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HMIS Historical Data Entry Manual MO-603 St. Joseph/Andrew, Buchanan, DeKalb

Counties CoC

INSTITUTE FOR COMMUNITY ALLIANCES

1 Published 6/15/2020

TABLE OF CONTENTS

Table of Contents ....................................................................................................................................................... 1

Client Information and ServicePoint® ........................................................................................................................ 2

ROI - Client Informed Consent to Share and Release of Information ................................................................ 2

St. Joseph Required Historical Data Entry .................................................................................................................. 2

Historical Data to Enter by Funder ..................................................................................................................... 2

Historical Data Quality Plan ....................................................................................................................................... 5

Data Entry and Data Quality Plan ...................................................................................................................... 5

Data Quality Resources ...................................................................................................................................... 8

Historical Workflows .................................................................................................................................................. 9

Essential (Starting) Workflow .................................................................................................................................... 9

Selecting the Correct Workflow ................................................................................................................................. 9

Data Entry Workflows .............................................................................................................................................. 13

Basic Entry/Exit Workflow................................................................................................................................ 13

Prior Entry/Exit Workflow ................................................................................................................................ 15

Later Entry/Exit Workflow ............................................................................................................................... 17

Prior and Later Entry/Exit workflow ................................................................................................................ 19

Overlapping Entry/Exit Workflow .................................................................................................................... 19

HUD Verification Historical Review .......................................................................................................................... 20

Workflow for Historical Review of HUD Verifications...................................................................................... 20

HUD Verification Scenario 1 ............................................................................................................................. 22



Data Standards Mapping ......................................................................................................................................... 25

Background ...................................................................................................................................................... 25

Objective .......................................................................................................................................................... 25

General Data Entry Questions ................................................................................................................................. 27

ICA Missouri Knowledge Base .......................................................................................................................... 27

ICA Missouri Website ....................................................................................................................................... 27

Help Desk ......................................................................................................................................................... 27


CLIENT INFORMATION AND SERVICEPOINT®

ROI - CLIENT INFORMED CONSENT TO SHARE AND RELEASE OF INFORMATION

DOCUMENT MANAGEMENT – WHAT DO WE DO WITH THE ROI HARD COPY?

• The ROI should be kept on file for 7 years from the date of expiration

• The ROI can be stored in the client’s file

• If an agency is paperless, the ROI can be scanned and attached to the Head of Household’s record in

ServicePoint®.

ENTERING THE ROI IN SERVICEPOINT®

During historical data entry, all projects must document the MAACLink ROI collected from the client using the ROI tab in

ServicePoint. Use the Start and End Dates that corresponds with the MAACLink ROI that was signed.

ST. JOSEPH REQUIRED HISTORICAL DATA ENTRY

Each funder has differing data entry requirements, and the information below is designed to assist you in ensuring the

correct data is entered.

HISTORICAL DATA TO ENTER BY FUNDER

Funding Sources

UDE PSDE Special Needs

Annual Assessment

Services MHTF

Specific Data

MoHIP Specific

Data

Current Living

Situation (Contacts)

SSVF Program Specific

CoC X X X X

ESG X X X X * *

MHTF X X X * *

MoHIP X X X * * *

SSVF X X X X * X

Voluntary X X X X

X = Required for all entries * = Required for current grant cycle

Note: If required data was not collected during the client stay and is not available, contact the helpdesk for guidance.

UNIVERSAL DATA ELEMENTS (UDEs)

• Client Identifier elements

o Name

o Social Security Number

o Date of Birth

o Race

o Ethnicity

o Gender

o Veteran Status


• Project Stay elements

o Disabling Condition

o Project Start Date

o Project Exit Date

o Destination

o Relationship to Head of Household

o Client Location

o Housing Move-in Date (for RRH/PSH projects)

o Prior Living Situation

PROGRAM-SPECIFIC DATA ELEMENTS (PSDEs)

• Income and Sources

• Non-Cash Benefits

• Health Insurance

• Current Living Situation

• Data of Engagement (for Street Outreach)

• Bed-Night Date (for Night-by-night Shelters)

SPECIAL NEEDS

Some funders require only a portion of the Special Needs assessment. Your project will show only the applicable questions

based upon the funding source.

