Changes - cohhio

Ohio Balance of State
Continuum of Care
Introduction to the 2014
HUD Data Standards
July 17, 2014
• Muted call
• Submit questions via
chat feature
• Questions answered
during the webinar or
Goals of this Webinar
Provide basic information about
what is included in the 2014
HUD Data Standards
Encourage agencies to begin
planning for the switch to the
2014 HUD Data Standards
Discuss timeline for
implementation of the 2014
HUD Data Standards
Overview of Webinar
History and purpose of Data Standards
Changes to the data standards
Implications of those changes
Next Steps
History & Purpose
• Homeless
Characteristics &
• Allocating Resources
• Measuring
HMIS Data Dictionary
• Geared to HMIS vendors
HMIS Data Standards
• Geared towards HMIS
Users, CoCs,
Universal vs. Program Specific
Data Elements
• Universal data elements
apply to all projects
Program Specific
• Program specific data
elements are dependent
upon the program that
funds the project and
what that program
Universal Data Elements
Universal Data Elements
• Elements Changed/Added:
• Data quality field for name
• Clients may select up to five races (there is
no Other)
• Client location code
• Length of time on street, in emergency
shelter or safe haven
Client Location Code
• This is the HUD established CoC
– The Balance of State HUD CoC code is:
– For a full listing of all CoC codes, visit
nts/FY2013_CoCNamesNumbers.pdf or
see the notes pages to this powerpoint
Length of Time on Street, in Emergency
Shelter or Safe Haven
• Continually Homeless for at least one year?
Client doesn’t know
Client refused
Length of Time on Street, in Emergency
Shelter or Safe Haven
• Number of Times the Client has been
Homeless in the Past Three Years
– 4 or more
– Client doesn’t know
– Client refused
Length of Time on Street, in
Emergency Shelter or Safe Haven
• Total Number of Months Homeless in
the Past Three Years
– 0-12
– Client doesn’t know
– Client refused
– More than 12 months
• If more than 12 months is selected you will
need to input the total number of years
Length of Time on Street, in
Emergency Shelter or Safe Haven
• Status Documented
– Yes
– No
Universal Data Elements
• Language Changes
– Don’t know is Client doesn’t know
• If this data was not collected, leave it blank.
– Refused is Client refused
• This answer is also used to protect the identity
of individuals fleeing domestic violence, dating
violence, sexual assault, or stalking.
*These categories correspond to how the client responded to the questions.
These are not intended to be used for missing data.
Universal Data Elements
Elements Removed
• Housing status
• Zip code of last permanent address
Program vs. Project
• A program refers to the
federal funding source
(e.g. HUD CoC, HHS
PATH, VA SSVF, etc.)
• A project refers to a
distinct unit of an
organization that
provides services
and/or lodging
Why does this matter?
Understanding that a program is where you get your funds will help
you determine which standards apply to your project.
Programs Subject to Program
Specific Data Elements
Program Specific Elements match from CoC to ESG based
on your program component. Program components
include: ES, TH, RRH, PSH, HP, Street Outreach, SSO,
Program Specific Data
• Health Insurance
• Residential Move In Date
– RRH Only
• Applies to the date the
client physically moves
into the housing unit
• Income
– VA Service-Connected
Disability Compensation
and VA Non-ServiceConnected Disability
• Non-cash Benefits
Health Insurance Fields
• Information Date
• Covered by Health Insurance
• Options– Medicaid, Medicare, State Children’s
Health Insurance, Veteran’s Administration
(VA) Medical Services, Employer-Provided
Health Insurance, Health Insurance
obtained through COBRA, Private Pay
Health Insurance, State Health Insurance
for Adults
Who is Changing What?
Bowman (our vendor) is
changing ServicePoint to reflect
the new Data Standards
COHHIO is changing our
documentation and training to
reflect the new Data Standards
Projects need to update
agency forms and/or
Coordinated Intake to match
changes in ServicePoint
Agency Forms/HMIS Entry
• You may add data elements to your
documents at will.
– You may need to change Coordinated Intake
and Program Intake/Assessments as applicable
• Please note that new standards will apply to
any individual in your program on October 1,
2014 regardless of whether or not they
entered prior to that date
• DO NOT drop any items from your forms or
HMIS data entry until after October 1, 2014
Next Steps
• Watch your email for information and
training notifications
• Program specific training for
SSVF/PATH providers coming soon
• Expect a transitional Annual
Performance Report during the 1st year
of implementation
Next Steps
• Email with
• Bookmark these documents
– HMIS-Data-Dictionary
2014.pdf (for vendors and
System Administrators)
– HMIS-Data-StandardsManual 2014.pdf (for
Please submit your questions via the chat feature. Your questions
will either be answered during the webinar or by email afterward.