HMIS: Ask the ExpertMichelle Hayes, The Cloudburst Group

Kat Freeman, The Cloudburst Group

Focusing Energy on Results

Structure of Session

• Brief overview of HMIS

• Questions and Answers

• Resources

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What is HMIS?

• A Homeless Management Information System (HMIS) is a locally administered, electronic data collection system that stores longitudinal person-level information about persons who access the homeless service system in a Continuum of Care.

Why is HMIS Required?• HMIS is HUD’s response to a

Congressional Directive to capture better data on homelessness.

• The American Recovery and Reinvestment Act of 2009 authorized HMIS as the primary tool for data collection and reporting for the HPRP program.

• HEARTH Act also requires participation in HMIS.

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Why is HMIS Important?• Every Continuum of Care (CoC) is required to

implement an HMIS and is scored annually in the CoC NOFA.

• Local HMIS data is critical for:

– SHP Annual Performance Report (APR)

– Annual Homeless Assessment Report (AHAR)

– HPRP Quarterly (QPR) and Annual Performance Report (APR)

– Homeless Pulse

– Projects for Assistance in Transition for Homelessness (PATH)

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The History of HMIS• Late 80’s to early 90’s

– National effort to better understand homelessness

– Grassroots effort to capture electronic data on who is homeless

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The History of HMIS (cont.)• Several communities in early 90’s had locally

developed data collection systems (i.e. St. Louis, Kansas City)

• Spearheaded by HUD, HHS, and Dr. Dennis Culhane (UPenn) - the first national software prototype (ANCHoR) was deployed in 1995/6

• 1996 - National Survey of Homeless Assistance Providers and Clients (Burt)

• 1999 - First attempt to generate national estimates of homelessness from local administrative data (Culhane)

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2001 Congressional Directive• Recognizing the importance of community efforts

to capture better data, in 2001 Congress directed HUD on the need for data and analysis on the extent of homelessness and the effectiveness of the McKinney-Vento Act Programs including:

– Developing unduplicated counts of clients served at the local level

– Analyzing patterns of use of people entering and exiting the homeless assistance system

– Evaluating the effectiveness of these systems

• HMIS becomes eligible activity under 2001 CoC NOFA

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HMIS Data and Technical Standards

• Homeless Management Information Systems Data and Technical Standards (HMIS Standards) – Originally published via Federal Register in 2004;

– Current Data Standards published in March 2010

and define standards for:

– Data collection (program descriptor, universal, and program data elements)

– baseline and additional Security and Privacy requirements.

Also includes a section with definitions.

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HMIS Data Collection

2.1 Organization Identifier2.2 Organization Name2.3 Program Identifier2.4 Program Name2.5 Direct Service Code2.6 Site Information2.7 Continuum of Care Number

2.8 Program Type Code2.9 Bed and Unit Inventory Information2.10 Target Population A2.11 Target Population B2.12 Method for Tracking Residential Program Occupancy2.13 Grantee Identifier

Program Descriptor Data Elements (PDDE) must be entered in HMIS for all clients and include:

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HMIS Data Collection

3.1 Name

3.2 Social Security Number

3.3 Date of Birth

3.4 Race

3.5 Ethnicity

3.6 Gender

3.7 Veteran Status

3.8 Disabling Condition

3.9 Residence Prior to Program Entry

3.10 Zip Code of Last Permanent

Address

3.11 Housing Status

3.12 Program Entry Date

3.13 Program Exit Date

3.14 Unique Person Identification

Number

3.15 Household Identification Number

Universal Data Elements (UDE) must be entered in HMIS for all clients and include:

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HMIS Data Collection

4.1 Income and Sources

4.2 Non-Cash Benefits

4.3 Physical Disability

4.4 Developmental Disability

4.5 Chronic Health Condition

4.6 HIV/AIDS

4.7 Mental Health

4.8 Substance Abuse

4.9 Domestic Violence4.10 Destination 4.11 Date of Contact 4.12 Date of Engagement 4.13 Financial Services Provided4.14 Housing Relocation &

Stabilization Services Provided

4.15 Optional Data Elements

Program Specific Data Elements (PDE) must be entered in HMIS by HUD funded programs required to generate an Annual Progress Report (APR) and include:

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HMIS Data Collection• 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 state-licensed 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).