• Physical Disability

• Developmental Disability

• Chronic Health Condition

• HIV/AIDS

• Mental Health Problem

• Substance Abuse

• Domestic Violence

ANNUAL ASSESSMENTS

• Other update/interim assessments that are not a HUD-defined annual assessment are not required. However,

any changes in Income, Non-cash benefits, Insurance, and Disability that were recorded in an interim

assessment should be reflected in the subsequent annual assessment

• For clients active on 10/1/16, in addition to recording their project start (whenever that was), you must record

the latest annual assessment prior to 10/1/16. You do not need to record annual assessments prior to that. You

must record all annual assessments after 10/1/16.

o For example, a client entered your project 6/1/2012 and exited 4/1/2019 and they had annual

assessments on 6/1/2013, 6/1/2014, 6/1/2015, 6/1/2016, 6/1/2017, and 6/1/2018.

o You are required to enter their start (i.e., 6/1/2012), their latest annual assessment prior to 10/1/16

(i.e., 6/1/2016), and all annual assessments after 10/1/16 (i.e., 6/1/2017 and 6/1/2018), and their

project exit (i.e., 4/1/2019).


CURRENT LIVING SITUATIONS (CONTACTS)

Required only for Street Outreach projects.

• If you are an ESG or MoHIP-funded Street Outreach project, you are required to enter Current Living Situation

(CLS, formerly known as Contacts). You must enter CLSs for the entire project stay of clients with an Entry/Exit

open at any point within the current report period.

o For example, if your current ESG funding cycle is 11/1/19 – 11/30/20, and a client has a project stay

from 6/1/19 – 11/15/19, you must record CLSs for that client for their entire project stay as part of it

was in the current funding period.

MHTF-SPECIFIC DATA

Some data elements are only required for the current grant cycle.

• You are required to enter all MHTF -specific data for current grant cycles. For previous grant years, you do not

need to enter this information.

o For example, if your current MHTF funding cycle is 4/1/20 – 3/31/21, you must record all MHTF-specific

data elements for clients active during that time-period, including:

▪ Percent of AMI (0-25% or 26-50%)

▪ Services

o Payee

o Monthly Rent (housing assistance component only)

o Service Code

o Amount of Financial Assistance

MOHIP-SPECIFIC DATA


• You are required to enter all MoHIP-specific data for current grant cycles. For previous grant years, you do not


o For example, if your current MoHIP funding cycle is 4/1/20 – 3/31/21, you must record all MoHIP-

specific data elements for clients active during that time-period, including:

▪ Current Living Situation (Street Outreach and Outreach Services only)

▪ Date of Engagement (Street Outreach and Outreach Services only)

▪ Services

o Payee

o Service Code

o Amount of Financial Assistance

SSVF PROGRAM DATA ELEMENTS

Some data elements are required regardless of the current grant cycle

• Veteran’s Information

• Percent of AMI

• Last Permanent Address

• SSVF HP Targeting Criteria

• VAMC Station # as of 10/01/2017 or later

• Connect to SOAR

• Last grade completed

• Employment Status



• You are required to enter all SSVF-specific services for current grant cycles. For previous grant years, you do not


o For example, if your current SSVF funding cycle is 10/1/19 – 9/30/20, you must record all SSVF-specific

services for clients active during that time-period, including:

▪ Insert content here

SERVICES

Service documentation requirements vary by funder.

• You are required to enter services only for your current grant cycle as required by funder. You may enter

services provided to clients before the current grant cycle, but this is not required.

o Common Grant Cycles (FY2020)

▪ CoC: Varies by project. Consult your grant contract to determine current funding cycle.

▪ ESG: 11/1/19 – 11/30/20

▪ MHTF: 4/1/20 – 3/31/21

▪ MoHIP: 4/1/20 – 3/31/21

▪ SSVF: 10/1/19 – 9/30/20

HISTORICAL DATA QUALITY PLAN

Good data quality includes:

• Accuracy o Data entered in the HMIS system is an accurate reflection of the data provided by the client at the time

• Completeness o Complete client data is collected and entered for every client o Coverage in HMIS includes data from as many homeless services providers as possible

• Consistency

o Data is collected and entered in the same manner for all clients

• Timeliness o For historical data entry, data should be entered as soon as possible, so other providers can see up-to-

date information o Once you have completed historical data entry, current data entry should be completed as soon as

possible after the initial service date, but no later than 1 week after the initial service date, per your CoC.

