no high school
diploma/GED are
serious barriers to
employment.
Enrolled In literacy
and/or GED program
and/or has sufficient
command of English
to where language is
not a barrier to
employment.
Has high school
diploma/GED
Needs additional
education/training to
improve employment
situation and/or
resolve literacy
problems to where
they are able to
function effectively in
society.
Has completed
educational/training
needed to become
employable. No
literacy problems
Legal
Current outstanding
tickets or warrants.
Current charges/trial
pending,
noncompliance with
probation/parole.
Fully compliant wit
probation/parole
terms.
Has successfully
completed
probation/parole
within past 12
months, no new
charges filed.
No active criminal
justice involvement in
more than 12 months
and/or no felony
criminal history
Health Care
No medical coverage
with immediate need.
No medical coverage
and great difficulty
accessing medical
care when needed.
Some household
members may be in
poor health.
Some members (eg
Children on AHCCCS
All members can get
medical care when
needed, but may
strain budget.
All members are
covered by
affordable, adequate
health insurance.
Life Skills
Unable to meet basic
needs such as
hygiene, food,
activities of daily
living.
Can meet a few but
not all needs of daily
living without
assistance.
Can meet most but
not all daily living
needs without
assistance.
Able to meet all basic
needs of daily living
without assistance
Able to provide
beyond basic needs
of daily living for self
and family.
Mental Health
Danger to self or
others; recurring
suicidal ideation;
experiencing severe
difficulty in day-today life due to
psychological
problems.
Recurrent mental
health symptoms that
may affect behavior,
but not a danger o
self/others; persistent
problems with
functioning due to
mental health
symptoms.
Mild symptoms may
be present but are
transient; only
moderate difficulty in
functioning due to
mental health
problems.
Minimal symptoms
that are expectable
response to life
stressors; only slight
impairment in
functioning
Symptoms are absent
or rare; good or
superior functioning
in wide range of
activities; no more
than every day
problems or
concerns.
Vulnerability Index
• A tool for identifying and prioritizing the street
homeless population for housing according to
the fragility of their health.
• Survey instrument administered on the
streets.
• Creation of a “real” list of all the people on the
streets.
Vulnerability Index
For individuals who have been homeless for at least six
months, one or more of the following markers place
them at heightened risk of mortality:
1) more than three hospitalizations or emergency room visits in a
year
2) more than three emergency room visits in the previous three
months
3) aged 60 or older
4) cirrhosis of the liver
5) end-stage renal disease
6) history of frostbite, immersion foot, or hypothermia
7) HIV+/AIDS
8) tri-morbidity: co-occurring psychiatric, substance abuse, and
chronic medical condition
Tools Built into I-COUNT
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HPRP Required Reports
SHP Required Reports
ESGP Required Reports (Iowa HAP Grant App)
Self Sufficiency Matrix
Customized reporting for local needs
Additional Informational Resources
HUD’s Homeless Resource Exchange
www.hudhre.info
National Human Services Data Consortium
www.nhsdc.org
National Alliance to End Homelessness
www.endhomelessness.org
Questions?
Iowa Institute for Community Alliances
www.iowainstitute.net
515-246-6643
Julie Eberbach, Project Director
julie@iowainstitute.net
Thank You!
COMMUNITY PERSPECTIVE
JONATHAN HARDY
Director, State Community Services Office
Utah Department of Community and Culture