Victim Service Providers• Per VAWA, victim service providers are not to

disclose personally identifying data about any client for the purpose of HMIS.

• A Victim Service Provider is a nonprofit or nongovernmental organization whose primary mission is to provide services to victims of domestic violence, dating violence, sexual assault, or stalking.

• VSPs must use a comparable database to collect and record the data elements necessary for HPRP.

• Program Descriptor Data must still be entered into the HMIS; PO Boxes or Administrative office addresses should be provided rather than street addresses.

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HMIS Data CollectionProgram Specific Optional Data Elements (PDE) are additional data elements that communities may want to collect to assist in client needs assessments and program design:• 4.15 Optional Data Elements

– Employment– Adult Education– General Health Status– Pregnancy Status– Veteran’s Information– Children’s Education– Reason for Leaving– Services Provided

Baseline HMIS User and HMIS Computer Requirements

FirewallInternet Access – Dial up, Cable, DSL, etc. Transmission

Encryption (SSL)

USER REQUIREMENTS1) Unique Username and Password2) Signed Receipt of Privacy Notice

(i.e., consent protocol)

COMPUTER REQUIREMENTS1) Secure Location2) Workstation Username and Password3) Virus Protection with Auto Update4) Locking Screen Saver5) PKI-Certification Installation or Static IP6) Individual or Network Firewall

HMIS Baseline Security Requirements

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Baseline Security Requirements• User authentication

– Limited multiple access

• Virus protection with auto-update• Firewalls - individual workstation or network• Encryption - transmission• Public access controls• Location control• Backup and disaster recovery• System monitoring• Secure disposal

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Privacy Standards Framework

• Personal Protected Information (PPI)– Includes name, SSN, program entry/exit, zip code of

last permanent address, system/program ID, and program type.

• Allow for reasonable, responsible data disclosures

• Derived from principles of fair information practices

• Borrowed from HIPAA - Health Insurance Portability and Accountability Act

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Baseline Privacy Standards• Must comply with other federal, state, and local

confidentiality law

• Must comply with limits to data collection (relevant, appropriate, lawful, specified in privacy notice)

• Must have written privacy policy - and post it on your web site

• Must post sign at intake or comparable location with general reasons for collection and reference to privacy policy

• May infer consent for uses in the posted sign and written privacy policy

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Summary of HMIS Standards

• HUD expects every HMIS to meet the baseline requirements.

• Standards are in process of revision and will be published for notice and comment via the Federal Register.

Any Questions?

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HUD HMIS Participation Requirements• HUD encourages participation of all homeless service

providers, regardless of funding source(s), except where restricted or prohibited by laws or regulation (e.g., VAWA)

• HUD McKinney-Vento Act recipients are required to participate in HMIS: – Homeless Prevention and Rapid Re-housing (HPRP)– Emergency Solutions Grants (ESG)– Supportive Housing Program (SHP)

• Note: SHP Domestic Violence Service providers are prohibited from participation in HMIS per VAWA pending further guidance from HUD

– Shelter Plus Care (S+C)– Single Room Occupancy (SRO)– Housing Opportunities for Persons with AIDS (HOPWA)

projects targeting homelessness– Street Outreach Programs

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HMIS: Who is Responsible?• The Continuum of Care (CoC) is responsible

for HMIS implementation including planning, software selection, and compliance with HMIS Standards– Project applicants must participate in the local

HMIS – HUD only allows one HMIS-dedicated grant

within a CoC

• The HMIS Lead Agency (or grantee) is an agent of the CoC.– Manages HMIS operations and provides HMIS

administration functions at the direction of the CoC

Questions and Answers

Resources• www.HUDHRE.info

• www.HMIS.info

• National TA

• Regional HMIS Collaboratives

• Community Resources