The CT HMIS Project
FEDERAL 2014 DATA
STANDARDS AND ECM 4.4
CHANGES
Provided by:
P Help@NutmegIT.com
W Nutmegit.com
Before We Begin
Please…
Turn Your Cell
Phone
OFF or to
SILENT MODE
HUD HMIS Standards
2014 DATA STANDARDS
UPDATE
2014 Data Standards Update
Find and Read the Official Data Standards
Documentation
– HMIS Data Standards Manual (Full and detailed
Explanation of each element)
https://www.hudexchange.info/resource/3826/h
mis-data-standards-manual/
– HMIS Data Dictionary
https://www.hudexchange.info/resource/3824/h
mis-data-dictionary/
2014 Data Standards Update
“If the client has an open record at the time
you transition from the 2010 to the 2014
data standards the clients entry information
will need to be updated at annual
assessment or before to complete all of the
required data elements required for the
project that are now required to be collected
at entry (i.e. new data standard elements).
2014 Data Standards Update
• General Changes
– “Don’t Know” becomes “Client doesn’t know”
– “Refused” becomes “Client refused”
– New “Data not collected” choice for the
Y/N/DK/R lists for several questions
– “Programs” are now referred to as “Projects”
– Chronically Homeless questions now official
HUD data standard Items!
– “heads of household and adult household
members” has replaced “All Adults” for many
data elements to capture households with only
minors
2014 Data Standards Update
General Changes
• DQ field for Name (All, Record Creation)
– Full, Partial, street name, or code name
reported, Client doesn’t know, Refused
• SSN DQ Wording Change (All, Record Creation)
– “Partial SSN reported” has been changed to
“Approximate or partial SSN reported”
– Doesn’t Know
• Client Location (HoH, Entry)
– CoC code assigned, can change as client
moves to different facilities within a program
enrollment
2014 Data Standards Update
– Gender Choice Phrasing (Change, All, Record
Creation)
• “Transgendered” has been changed to “Transgender”.
• “Other” now let’s you specify Text response. “Other” may
include intersex individuals or persons who prefer not to
identify a specific gender.
– Veteran (Change, Adults, Record Creation)
• Collected at client creation (Static) instead of program Entry
– Residence Prior to Project Entry (New Options,
Removed Options)
• Hospital (non-psychiatric) expanded to:
–
–
–
–
Long-term care facility or nursing home
Residential project or halfway house with no homeless criteria
Rental by client, with GPD TIP subsidy.
Remove:
• Language has been added to the “Permanent housing for
formerly homeless persons” response to incorporate HOPWA
programs.
2014 Data Standards Update
• Length of stay in previous place (New Options,
HoH+Adults, Entry)
– One day or less
– Two days to one week
• WAS “One week or less”
• Destination (New Options, HoH+Adults, Exit)
– Long-term care facility or nursing home
– Moved from one HOPWA funded project to
HOPWA PH
– Moved from one HOPWA funded project to
HOPWA TH
– No exit interview completed
2014 Data Standards Update
• Relationship to Head of Household (New
Field, All, Entry)
– Self (head of household)
– Head of household’s child
– Head of household’s spouse or partner
– Head of household’s other relation member
(other relation to head of household)
– Other: non-relation member
2014 Data Standards Update
• Length of Time on Street, in an Emergency
Shelter, or Safe Haven (New Elements, Changed
Elements)
– Will replace CT version of question
• Continuously Homeless for at Least One Year
• Number of Times the Client has been Homeless in the
Past Three Years
– NOW: 0,1,2,3,4,DK,R 5or more
– WAS: One, first time homeless, Two or three times,
Four or more times, DK,R
• Total Number of Months Homeless in the Past Three
Years
– (If more than 12 months) “Number of Years Continuously
Homeless” – May be calculated in CW based on Months
– WAS: How long since you had a home/perm place to
live?
