AHAR (2014) OrientationAHAR (2014) OrientationMichigan StatewideMichigan Statewide

Homeless Management Information SystemHomeless Management Information System

Overview of the Data Collection and Overview of the Data Collection and Submission Process for the Annual Submission Process for the Annual

Homeless Assessment ReportHomeless Assessment Report

AgendaAgenda

Overview of AHAR data scope, reporting Overview of AHAR data scope, reporting categories and timelinescategories and timelines

Preparation for generating and submitting Preparation for generating and submitting AHAR dataAHAR data

Generating Your AHAR DataGenerating Your AHAR Data

Homelessness Data Exchange (HDX) Homelessness Data Exchange (HDX) Submissions Submissions

CoC Confirmation of AHAR Data CoC Confirmation of AHAR Data SummarySummary

AHAR Data ReportedAHAR Data Reported

HUD Report to Congress based on:

Data Generated from HMIS . . . Housing Inventory Data Universal Data Elements Household Data Participating Program Types:

Emergency Shelter, Transitional Housing and Permanent Supportive Housing (excluding HARP/HCV unless supportive services are directly provided by the housing program).

Data Entered on the Homelessness Data Exchange (HDX)

AHAR Reporting CategoriesAHAR Reporting Categories

Unduplicated All Persons and Veterans-Only Unduplicated All Persons and Veterans-Only client data in the following program categories:client data in the following program categories:

ES–FAM:ES–FAM: Persons in families served by Emergency Persons in families served by Emergency Shelters Shelters

ES–IND:ES–IND: Individuals served in Emergency Shelters Individuals served in Emergency Shelters TH–FAM:TH–FAM: Persons in families served by Transitional Persons in families served by Transitional

Housing providersHousing providers TH-IND:TH-IND: Individuals served in Transitional Housing Individuals served in Transitional Housing

programsprograms

PSH FAM and IND – PSH FAM and IND – Includes S+C; HARP (HCV) Includes S+C; HARP (HCV) programs are not included unless supportive services programs are not included unless supportive services are directly provided by housing program.are directly provided by housing program.

Data Summary: Data Summary: Aggregate data from the reporting Aggregate data from the reporting categories above.categories above.

AHAR 2014 TimelinesAHAR 2014 TimelinesData Collection Period: 10/01/13 – 9/30/14Data Collection Period: 10/01/13 – 9/30/14

All Persons Data:All Persons Data:• Draft Submission – November 14, 2014Draft Submission – November 14, 2014• Final Deadline – December 12, 2014Final Deadline – December 12, 2014

Veterans-Only Data:Veterans-Only Data:• Draft Submission – November 14, 2014Draft Submission – November 14, 2014• Final Deadline – December 12, 2014Final Deadline – December 12, 2014

HUD Publication: ~ Spring/Summer 2015HUD Publication: ~ Spring/Summer 2015

Preparation for Generating and Submitting Preparation for Generating and Submitting AHAR Data:AHAR Data:

Housing Inventory Chart

Bed counts by AHAR category for participating and Bed counts by AHAR category for participating and non-participating providers (non-participating providers (Bed Count Worksheet)

Initial decision on AHAR reporting categories based Initial decision on AHAR reporting categories based on HMIS coverageon HMIS coverage

AHAR Reporting Group Build (Include zip codes for all (Include zip codes for all providers in Reporting Group!!)providers in Reporting Group!!)

Data quality checks (Households, UDE’s and Data quality checks (Households, UDE’s and Entry/Exits)Entry/Exits)

Provider Page AuditsProvider Page Audits

Homelessness Data Exchange (HDX) RegistrationHomelessness Data Exchange (HDX) Registration

About Coverage & Data Quality . .About Coverage & Data Quality . . . . Bed Coverage: CoCs must have at least 50% HMIS

bed coverage in at least one AHAR reporting category Bed Utilization: Accurate provider bed counts and

timely entry/exits for all clients served during the AHAR reporting period are essential . . .