Data quality is of the utmost importance. Overall, good data quality leads to:

• Better decision making at all levels – project, agency, CoC, region, and federal

• Improved submission to funders, potentially leading to increased funding

• Improved ability to serve clients - by better defining the needs of your client, you can provide the correct resource to meet their needs the first time

DATA ENTRY AND DATA QUALITY PLAN

Manual historical data re-entry is a huge task and ICA wants to help you complete your historical data re-entry as successfully as possible. Good data quality at the time of initial data entry leads to saved time in the long run- mistakes made at this stage will require revisiting, correcting, and re-checking information that has been entered into the system. However, even with good attention to detail, data quality mistakes can happen. Thus, we are we are asking you to check in with us regularly, according to the process outlined below, so that we can complete data quality checks to ensure


proper data entry and to answer user’s questions about the process. These data quality checks may result in notice of specific data fields to correct, general patterns of data entry that need to be improved, or recommendations for additional re-training.

HISTORICAL DATA ENTRY INSTRUCTIONS

Using information provided to us by MAACLink, ICA will work with each project to help identify clients that are ‘simple’, who have only one project entry, or have multiple project entries in the same project, and clients that are ‘complex’, who have multiple project entries at different projects. ‘Complex’ clients will always require the use of a Prior Entry/Exit Workflow, a Later Entry/Exit Workflow, a Prior and Later Entry/Exit Workflow, or an Overlapping Entry/Exit Workflow.

1. ICA will begin by sending users for each project a list of their ‘simple’ clients that need to be entered into

ServicePoint® for each project that they will have access to in the system.

a. This information will be provided in a password-protected Excel spreadsheet that both ICA staff and

project staff will utilize throughout the historical data entry process.

b. Each project will have its own Excel file and its own password

c. The password for each Excel file will be provided in a separate email.

2. The Authorized Representative for a project or agency will be asked to assign their staff to work on different

sections of data entry. Each section will consist of roughly 5 individuals.

a. Projects should begin data entry with ‘simple’ clients, starting with the oldest record and moving

forward.

b. Please note that these staff assignments will need to be somewhat flexible. ICA does not have

information from MAACLink on households, and staff will need to enter information for the entire

household into ServicePoint® at once.

3. Users will consult the Excel spreadsheet for their project to look up their assigned client’s MAACLink ID.

4. Users will then use the Essential Workflow to search for the client in ServicePoint® and the tools provided in

Selecting the Correct Workflow to verify that the client is in fact ‘simple’

a. Our designation of a client’s project entry as ‘simple’ or ‘complex’ is based solely on information

provided to ICA about data entered in MAACLink for agencies participating in the St. Joseph Continuum

of Care. Our information from MAACLink is not exhaustive, and you may find that clients who are

labeled as ‘simple’ are, in fact ‘complex.’

b. If you determine that your client already has an existing record in ServicePoint® from another project,

then the client will be re-classified as ‘complex.’ Make a note in your project Excel file, and we will assist

you with data entry for this client once you complete the data entry for all ‘simple’ clients and are ready

to continue with data entry for your ‘complex’ clients.

c. Our information from MAACLink is not exhaustive, and you may have clients in MAACLink or in your

paper records that do not appear on any of these lists. You are asked to consult your records in

MAACLink and your paper records to ensure that data for all clients who were served by your project

are entered into ServicePoint®.

