HMIS 101: MODULE 3
In-Depth Data Standards
SPONSORED BY: U.S. DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
HMIS System Administrator Training Series
Partners
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Jeff Ward, Abt Associates, Inc.
Kat Freeman, The Cloudburst Group
Natalie Matthews, Abt Associates, Inc.
Chris Pitcher, The Cloudburst Group
Purpose
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Provide HMIS System Administrators, end users, CoC
representatives, consumers, and federal, state, and
local partners with a basic understanding of:
 HMIS
Data Standards
Webinar Format
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This training is part of a series of trainings that will
provide new staff with the basic information
needed to operate or participate in an HMIS
It is anticipated that this series of trainings will be
offered quarterly
This training is anticipated to last 90 minutes
Presenters will walk through presentation material
Audience members are “muted” due to the high
number of participants
Submitting Questions
5
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
All follow-up questions should be submitted to the
Ask the Expert function on www.hmis.info
If you have multiple questions, we recommend
compiling them into a single submission to Ask the
Expert with a reference to the HMIS 101: Module 3
training
Webinar Materials & Evaluation
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Quick follow up survey will be emailed out after the
webinar
The webinar will be recorded, and all materials will
be posted to HMIS.info
During webinar, we’ll be asking you a few questions
as well
Overview of Training Series
7

HMIS 101 Modules III, IV and V:
 Module
III: In-Depth Data Standards
 Module IV: In-Depth Security and Privacy
 Module V: Data Quality Standard and Compliance
Plans

HMIS 201:
 HMIS
Budgeting and Staffing
 PIT and HIC
 Best Practice Highlights/ Use of Technology
Poll #1: Role with HMIS
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A.
B.
C.
D.
E.
F.
HMIS System Administrator
HMIS Data Entry staff/Program staff
CoC staff
Technical Assistance provider/Trainer
HMIS Vendor
Other
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Introduction to Standards
History of HMIS Standards
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HMIS Data Standards were developed by focus
groups of community stakeholders, researchers,
technology experts and consumers
Data and Technical Standards were initially
published in July 2004
Sections 2 and 3 of the original standard were
replaced in March 2010 while the remaining
sections of the 2004 standard remain in effect
Focused on standards, not development of a system
History of HMIS Standards
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
What the HMIS Standards Don’t Do:
 Set
a specific software to be used
 Limit a CoC or HMIS from requiring the collection
additional data elements
 Limit a CoC or HMIS from requiring additional client
privacy and system security protections
 Limit a CoC or HMIS from adding additional
functionality (beyond HUD purposes)
 Stay static (they are updated periodically)
HMIS Data Standards
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
There are 3 data element categories outlined in the
March 2010 Revised HMIS Data Standards
 Program
Descriptor Data Elements (PDDE)
 Universal Data Elements (UDE)
 Program-Specific Data Elements (PSDE)
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The Data Standards define specific, allowable
responses for each data element
Not all the data in the Data Standard are required
to be collected by every program
Each program will collect at least a subset of data
Poll #2: HMIS Data Standards
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
True or False: The HMIS Data and Technical
Standards are a document that outlines the data
collection, privacy, and security requirements for
collecting data required by HUD.
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Poll #3: How categories of Data
Elements?
A.
B.
C.
D.
E.
One
Two
Three
Four
Unsure—didn’t cover
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Program Descriptor Data Elements
Program Descriptor Data Elements
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
Establish program hierarchy using:
 2.1
 2.2
 2.3
 2.4
 2.5
Organization Identifier
Organization Name
Program Identifier
Program Name
Direct Service Code
Example
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Program Descriptor Data Elements
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
2.6 Site Information
 Program
Site Configuration Type
 Site Address
 Geocode
 Site Type
 Housing Type

This information is collected at the program and site
level.
Program Descriptor Data Elements
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Program Site Configuration Type
 Single site, single building
 Single site, multiple buildings
 Multiple sites
Site Address
 EXCEPTION: Victim Service Providers address list
administrative office address (no shelter address)
 Mobile and scattered site programs should record the
address of their administrative office
Geocode
 Scattered site should record for the location of the majority
of their beds or where the beds were located as of the last
HIC update.
Program Descriptor Data Elements
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Site Type
 Non-Residential: Services Only
 Residential: special needs and non-special needs
 Residential: special needs only
Housing Type
 Mass shelter/ Barracks
 Dormitory/hotel/motel
 Shared housing
 Single Room Occupancy (SRO)
 Single Apartment (non-SRO)
 Single Home/townhouse/duplex
 Not Applicable: non-residential program
Program Descriptor Data Elements
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