• Status Documented
2014 Data Standards Update
• Housing Status (Updated – See Docs) (New Options)
– Category 1 – Homeless
– Category 2 – At imminent risk of losing housing
– Category 3 – Homeless only under other federal
statutes
– Category 4 – Fleeing domestic violence
– At-risk of homelessness
– Stably housed
– Client doesn’t know
– Client refused
Just prior to Project Entry (No longer shown on Exit)
2014 Data Standards Update
“Category 3 – Homeless only under other federal
statutes”
Unaccompanied youth under 25 years of age, or families with children and youth,
who do not otherwise qualify as homeless under this definition, but who:
(i) Are defined as homeless under section 387 of the Runaway and Homeless Youth Act
(42 U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C. 9832), section 41403
of the Violence Against Women Act of 1994 (42 U.S.C. 14043e–2), section 330(h) of the
Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of
2008 (7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C.
1786(b)), or section 725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C.
11434a); AND
(ii) Have not had a lease, ownership interest, or occupancy agreement in permanent
housing at any time during the 60 days immediately preceding the date of application
for homeless assistance; AND
(iii) Have experienced persistent instability as measured by two moves or more during
the 60-day period immediately preceding the date of applying for homeless assistance;
AND
(iv) Can be expected to continue in such status for an extended period of time because
of chronic disabilities, chronic physical health or mental health conditions, substance
addiction, histories of domestic violence or childhood abuse (including neglect), the
2014 Data Standards Update
• Income and Sources (HoH+Adults*)
(New Options, New Rules, Removed Options)
– Projects are now required to record only sources of
income that are current as of the information date. (No
last 30 days)
– Under the previous data standards income estimation
was not allowed. It is now required if the actual amount of
income is not certain.
– Veteran’s disability payment is now VA ServiceConnected Disability Compensation
– Veteran’s pension is now VA Non-Service-Connected
Disability Pension.
– Under the previous data standards, collection of this
information was required for all clients; recording income
for minor children on the minor child’s record is no longer
required
2014 Data Standards Update
• Non-Cash Benefits (Changes, New Rules,
HoH+Adults)
– Projects are now required to record only sources
of non-cash benefits that are current as of the
information date. (No last 30 days)
– Under the previous data standards, this data
element was required for all clients. This has
been changed so that data collection is required
for all heads of household and adult household
members.
– Health insurance coverage sources have been
moved into a separate data element.
2014 Data Standards Update
• Health Insurance (All Clients, New Element)
– Covered by Health Insurance (y/n/dk/r)
– Sources
•
•
•
•
•
•
Medicaid
Medicare
State Children’s Health Insurance Program (Husky)
Health insurance obtained through COBRA
Private Pay Health Insurance
State Health Insurance for Adults
– For HOPWA programs, if no “reason”
•
•
•
•
•
•
Applied; decision pending
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused
2014 Data Standards Update
• Physical Disability (New Elements, All Clients)
– Expected to be of long-continued and indefinite duration
– substantially impairs ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services / treatment for this condition
• Developmental Disability (New Elements , All Clients)
– Expected to substantially impair ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services/ treatment for this condition
• Chronic Health Condition (New Elements , All Clients)
– Expected to substantially impair ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services / treatment for this condition
• HIV / AIDS (New Elements , All Clients)
– Expected to substantially impair ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services / treatment for this condition
2014 Data Standards Update
•
•
•
•
Mental Health Problem (New Elements, All Clients)
– Expected to be of long-continued and indefinite duration and
substantially impairs ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services / treatment for this condition
Developmental Disability (New Elements, All Clients)
– Expected to substantially impair ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services / treatment for this condition
Chronic Health Condition (New Elements, All Clients)
– Expected to substantially impair ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services / treatment for this condition Currently
receiving services/ treatment for this condition
HIV / AIDS (New Elements, All Clients)
– Expected to substantially impair ability to live independently
– Documentation of the disability and severity on file
– Currently receiving services / treatment for this condition
2014 Data Standards Update
Expected to be of long-continued and
indefinite duration and substantially
impairs ability to live independently means
1. expected to be of long, continued and indefinite
duration
2. substantially impedes an individual’s ability to live
independently, and
3. of such a nature that such ability could be
improved by more suitable housing conditions.
