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RHY Programs in HMIS:HMIS System Administrators
Training on Project Set-Up.
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
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
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)
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
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
Set-up process
Organization ID
Project ID CoC Code
Project Typing
Method of Tracking ES
Federal Partner Funding Source
Bed & Unit Inventory
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.
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.
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
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
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.
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.
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.
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)
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.
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
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.
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.
SPECIAL NOTES
on
DATA COLLECTION
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.
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.
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.
.
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.
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.
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.
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
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
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)