Missing entries result in an under-count of persons served; this and/or higher than accurate bed counts result in low bed utilization rates (65% or under = usability error on HDX)

Missing exits exaggerate client counts; this and/or lower than accurate bed counts produce high bed utilization rates (105% or over = usability error)

Data Completeness: High percentages of missing data can disqualify submission . . . Disability, veterans status and zip code of last permanent address are typical challenge areas

Provider Pages: Missing or wrong program type codes will skew data pulling into reports and adversely affect client counts and bed utilization

Data Quality MonitoringData Quality Monitoring AHAR Tools Folder in “ART”

#1A 0629 Housing Inventory Chart #01- Provider Page Check-up

Audit Program Type, CoC and Geo Codes!Audit Program Type, CoC and Geo Codes! Audit/Update Bed/Unit Inventories!!Audit/Update Bed/Unit Inventories!!

Missing Program EntriesMissing Program Entries

Program Exits #02 - AHAR (9) LOS Clients With and Without

Missing Program Exits for Excessive Lengths of StayMissing Program Exits for Excessive Lengths of Stay Voucher Bed Pro-rated CountVoucher Bed Pro-rated Count HCV-HARP Program Workflow IssueHCV-HARP Program Workflow Issue

#03 - #03 - Bed Count Adjustment Report

#04 - #04 - 0213 UDE Completeness Report

Generating AHAR DataGenerating AHAR Data

ServicePoint AHAR reports run by HMIS Agency ServicePoint AHAR reports run by HMIS Agency and System Administrators.and System Administrators. AHAR 2014 Point-In-Time Dates:AHAR 2014 Point-In-Time Dates:

10/30/201310/30/2013 4/30/20144/30/2014 1/29/20141/29/2014 7/30/20147/30/2014

Sys Admin/CoC review of AHAR reports:Sys Admin/CoC review of AHAR reports: HMIS Bed CoverageHMIS Bed Coverage PIT utilization levelsPIT utilization levels Missing dataMissing data Other issues (e.g. long term stays in ES, etc.)Other issues (e.g. long term stays in ES, etc.)

Cleaning of Data/Re-Running ReportsCleaning of Data/Re-Running Reports

Submitting AHAR DataSubmitting AHAR Data Homelessness Data Exchange Data EntryHomelessness Data Exchange Data Entry

Uploading reportsUploading reports Completing data shells & correcting errorsCompleting data shells & correcting errors Submitting data entry shellsSubmitting data entry shells HDX AHAR SandboxHDX AHAR Sandbox

Correspondence with Lisa Setrakian, Abt Correspondence with Lisa Setrakian, Abt Associates liaison (T.A., submission notes, Associates liaison (T.A., submission notes, data clarification)data clarification)

Finalizing AHAR Exchange report category Finalizing AHAR Exchange report category submissionssubmissions CoC Confirmation of AHAR data summaryCoC Confirmation of AHAR data summary Click “Confirm” button to complete submission!!Click “Confirm” button to complete submission!!

Questions??Questions??

Contact Information:Contact Information: MCAH – Michigan CoC AHAR SupportMCAH – Michigan CoC AHAR Support::

Gerry LeslieGerry Lesliegleslie@mihomeless.orggleslie@mihomeless.org(517) 853-3896(517) 853-3896

Elizabeth HurkmanElizabeth Hurkmanegraham@mihomeless.orgegraham@mihomeless.org(517) 853-3895(517) 853-3895

Shanna CherubiniShanna Cherubinischerubini@mihomeless.orgscherubini@mihomeless.org(517) 853-3889(517) 853-3889

Abt Associates – HDX Submission SupportAbt Associates – HDX Submission Support::Lisa SetrakianLisa SetrakianLisa_Setrakian@abtassoc.comLisa_Setrakian@abtassoc.com(617) 520-3053(617) 520-3053