Documentation of the disability and severity on
file requirements vary by federal funding program so
specific guidance around acceptable documentation
will be provided in the Program Specific Manuals.
2014 Data Standards Update
• Residential Move-In Date (New Fields,
RRH)
– In Permanent Housing (y/n)
– (If yes) Date of Move-In
2014 Data Standards Update
Housing Assessment Disposition (New Field, HoH, Project
Exit)
• New Data Elements for Coordinated Assessment
programs
–
–
–
–
–
–
–
–
–
–
–
–
–
–
Referred to emergency shelter/safe haven
Referred to transitional housing
Referred to rapid re-housing
Referred to permanent supportive housing
Referred to homelessness prevention
Referred to street outreach
Referred to other continuum project type
Referred to a homelessness diversion program
Unable to refer/accept within continuum; ineligible for continuum
projects
Unable to refer/accept within continuum; continuum services
unavailable
Referred to other community project (non-continuum)
Applicant declined referral/acceptance
Applicant terminated assessment prior to completion
Other/specify
2014 Data Standards Update
• Housing Assessment at Exit (New Field, All Clients)
–
–
–
–
–
–
–
–
–
–
–
Able to maintain the housing they had at project entry
Moved to new housing unit
Moved in with family/friends on a temporary basis
Moved in with family/friends on a permanent basis
Moved to a transitional or temporary housing facility or program
Client became homeless – moving to a shelter or other place unfit for
human habitation
Client went to jail/prison
Client died
Client doesn’t know
Client refused
Subsidy information (If Able to maintain the housing)
•
Without a subsidy
• With the subsidy they had at project entry
• With an on-going subsidy acquired since project entry
• Only with financial assistance other than a subsidy
– Subsidy information (If Moved to new housing unit)
•
With an ongoing subsidy
• Without an ongoing subsidy
2014 Data Standards Update
• PATH
– Path Funded Services (HUD Categories)
•
•
•
•
•
•
•
•
•
•
•
•
•
Outreach
Screening/assessment
Habilitation/rehabilitation
Community mental health
Substance use treatment
Case management
Residential supportive services
Housing minor renovation
Housing moving assistance
Housing technical assistance
Security deposits
One-time rent for eviction prevention
Other PATH funded service
2014 Data Standards Update
• PATH
– Referrals Provided (Categories)
•
•
•
•
•
•
•
•
•
•
•
Community Mental Health
Substance Use Treatment
Primary Health Services
Job Training
Educational Services
Relevant Housing Services
Housing Placement Assistance
Income Assistance
Employment Assistance
Medical Assistance
+ Status: Attained/Not/Unknown
– PATH Enrollment Status (Yes/No/Ineligible/Other)
– Connection with SOAR (At Exit)
• Workflow Changes (No duplicate enrollments!)
• Report Changes (Waiting on FINAL standards on report)
2014 Data Standards Update
• HOPWA
– Services Provided (HUD Categories)
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Adult day care and personal assistance
Case management
Child care
Criminal justice/legal services
Education
Employment and training services
Food/meals/nutritional services
Health/medical care
Life skills training
Mental health care/counseling
Outreach and/or engagement
Substance abuse services/treatment
Transportation
Other HOPWA funded service
2014 Data Standards Update
• HOPWA (STRMU and PHP)
– Financial Assistance Provided (Categories)
•
•
•
•
•
Rental assistance
Security deposits
Utility deposits
Utility payments
Mortgage assistance
2014 Data Standards Update
HOPWA
• Medical Assistance (New Field)
– Receiving Public HIV/AIDS Medical
Assistance
• (if no) Reason
– Receiving AIDS Drug Assistance
• (if no) Reason
* Reason is visible for other program types,
but NOT required.