5. Using the information provided in MAACLink and/or the information from the client’s paper file, users enter the

client’s information (and their household’s information too, if appropriate).

a. Please note that ICA does not have information from MAACLink on households. If you determine that a

client is part of a household based on your records, then you will enter information for the entire

household into ServicePoint®.

b. Remember to complete ICA St. Joseph – Historical HUD Verification Review, available on the

Assessment tab, to ensure that your HUD Verifications have been correctly entered into ServicePoint®.


c. Consult the Data Standards Mapping tool if you find that the information you need to enter into

ServicePoint® if the information in your records does not correspond exactly to the responses available

in ServicePoint

6. Update the Excel Spreadsheet for the assigned client (and their household members) to include the Staff Person

Entering Client, Date Entered to ServicePoint®, ServicePoint ID, and Notes (if appropriate)

a. If you entered information for other members of the household, make sure to update these fields for all

household members.

b. Note that household members may not be grouped together in MAACLink. Please make sure to update

fields for all household members for whom data was entered.

c. If you determine that you need to enter information into ServicePoint® for a client not listed in your

project Excel file, please add a new row to the Excel file with the Staff Person Entering Client, Date

Entered to ServicePoint®, ServicePoint ID, and a brief note indicating that the client was served but not

listed.

7. After you enter the first 5 ‘simple’ clients for your project, you should contact ICA at [email protected] to

perform a data quality check.

a. Please note that while we encourage users to check in after entering data for their first 5 clients, the

exact number of clients a user enters into ServicePoint® before checking in will vary depending on the

household composition of the clients being entered

b. Your email to the help desk should include the name of the project you are entering data for and the

ServicePoint® IDs for the clients you entered in the system.

c. DQ check will include running an APR/CAPER to check for missing data, and the 0260 ART report to

check HUD verifications.

d. After any DQ issues are resolved, projects can continue with entering ‘simple’ clients.

8. After all ‘simple’ clients are entered, projects should contact ICA who will perform a final data quality check.

a. DQ check will include running an APR/CAPER to check for missing data, and the 0260 ART report to


b. After any DQ issues are resolved, projects can continue with entering ‘complex’ clients.

9. After you enter the first 5 ‘complex’ clients for your project, you should contact ICA at [email protected]

to perform a data quality check

a. Please note that while we encourage users to check in after entering data for their first 5 clients, the

exact number of clients a user enters into ServicePoint® before checking in will vary depending on the

household composition of the clients being entered

b. DQ check will include running an APR/CAPER to check for missing data, and the 0260 ART report to


c. After any DQ issues are resolved, projects can continue with entering ‘complex’ clients.

10. Project should contact ICA after every 10 ‘complex’ clients are entered for a data quality check.

a. DQ check will include running an APR/CAPER to check for missing data, and the 0260 ART report to


b. After any DQ issues are resolved, projects can continue with entering ‘complex’ clients.

mailto:[email protected]



DATA QUALITY RESOURCES

ICA staff will provide training for the following data quality reports: 1. Canned Reports (Note- Both reports can be run for any project that uses and Entry/Exit workflow, regardless of

funding source): a. APR b. CAPER

2. ART Report: Public Folder > ART Gallery Reports and Resources > ART Gallery Reports > 0260 - HUD CoC APR Data Quality/Completeness - v9

a. This report is a HUD CoC APR Data Quality and Completeness monitoring tool for the HUD CoC APR. It provides information about both missing data (Data Completeness) and accuracy (Data Quality). It also includes detailed information on HUD Verifications (Income, Non-Cash Benefits, Health Insurance, Disability).


HISTORICAL WORKFLOWS

• When entering historical data, the HUD Verifications can be greatly affected by data that is not entered in

chronological order. It is important to ensure that all dates are correct and do not overlap each other to get the

best data quality.

• If there is a situation you are unsure about how to enter, contact the Helpdesk at [email protected]

ESSENTIAL (STARTING) WORKFLOW

Home

Home Page Dashboard

1) Select appropriate Enter Data As provider

ClientPoint

Client Search

1) Search for Head of Household by entering Name and SSN 2) Click Search

a) If no matches are found: i) Verify Name and SSN ii) Then click Add New Client with This Info iii) Proceed with the Basic Entry/Exit Workflow

b) If a correct match is found, click on the pencil to the left of the client name and utilize “Selecting the Correct Workflow” below to determine the appropriate data entry workflow.

SELECTING THE CORRECT WORKFLOW

Before you may begin entering information into ServicePoint®, you will need to identify the type of workflow you will need to utilize. Follow the instructions below to determine the correct workflow.

