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RHY Programs in HMIS: HMIS System Administrators Training on Project Set-Up.

RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

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Page 1: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

RHY Programs in HMIS:HMIS System Administrators

Training on Project Set-Up.

Page 2: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

All content has been approved by:

U.S. Department of Housing and Urban Development

Office of Special Needs Assistance Programs

and

U.S. Department of Health and Human Services

Family and Youth Service Bureau

Page 3: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Purpose

The training is one of a 4 part series designed to provide HMIS System Administrators and HMIS Lead Agency Staff an understanding of project set-up for different HMIS Federal Partner Programs including:

• The funding program and component as they relate to HMIS Project Types

• What Program Specific Data Elements collection requirements for different program components.

• Special data collection issues and FAQ’s

• Reporting overview and timeframe

Page 4: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Programs covered in this lesson:

U.S. Department of Health and Human Services

Administration for Children and Families

Family and Youth Service Bureau

Runaway and Homeless Youth (RHY)

Basic Center Program (BCP)

Transitional Living Program (TLP)

Maternity Group Home Program (MGH)

Street Outreach Program (SOP)

Page 5: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Resources

• HMIS Program Specific Manuals are available on the HUD Exchange for each of the HMIS Federal Partner Programs:• HUD CoC Program

• HUD ESG Program

• HUD HOPWA Program

• HHS RHY Program

• HHS PATH Program

• VA Programs

• Information about HMIS is located HMIS Section on the HUD Exchange

• Program information can be found at the Runaway and Homeless Youth Website

Page 6: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Submitting Questions

• Due to the high volume of participants, all participants will

be muted through the presentation.

• Questions can be posted at any time during the webinar

via the “Questions” pane of the Go-to-Meeting.

• All questions that we do not have time to respond to

should be submitted via the Ask A Question on the HUD

Exchange – selecting HMIS in Step 2

Page 7: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Set-up process

Organization ID

Project ID CoC Code

Project Typing

Method of Tracking ES

Federal Partner Funding Source

Bed & Unit Inventory

Page 8: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Organizational & Project ID’s

•2.1 Organizational Identifier

• Legal Name of the Organization & system generated ID

•2.2 The Project Name

• Name of the Project & system generated ID

•2.3 The CoC Code

• Use the CoC codes based on the location the project operates in.

Page 9: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

HMIS Sample Report

Org Org

ID

Project Project

IDCoC Code

ABC Youth Service, Inc. 122 BCP Youth Shelter 677 OH-500

ABC Youth Service, Inc. 122 ABC TLP 680 OH-500

Salvation Army of

Greater Cincinnati

165 Youth Outreach 730 OH-500;

OH-507

Legal Name

System

Generated ID

System

Generated ID

CoC Code(s)

where project

operates.

Page 10: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

2.4 HMIS Project Type –

for the RHY Program

RHY Program Component HMIS Project Type

Street Outreach Program

(SOP)

Street Outreach

Basic Center Program –

Prevention (BCP)

Homelessness Prevention

Basic Center Program –

Emergency Shelter (BCP)

Emergency Shelter

Maternity Group Homes for

Pregnant and Parenting

Youth (MGH)

Transitional Housing

Transitional Living Program

(TLP)

Transitional Housing

Page 11: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

RHY’s BCP

• BCP may be split into two projects in the HMIS –

Emergency Shelter and Homelessness Prevention

• BCP can provides the following diverse services:

• Up to 21 days of shelter

• Food, clothing and medical care

• Individual, group and family counseling

• Crisis Intervention

• Recreation programs

• Aftercare services for youth after they leave the shelter

Page 12: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

2.5 Method of Tracking ES

The Entry/Exit (E/E) method

• This method is used for all shelters requiring an entry, a continuous stay, and an exit.

• The length of stay will be calculated based on the number of nights between project entry and project exit and performance will include changes between project entry and project exit data collection stages.

• Full ES data collection required.

• Where a shelter is funded by both ESG and RHY-BCP program funds it must be set up as an Entry/Exit shelter.

Page 13: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

HMIS Sample Report

Org Org

ID

Project Project

ID

CoC

Code

HMIS Project Type

ABC Youth Service,

Inc.

122 BCP Youth

Shelter - ES

677 OH-

500

Emergency Shelter (E/E Method)

ABC Youth Service,

Inc.

122 BCP - Youth

Shelter -

Prevention

678 OH-

500

Homelessness Prevention

ABC Youth Service,

Inc.

122 ABC TLP 680 OH-

500

Transitional Housing

Salvation Army of

Greater Cincinnati

165 Youth Outreach 730 OH-

500;

OH-

507

Street Outreach

CoC Code(s) where project operates. No

project may have more than 1 project type.

Page 14: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

2.6 Federal Partner Funding Sources

Select:

• HHS: RHY – Basic Center Program (prevention and shelter)

• HHS: RHY –Maternity Group Home for Pregnant and Parenting

Youth

• HHS: RHY – Transitional Living Program

• HHS: RHY – Street Outreach Project

The grant identifier for a RHY project must be the grant number

of the project.

System administrators must be aware that grant numbers and

dates will change annually and must be updated prior to the

national federal transfer of data.

Page 15: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

HMIS Sample ReportOrg Org

ID

Project Proje

ct ID

CoC

Code

HMIS Project Type Federal Partner Funding Source

ABC Youth

Service,

Inc.

122 BCP

Youth

Shelter -

ES

677 OH-500 Emergency Shelter (E/E

Method)

HHS: RHY – Basic Center Program

HUD: ESG – Emergency Shelter

ABC Youth

Service,

Inc.