2.7 Continuum of Care Number
2.8 Program Type Code
 Emergency Shelter
 Transitional Housing
 Permanent Supportive Housing
 Homeless Outreach
 Homeless Prevention and Rapid Re-housing
 Services Only Program
 Other
 Safe Haven
 Permanent Housing (e.g., Mod Rehab SRO, subsidized housing
without services)
Program Descriptor Data Elements
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
2.9 Bed and Unit Inventory Information
 Household Type
 Bed Type
 Availability
 Bed Inventory
 CH Bed Inventory (PSH Only)
 Unit Inventory
 Inventory Start Date
 Inventory End Date
 HMIS Participating Beds
 HMIS Participation Start Date
 HMIS Participation End Date
Program Descriptor Data Elements
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
Bed and Unit Inventory Information

Household Type

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
Bed Type
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Facility-based
Voucher
Other
Availability


Households without Children
Households with Children
Year-round
Seasonal (Emergency Shelters Only)
Overflow (Emergency Shelters Only)
Bed Inventory
CH Bed Inventory (PSH Only)
Unit Inventory
Program Descriptor Data Elements
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
Bed and Unit Inventory Information (cont’d)
 Inventory
 The
date the bed/unit inventory was made available
 Inventory
 The
 HMIS
Start Date
End Date
date the bed/unit inventory was no longer available
Participating Beds
 HMIS Participation Start Date
 HMIS Participation End Date
Program Descriptor Data Elements
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2.10 Target Population A
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Single Males (18 years or older)
Single Females (18 or older)
Single Males and Females (18 or older)
Couple Only, No Children
Single Males and Households with Children
Single Females and Households with Children
Households with Children
Unaccompanied Young Males (under 18)
Unaccompanied Young Females (under 18)
Unaccompanied Young Males & Females (under 18)
Single Male and Female & Households with Children
Program Descriptor Data Elements
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2.11 Target Population B
 DV: Domestic Violence victims
 VET: Veterans
 HIV: Persons with HIV/AIDS
 NA: Not Applicable
2.12 Method for Tracking Residential Program Occupancy
 Program Entry and Exit Date Comparison
 Bed Management Model
 Service Transaction Model
2.13 Grantee Identifier
Poll #4: Program Descriptors
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
Why do program descriptor data elements matter?
A.
B.
C.
D.
They don’t—they’re optional
They establish the hierarchy of programs within
an organization in the HMIS and uniquely identify
Organizations and their programs.
They also identify whether or not, within the
electronic HMIS system, programs are
organizational names only OR do the programs
provide direct services.
Both B and C
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Universal Data Elements
Universal Data Elements
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3.1 Name
3.9 Residence Prior to
3.2 Social Security Number Program Entry
3.10 Zip Code of Last
3.3 Date of Birth
Permanent Address
3.4 Race
3.11 Housing Status
3.5 Ethnicity
3.12 Program Entry Date
3.6 Gender
3.13 Program Exit Date
3.7 Veteran Status
3.8 Disabling Condition 3.14 Unique Person
Identification Number
3.15 Household
Identification Number
Universal Data Elements
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• 3.1 Name
– The First, Middle, Last and suffix of the client’s name
– Collected at program entry or as soon as possible thereafter
• 3.2 Social Security Number
– Importance
– Unique ID creation
– Facilitate an increase in mainstream resource utilization
– SSN Type component for assessing data quality
– Full SSN Reported
– Partial SSN reported
– Don’t Know/ Doesn’t have SSN
– Refused
Universal Data Elements
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• 3.3 Date of Birth
– Date of Birth Type component for assessing data quality
• Full DOB Reported
• Approximate or Partial DOB Report
• Don’t Know
• Refused
• 3.4 Race
– American Indian or Alaska Native
– Asian
– Black or African American
– Native Hawaiian or Other Pacific Islander
– White
– Don’t Know
– Refused
Universal Data Elements
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3.5 Ethnicity
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
Non-Hispanic/Latino
Hispanic/Latino
Don’t Know/Refused
3.6 Gender
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Female
Male
Transgendered Male to Female
Transgendered Female to Male
Other
Don’t Know/ Refused
3.7 Veteran Status
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

Yes
No
Don’t Know/Refused
Universal Data Elements
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3.8 Disabling Condition

Must now be collected for all clients served
3.9 Residence Prior to Program Entry
Tenure and Housing Subsidy incorporated into response
values
 Added Response Values:

Safe Haven
 Rental by client, with VASH housing subsidy
 Rental by client, with other (non-VASH) ongoing housing subsidy
 Owned by client, with ongoing housing subsidy
 Rental by client, no ongoing housing subsidy
 Owned by client, no ongoing housing subsidy
 Don’t Know and Refused

Universal Data Elements
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3.10 Zip Code of Last Permanent Address
 Change
in wording to response value
3.11 Housing Status
 Response
values:
Literally Homeless
 Imminently losing their housing
 Unstably housed or at-risk of losing their housing
 Stably Housed
 Don’t Know and Refused