BASIC ENTRY/EXIT WORKFLOW

Utilize the Basic Entry/Exit Workflow if no Entry/Exit has been created for any other projects.



PRIOR ENTRY/EXIT WORKFLOW

Utilize the Prior Entry/Exit Workflow if there are one or more Entry/Exits that began and ended prior to the Entry/Exit you are entering.

Example:

• Your client entered your project on 01/01/2018

• There is already an Entry/Exit for a project on 12/02/2017 to 12/20/2017

LATER ENTRY/EXIT WORKFLOW

If there are one or more Entry/Exits that began after the Entry/Exit you are entering, note the Start Date of the later

project and proceed with the Later Entry/Exit Workflow

Example:

• Your client was enrolled in your project from 01/01/2018 to 03/01/2018

• There is already an Entry/Exit for a project on 06/01/2018 to 06/01/2019


PRIOR AND LATER ENTRY/EXIT WORKFLOW

If there are one or more Entry/Exits that began and ended before the Entry/Exit you are entering and there are one or more Entry/Exits that began after the Entry/Exit you are entering, contact the helpdesk at [email protected] for further assistance.

Note: Do not use client names in any emails to the Help Desk.

Instead, use the client’s ServicePoint® Client ID #.

Example:


• There is an Entry/Exit for 12/02/2017 to 12/20/2017

• There is also an Entry/Exit for a project for 06/01/2018 to 06/01/2019



OVERLAPPING ENTRIES

If there are one or more Entry/Exits that overlap with the Entry/Exit you are entering, contact the helpdesk at [email protected] for further assistance.

Note: Do not use client names in any emails to the Help Desk.

Instead, use the client’s ServicePoint® Client ID #.

Example 1:



Example 2:





DATA ENTRY WORKFLOWS

BASIC ENTRY/EXIT WORKFLOW

Remember to complete the Essential Workflow before utilizing the workflows below.

Basic Entry/Exit Workflow: Entry

Client Profile

1. Back Date Prompt: Change the date to intake date and click Set New Back Date. 2. Client Record

a) Complete the Name Data Quality, SSN Data Quality and U.S. Military Veteran status 3. Client Demographics

a) Complete the Date of Birth Type, Gender, Primary Race, Secondary Race (if applicable), and Ethnicity fields

4. ICA Missouri - Client Profile Additional Information a) Complete the Residence History, Contact Information, and Emergency Contacts fields

ROI 1. Click Add Release of Information a) Release Granted: Yes/No b) End Date: The end date corresponds with the end date on the MAACLink ROI c) Documentation: Select type (i.e. Signed, Verbal Consent, etc.) d) Witness: Add the full name of the individual who completed the intake with the client e) Click Save Release of Information

Entry / Exit

1. Click Add Entry/Exit a) Select the Entry/Exit Type:

• Select HUD for any CoC or ESG projects

• Select Standard for any MHTF or MoHIP projects

• Select VA for any SSVF projects b) Project Start Date: Defaults to the date your Back Date is set to. Verify that this date is correct c) Click Save & Continue

2. Scroll down and complete all appropriate assessments for each family member 3. Click Save & Exit


Basic Entry/Exit Workflow: Interim Update

Entry / Exit

1. Back Date Prompt: Change the date to date of annual assessment and click Set New Back Date. 2. Click Interim icon to the right of the Exit Date column 3. Click Add Interim Review 4. Complete Interim Review Data

a) Select Interim Review Type (Annual Assessment) b) Confirm review date

5. Click Save & Continue 6. Scroll down and update/complete the appropriate Assessment(s)

Note: When updating HUD Verifications, including Health Insurance, Income, Non-Cash Benefits, and Disabilities, remember to end the previous record for the day before the new record goes into effect