2014 Data Standards Update
VA and SSVF
• Services Provided (SSVF)
– Type of Service
• Direct provision of other public benefits
–
–
–
–
–
–
–
Personal financial planning services
Transportation services
Income support services
Fiduciary and representative payee services
Legal services – child support
Legal services – eviction prevention
Legal services – outstanding fines and penalties
• Other (non-TFA) supportive service approved by VA
– Text Box for Other
2014 Data Standards Update
VA and SSVF
• Financial Assistance Provided (SSVF)
–
–
–
–
–
–
–
–
–
Rental assistance
Utility fee payment assistance
Security deposit
Utility deposit
Moving costs
Transportation services: tokens/vouchers
Transportation services: vehicle repair/maintenance
Child Care
General housing stability assistance - emergency
supplies
– General housing stability assistance - other
– Emergency housing assistance
2014 Data Standards Update
Veterans (New Fields, Updated Fields)
• Year Entered Military Service
• Year Separated from Military Service
• Theatre of Operation
–
–
–
–
–
–
–
–
World War II
Korean War
Vietnam War
Persian Gulf War (Operation Desert Storm)
Afghanistan (Operation Enduring Freedom)
Iraq (Operation Iraqi Freedom)
Iraq (Operation New Dawn)
Other Peace-keeping Operations or Military Interventions (such as Lebanon,
Panama, Somalia, Bosnia, Kosovo)
• Branch of the Military
• Discharge Status
• Address Prior to Entry
DQ)
(Address, City, State, Zip, Address
CASEWORTHY 4.4
CHANGES
ECM 4.4 Timeline*
• Schedules System Downtime
– Saturday 10/4 through Tuesday 10/7
Plan Accordingly!
* Subject to Change
New ROI Form
Updated ROI Form in CW
ECM 4.4 Enhancements
• ECM ID displayed under Client Name
• One login can be assigned multiple
Organizations (yay!)
• New Alert Style
ECM 4.4 Enhancements
• Enhanced Client Demographic Screen
– Contact Info (non-required)
•
•
•
•
Suffix (Jr, Sr, etc.)
Cell / Work / Home #
Email Address
Citizenship Status
– Current Housing Situation (non-required)
ECM 4.4 Enhancements
• Project Setup
– Funders can be recorded in ECM per Project
• Multiple Funders per program
– Grant IDs
– CoC Codes are linked to providers (and clients)
• Facility Setup (Resources, beds, units, etc)
– New Target Pops (Veteran and Youth)
• New “official” Anonymous feature tacks on
Client ID, based on DQ options of
“Refused”, “Data Not Collected”, and
“Client Doesn’t Know,”
ECM 4.4 Enhancements
• More robust “Copy assessment” feature
– Choose Any enrollment/assessment
– Auto-pops up a prompt asking if you’d like to
copy assessment data
• New Assessment Type for “Annual” in
addition to the Entry/During Program / Exit
– Annual restricted by date to within 30 days of
initial date
ECM 4.4 Enhancements
• Pause/Resume multiple workflows
ECM 4.4 Enhancements
Household Relationship per Project Enrollment
• 2014 HUD Standards require a new field to capture the
relationship to head of household specific to enrollment
allowing different family compositions for each
individual project enrollment.
• On this form, the relationship to HOH defaults to the
relationship setup on the Add Family Member form.
• Changes made on the enrollment relationship to HOH only
affect the family composition for this enrollment.
For example, a household with two adults and three minors
might have an adult HOH, but if the three minors were to enroll
in a program without the adults, one would need to be set as
the HOH on the Add Enrollment Members form. HUD reports
family member composition by enrollment.
ECM 4.4 Enhancements
HMIS Enrollment Members
P 866-721-HMIS (4647)
W CTHMIS.com
E HMIS@NutmegIT.com