Universal Data Elements
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3.12 Program Entry Date
 Special
Issues section -- suggested models for noting
and tracking supportive services received by the client
prior to program entry:
Service Transaction Model
 Separate Program Model

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Program Specific Data Elements
Program-Specific Data Elements
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4.1 Income and Sources
 Frequency of Collection
 Program Entry
 Program Exit
 Annually
 General question
 Income Receipt in last 30 days, Y/N
 Dollar amount of earned income is required
 Dollar amount of other income is optional
 Total Income is still required
Program-Specific Data Elements
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4.2 Non-Cash Benefits
 Frequency of Collection
 Program Entry
 Program Exit
 Annually
 Subject Scope
 General question
 Non-Cash Benefit Receipt in last 30 days, Y/N
 Response values
 Clarification: #12 clarified regarding ongoing rental assistance
 Added: Temporary Rental Assistance
Program-Specific Data Elements
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4.3 Physical Disability
4.4 Developmental Disability
4.6 HIV/AIDS
4.7 Mental Health
4.8 Substance Abuse
 New Component
 Currently Receiving services or treatment
 Frequency of Collection
 Program Entry
 Program Exit
 Annually
 Subject Scope
 Response values
 Added: “Don’t Know” and “Refused”
Program-Specific Data Elements
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4.5 Chronic Health Condition
 New Data Element
 Does the client have
 Currently Receiving services or treatment
 Frequency of Collection
 Program Entry
 Program Exit
 Annually
 Subject Scope
 All Clients Served
 Response values
 “No”, “Yes”, “Don’t Know” and “Refused”
Program-Specific Data Elements
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4.3 Physical Disability
 4.4 Developmental Disability
 4.5
Chronic Health Condition
 4.7 Mental Health
SPECIAL ISSUE!!
 If response to these data elements is “Yes”, then the case
manager must document the condition.
 Documentation includes written verification from a statelicensed professional, such as a medical service provider or a
health-care provider, the Social Security Administration, or the
receipt of a disability check (i.e. SSDI Check or VA disability
benefit check).

Program-Specific Data Elements
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4.9 Domestic Violence

Added “Don’t Know” and
“Refused”
4.10 Destination
 Tenure and Housing Subsidy
incorporated into response values
 Added Response Values:
 Safe Haven
 Rental by client, with VASH
housing subsidy
 Rental by client, with other
(non-VASH) ongoing housing
subsidy
Owned by client, with ongoing
housing subsidy
 Deceased
 Don’t Know and Refused
Changed:
 “Room, apartment, or house
that you rent” to “Rental by
client, no ongoing housing
subsidy”
 “Apartment or house that you
own” to “Owned by client, no
ongoing housing subsidy”


Program-Specific Data Elements
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4.11 Date of Contact
 Date, with Time Stamp
 Location of Contact
 Place Not Meant for Habitation
 Service Setting, Non-Residential
 Service Setting, Residential
4.12 Date of Engagement
 Date, with Time Stamp
Program-Specific Data Elements
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4.13 Financial Assistance Provided
 Start Date of Financial Assistance
 End Date of Financial Assistance
 Financial Assistance Type
 Rental assistance
 Security deposits
 Utility deposits
 Utility payments
 Moving cost assistance
 Motel & hotel vouchers
 Financial Assistance Amount
Program-Specific Data Elements
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4.14 Housing Relocation & Stabilization Services Provided
 Start Date of Service
 End Date of Service
 Type(s) of Service
 Case Management
 Outreach and Engagement
 Housing search and placement
 Legal Services
 Credit Repair
Program-Specific Data Elements
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4.15 Optional Data Elements
 Employment
 Adult Education
 General Health Status
 Pregnancy Status
 Veteran’s Information
 Children’s Education
 Reason for Leaving
 Services Provided
Poll #5: Program Specific
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
Which HUD report requires that programs collect
all three categories of data elements, including the
Program Specific, on clients served by their
program?
 Annual
Homeless Assessment Report
 Annual Progress Report
 Annual Performance Report
 Housing Inventory Count
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Next Steps and Resources
Next Webinar: Module 4
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
Friday, August 19th, 2011from 3:00pm4:30pm(EST): Separate registration is required
Topics to be covered:
 In-Depth
Security and Privacy
Resources
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
HMIS Data Standards (March 2010):
http://www.hmis.info/ClassicAsp/documents/Final%20HMIS%2
0Data%20Standards-Revised%20_3.pdf



www.hmis.info
HUD Homelessness Resource Exchange:
www.hudhre.info
Data Quality Plan Toolkit:
 http://www.hudhre.info/documents/HUDDataQualityTo
olkit.pdf
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Thank you!