7. Click Save & Exit

Basic Entry/Exit Workflow: Exit

Entry / Exit

1. Back Date Prompt: Change the date to date of the exit and click Set New Back Date. 2. Click pencil icon next to Exit Date column 3. Complete Exit Data

a) Confirm exit date b) Select Reason for Leaving c) Select Destination

4. Click Save & Continue 5. Scroll down and update/complete appropriate Assessment(s)




PRIOR ENTRY/EXIT WORKFLOW


Prior Entry/Exit Workflow: Entry

Client Profile


a) Verify the Name Data Quality, SSN Data Quality and U.S. Military Veteran status 3. Client Demographics

a) Verify the Date of Birth Type, Gender, Primary Race, Secondary Race (if applicable), and Ethnicity fields

4. ICA Missouri- Client Profile Additional Information a) Review and update the Residence History, Contact Information, and Emergency Contacts

fields


Entry / Exit 1. Click Add Entry/Exit a) Type: Select HUD for any CoC or ESG projects

Select Standard for any MHTF or MoHIP projects Select VA for any SSVF projects

2. Project Start Date: Defaults to the date your Back Date is set to. Verify that this date is correct 3. Click Save & Continue 4. Scroll down and complete all appropriate assessments for each family member

a) Verify the information recorded by the previous project. Pay close attention to the HUD Verification sections, using the magnifying glass icon to review the records entire answer history.

b) If there have been any changes in Health Insurance, Income, Non-Cash Benefits, and/or Disabilities, remember to end the previous record for the day before the new record goes into effect.



Prior Entry/Exit Workflow: Interim Update

Entry / Exit 1. Back Date Prompt: Change the date to date of annual assessment and click Set New Back Date. 2. Click Interim icon to the right of the Exit Date column 3. Click Add Interim Review 4. Complete Interim Review Data





Prior Entry/Exit Workflow: Exit

Entry / Exit 1. Back Date Prompt: Change the date to date of the exit and click Set New Back Date. 2. Click pencil icon next to Exit Date column 3. Complete Exit Data






LATER ENTRY/EXIT WORKFLOW


Later Entry/Exit Workflow: Entry

Client Profile


a) Complete the Name Data Quality, SSN Data Quality and U.S. Military Veteran status 3. Client Demographics

a) Complete the Date of Birth Type, Gender, Primary Race, Secondary Race (if applicable), and Ethnicity fields

4. ICA Missouri- Client Profile Additional Information a) Complete the Residence History, Contact Information, and Emergency Contacts fields

Households 1. Review the client’s household composition a) If the household created by the later Entry/Exit matches the client’s household composition at

the time they were served by your project, then: i) Select Manage Household ii) Modify the date the client Joined Household to match your project’s start date iii) Click Save & Exit

b) If the household created by the later Entry/Exit does not match the client’s household composition at the time they were served by your project, then: i) Select Start New Household ii) Indicate Household Type and add all necessary household members to the newly created

household iii) Indicate the Head of Household and the Relationship to Head of Household for each

household member


Entry / Exit 1. Click Add Entry/Exit 2. Type: Select HUD for any CoC or ESG projects Select Standard for any MHTF or MoHIP projects Select VA for any SSVF projects 3. Project Start Date: Defaults to the date your Back Date is set to. Verify that this date is correct 4. Click Save & Continue 5. Scroll down and complete all appropriate assessments for each family member 6. Click Save & Exit


Later Entry/Exit Workflow: Interim Update

Entry / Exit 1. Back Date Prompt: Change the date to date of annual assessment and click Set New Back Date. 2. Click Interim icon to the right of the Exit Date column 3. Click Add Interim Review 4. Complete Interim Review Data





Later Entry/Exit Workflow: Exit

Entry / Exit 1. Back Date Prompt: Change the date to date of the exit and click Set New Back Date. 2. Click pencil icon next to Exit Date column 3. Complete Exit Data



a) Use the magnifying glass icon to review the entire answer history for each HUD Verification, including Health Insurance, Income, Non-Cash Benefits, and Disabilities.

b) Add an End Date to every record within each HUD Verification. The End Date will be the day prior to the Project Start Date of the later project.



PRIOR AND LATER ENTRY/EXIT WORKFLOW

Recording data for a project with another Entry/Exit before and after the Entry/Exit you are entering can be tricky, so

we ask that agencies contact the helpdesk at [email protected] for case-by-case guidance.

