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 Project ID CoC Code ID Federal Bed & Unit Project Method of Partner Inventory Typing Tracking ES Funding Source
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 Project Project CoC Code ID ID ABC Youth Service, Inc. 122 BCP Youth Shelter 677 OH-500 ABC Youth Service, Inc. 122 ABC TLP 680 OH-500 Salvation Army of 165 Youth Outreach 730 OH-500; Greater Cincinnati OH-507 CoC Code(s) where project Legal Name operates. System System Generated ID Generated ID
2.4 HMIS Project Type – for the RHY Program RHY Program Component HMIS Project Type Street Outreach Program Street Outreach (SOP) Basic Center Program – Homelessness Prevention Prevention (BCP) Basic Center Program – Emergency Shelter Emergency Shelter (BCP) Maternity Group Homes for Transitional Housing Pregnant and Parenting Youth (MGH) Transitional Living Program Transitional Housing (TLP)
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 Project Project CoC HMIS Project Type ID ID Code ABC Youth Service, 122 BCP Youth 677 OH- Emergency Shelter (E/E Method) Inc. Shelter - ES 500 ABC Youth Service, 122 BCP - Youth 678 OH- Homelessness Prevention Inc. Shelter - 500 Prevention ABC Youth Service, 122 ABC TLP 680 OH- Transitional Housing Inc. 500 Salvation Army of 165 Youth Outreach 730 OH- Street Outreach Greater Cincinnati 500; OH- 507 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 Report Org Org Project Proje CoC HMIS Project Type Federal Partner Funding Source ID ct ID Code HHS: RHY – Basic Center Program ABC Youth 122 BCP 677 OH-500 Emergency Shelter (E/E HUD: ESG – Emergency Shelter Service, Youth Method) Inc. Shelter - ES HHS: RHY – Basic Center Program ABC Youth 122 BCP - 678 OH-500 Homelessness Prevention Service, Youth Inc. Shelter - Preventi on HHS: RHY – Transitional Living ABC Youth 122 ABC 680 OH-500 Transitional Housing Service, TLP Program Inc. HHS: RHY – Street Outreach Salvation 165 Youth 730 OH-500; Street Outreach Army of Outreac OH-507 Project Greater h Cincinnati 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 • Disabling Condition • Name • Residence Prior to Program • Social Security Number Entry • Date of Birth • Project Entry Date • Race • Project Exit Date • Destination • Ethnicity • Relationship to Head of • Gender Household • Veteran Status • 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.
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