HMIS 2014: Data Standards Training
Presenter: Kelly Pickell
HMIS Specialist & Quality Assurance
HMIS Data Standards
2004
2010
A Brief History
2014
2014 HMIS Data Standards
2014 Data Standards, released by HUD/HHS/VA:
• HMIS Data Dictionary
• HMIS Data Manual
• Program-Specific Manuals
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ESG
PATH
CoC
HOPWA
RHY
VA
All of these are online at:
www.hudexchange.info/hmis
Data Standards Sections
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Project Descriptor Data Elements
Universal Data Elements
Program Specific Data Elements
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General Program Specific
RHY Required
HOPWA Required
RHSAP Required
VA Required
Metadata Elements
Project-Level Changes In AWARDS
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“Submits HUD APR” will become “Use HMIS Data
Elements”. Changeable by Admins.
Residence Units and # Of Beds auto-calculated.
CoC and GeoCode are multi-select.
“Federal Funding Source” is a new multi-select
field. Funding Sources will affect which fields show
up at Intake & Discharge.
Training Video found in Online Help
Residence Units Changes
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Tracking for Overflow and Seasonal Beds.
Tracking Client Locations.
Residence Units ReportBuilder
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Calculating Capacity and Utilization on any date.
Tracking Changes.
Coming Soon:
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User-Friendly system of adding and editing units.
Beds grouped together in Units.
Training Video found in Online Help
Data Element Changes In AWARDS
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 – Calculated Read-Only Field
• Episodes of Homelessness changes
• Chronically Homeless – Calculated Read-Only Field
• Removed*: Housing Status & Zip Code Last Perm.
Data Element Changes In AWARDS
Program-Specific Data Element Changes
• The Data Elements that show up by default will
depend on the Program Type and Funding Sources
of each project!
• Anything not required is considered optional and
your admin will be able to decide what to show or
hide later on.
Program-Specific Data Elements
New Data Elements
• Health Insurance
• Housing Assessment & Housing Disposition at Exit
• Many new Funder-Specific elements
Changed Elements
• Housing Status – Only HOPWA & PATH
• Special Needs
• Employment, General Health, Pregnancy, and
Education questions – Only required for RHY
RHY Data Elements
Runaway and Homeless Youth Programs (RHY)
have the most data elements by far.
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RHY-BCP Status
Sexual Orientation
School Status
Last Grade Completed
Employment Status
General Health
Dental Health
Mental Health
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Pregnancy Status
Former Wards
Critical Issues Survey
Sexual Exploitation
RHY Referral Source
Aftercare Plans
Completion Status
Family Reunification
Other Funder Data Elements
PATH Data Elements
VA Data Elements
• Contact Date/Location • Veteran’s Info
• Engagement Date
• Percent of AMI
• PATH Status
• Last Permanent Address
• Connection with SOAR
HOPWA Elements
• Medical Assistance
RHSAP Data Elements
• Worst Housing Situation
Show/Hide Fields Functionality
New Functionality is being designed to allow
System Administrators to determine which fields
will be shown on each programs’ admission and
discharge form. ETA: November 2014
• Options include: Show, Hide, and Require
• Defaults are set based on the Program Type and
Funder Types.
• Universal Data Elements can’t be hidden.
Services Provided & Referrals
Certain Federal Partners now require that Services
Provided & Financial Assistance be documented on
the Supportive Services Checklist.
• PATH
• RHY
• HOPWA
• SSVF
Referrals Provided must be documented for RHY
and PATH projects.
Other Data Element Changes
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Metadata will be stored behind the scenes.
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Last Updated, By Whom.
Age-Specific Data Elements
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Ability to answer adult questions for clients who turn
18 while in a program. Intake or Face Sheet.
Default answers for children such as “Veteran Status”
= “No” and “Disabling Condition” = “N/A”.
Upcoming: Workflow Changes
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New path for admitting Households vs Individuals
Simplified process for changing household
composition.
Improved workflows for Emergency Shelters,
Nightly Shelters, and Outreach Programs.
Improved Coordinated Assessment functionality.
Allow Partially Completed Forms to be Saved.
Inline Collection fo Referral Source.
Annual Updates
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Annual Updates must now be completed within
one month (plus or minus) of a client’s
admission date.
Coming Soon:
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Audit Messages on client’s Anniversary.
Audit Messages when clients turn 18.
Reporting on Historical Changes
Upcoming Report Changes
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HUD will be issuing programming specs for the
APR, ESG CAPER, and PATH ARS this year.
Starting October 1, 2015 all new reports will rely
only on the 2014 Data Elements.
Housing Utilization Reports account for changes.
Additional Report updates will come in 2015.
AHAR – No changes yet. This year’s report is
based on the 2010 Data Standards.
APR – No changes yet. Data is being mapped.
Data Exports & Uploads
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HUD CSV standard is changing from 3.03 to 4.00 in
late October.
Uploads completed now will rely on the old 2010
HMIS Data Standards elements. Updating data
now could have unintended consequences.
If you are uploading or exporting September data
please do so ASAP before any client records are
updated.
SSVF programs – Please complete a Data Export
on September 30th before 5pm ET. Just to be safe.
PATH/Outreach Exploratory Group
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If you are interested in participating in an
exploratory group to help tweak and enhance the
Homeless Outreach and PATH Outreach
functionality in AWARDS, please email
kelly@footholdtechnology.com.
Webinar Meeting on Thursday, October 16th at
2:00 PM ET.
Additional Resources
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Training Films available in Online Help next week.
1. HMIS Data Standards Overview
 2. HMIS New Fields
 3. HMIS Program-Specific HOPWA
 4. HMIS Program-Specific RHY
 5. HMIS Program-Specific VA/SSVF
 6. HMIS Program-Specific PATH/Outreach
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This powerpoint and a recording of this webinar will be
available next week by request. Email
kelly@footholdtechnology.com.
Support and help is available through the Help Desk.
Questions?