122 BCP -

Youth

Shelter -

Preventi

on

678 OH-500 Homelessness Prevention HHS: RHY – Basic Center Program

ABC Youth

Service,

Inc.

122 ABC

TLP

680 OH-500 Transitional Housing HHS: RHY – Transitional Living

Program

Salvation

Army of

Greater

Cincinnati

165 Youth

Outreac

h

730 OH-500;

OH-507

Street Outreach HHS: RHY – Street Outreach

Project

Federal Funding

Source(s)

Page 16: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

2.7 Bed & Unit Inventory

Projects which are typed:

• Emergency Shelter

• Transitional Housing

Must complete the bed and unit inventory information.

This information should match the information provided by

the CoC for the Housing Inventory Count.

Page 17: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

All project types collect all

Universal Data Elements

• Name

• Social Security Number

• Date of Birth

• Race

• Ethnicity

• Gender

• Veteran Status

• Disabling Condition

• Residence Prior to Program Entry

• Project Entry Date

• Project Exit Date

• Destination

• Relationship to Head of Household

• Client Location

• Length of Time on the Streets

Page 18: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Note on Households:

Universal Data Elements

• To be able to identify each client as a unique individual in a household the HMIS will automatically generate a Personal ID on each client and then group that client with the other persons in the project with them by a Household ID.

• It is important that whatever search methodology your system uses to help users connect the client with an existing record in the system for the same client is emphasized in all trainings for new users.

• Users must enter what the relationship is of the person you are entering data on to the rest of the household.

Page 19: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Program Specific

In the 2014 Data Dictionary and Data Manual there are

instructions about which programs and components collect

which program specific data elements.

The RHY Program Specific section contain lists of elements

required for collection.

If your system has the ability to turn on and off element

fields it is critical that you make sure the settings for the

collection of program specific data elements are correct

based on the project type and funding source.

Page 20: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

SPECIAL NOTES

on

DATA COLLECTION

Page 21: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Timeframe

Grantees are expected to begin entering client-level data April 15, 2015.

RHY must be able to back enter their data. All RHYMIS records that were open as of October 1, 2014, or later, will need to be entered into RHY-HMIS by July 31, 2015.

The old RHYMIS system used by RHY grantees and HMIS are not compatible. HMIS will not accept a record transfer of any information stored in RHYMIS. All RHYMIS records open on or after October 1, 2014, will need to be transferred by hand, to the RHY-HMIS run by your local CoC. Historical records closed before October 1, 2014, will not be imported into the new system.

Page 22: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

SOP – Street Outreach

• Client level data collection is new for SOP

• SOP has fewer elements required than the other RHY

projects.

• Grantees are strongly encouraged to begin to include

aggregate information about street outreach material

dissemination in their semi-annual performance progress

reports to FYSB. Data collection of this in HMIS is not

required.

Page 23: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Contacts for SOP

CONTACTS: A contact is defined as an interaction between a

worker and a client.

Contacts may range from simple a verbal conversation between the

street outreach worker and the client about the client’s well-being or

needs or may be a referral to service.

.

Page 24: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Engagement Date for SOP

ENGAGEMENT: Date of engagement is defined as the date on

which an interactive client relationship results in a deliberate client

assessment or beginning of a case plan.

The date of engagement should be entered into HMIS at the point

that the client has become engaged. It may be on or after the project

entry date and prior to project exit. If the client exits without

becoming engaged the engagement date should be left blank.

Data quality does not begin being considered for street outreach until

the client is engaged.

Page 25: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

BCP – Emergency Shelter

BCP may house youth who are not eligible to be served by

the RHY Basic Center project but are being served in the

facility.

Element 4.22: RHY-BCP Status is required to capture this

information. A “no” to FYSB youth should be entered if the

youth is “out of the age range”; or has immediate

reunification pending because they are a “ward of the

state” or a “ward of the criminal justice system” or for any

“other” reason.

Page 26: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Data collection stages

• Record Creation – when an element has one and only

one value (e.g. name)

• Project Entry –

• residential projects (except RRH) = date of move in

• street outreach = date of first contact

• Service projects = date of first service/intake/assessment

• Update – when an element changes (e.g. income) with

the information date identifying the date the data is

collected or was relevant.

Page 27: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Data collection stages

• Annual Assessment – For all clients in project for one

year, each year thereafter.

• The annual assessment is to be recorded no more than 30 days

before or after the anniversary of the client’s Project Entry Date,

regardless of the date of the most recent ‘update’. Information

must be accurate as of the Information Date.

• Information must be recorded as an Annual Assessment or will

not be reported in future APR’s or Performance Measures.

• Project exit – date of exit

Page 28: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Data Reporting

• RHY requires the transfer of de-identified data to a national database.

• Grantees are expected to make their first national data transfer from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting will be provided at a later date.

• There will be a data export, most likely in CSV 4.0, that will transfer the RHY information into repository.

• The HMIS vendors are working with the HMIS Data Lab to create an algorithm that will enable the records to contain a RHY ID made up from basic client information

Page 29: RHY Programs in HMIS - HUD Exchange · 3/31/2015  · from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting

Questions?

FYSB will assist with your questions if you email: [email protected]

You may also contact your project officer if you have specific program

oriented questions that might impact your RHYMIS data.

HUD will assist with specific HMIS questions through the AAQ Portal (be

sure you identify it is an HMIS question)