The email should include the ServicePoint® Client ID number and must not include any identifying information (Name,

SSN, Date of Birth, etc.). Sending identifying information via email can result in temporary or permanent suspension of

user access.

OVERLAPPING ENTRY/EXIT WORKFLOW

Overlapping entry/exits can be complicated, so we ask that agencies contact the helpdesk at [email protected] for

case-by-case guidance.

The email should include the ServicePoint® Client ID number and must not include any identifying information (Name,

SSN, Date of Birth, etc.). Sending identifying information via email can result in temporary or permanent suspension of

user access.




HUD VERIFICATION HISTORICAL REVIEW

• The process to update HUD Verifications for Health Insurance, Monthly Income, and Non-Cash Benefits is the same. This workflow document assumes that the client record has already been created, that the entry/exit has been completed, and that more than one entry/exit row is visible in the client’s file.

• You will follow the workflow detailed below for every client that you enter ServicePoint®. This step is particularly vital when completing data entry for ‘complex’ clients.

WORKFLOW FOR HISTORICAL REVIEW OF HUD VERIFICATIONS

This workflow is provided to guide users through the steps of reviewing HUD Verifications utilizing the

ICA St. Joseph – Historical HUD Verification Review Assessment. Remember that HUD Verifications need to be checked

for every member of the household. Three scenarios are also provided below to assist users in fixing common

situations.

Home

Home Page

Dashboard

1. Select appropriate Enter Data As provider

ClientPoint

Client Search 2. Search for and open the client record.

Back Date

Prompt

3. Set the back date to the current date at 12:00:00 AM.

Assessments

tab

4. Click on the Assessments tab.

5. If it is not already showing, select the “ICA St. Joseph – Historical HUD Verification Review”

assessment and click Submit.

6. Scroll down to the Health Insurance HUD Verification table and click on the magnifying glass

icon.

Show All Health

Insurance

Records

7. Click on the column header “Health Insurance Type” to sort the column automatically.

a) If there is more than one “open” record for a single type of health insurance, all but one

must be properly “ended.” In addition, if there are any “ended” records that overlap each

other, those must be corrected as well.

8. Once all records have been “ended” correctly, close the popup using the “X” button.

Assessments

tab

9. Ensure the HUD Verification for health insurance is still showing a green check. If it is not, you

probably made a mistake. Contact the helpdesk for assistance.

Note: If this individual is a child, you are finished. If they are an adult, proceed to step 10.

Show All

Monthly Income

Records

(Adults Only)

10. Scroll down to the Monthly Income HUD Verification table and click on the magnifying glass.

11. Click on the column header “Source of Income” to sort the column automatically.

a) If there is more than one “open” record for a single source of income, all but one must be

properly “ended.” In addition, if there are any “ended” records that overlap each other,

those must be corrected as well.


Assessments

tab

13. Ensure the HUD Verification for monthly income is still showing a green check. If it is not, you



Show All Non-

Cash Benefit

Records

(Adults Only)

14. Scroll down to the Non-Cash Benefits HUD Verification table; click on the magnifying glass.

15. Click on the column header “Source of Non-Cash Benefit” to sort the column automatically.

a) If there is more than one “open” record for a single source of non-cash benefit, all but one

must be properly “ended.” In addition, if there are any “ended” records that overlap each

other, those must be corrected as well. The examples in the section below provide

examples of some of these issues and instructions for how to address them.


Assessments

tab

17. Ensure the HUD Verification for non-cash benefits is still showing a green check. If it is not, you


Entry/Exit tab 18. Go back to the entry/exit tab and open each data collection stage for your project entry and

ensure that the HUD Verification is complete and reflects the accurate answers for that data

collection stage. If anything appears incorrect, contact the helpdesk for assistance.


HUD VERIFICATION SCENARIO 1

Overlapping open records from multiple agencies

In the event a project entry is created with an earlier date than a project entry that already exists, it is very likely that overlapping records may be created. Recordsets are considered overlapping when there is more than one recordset for a single source/type that covers any point in time. This screenshot shows three overlapping recordsets.

How this table currently reads:

• Row A: This client reported on 3/29/2017 that they have Employer Provided Health Insurance, and they still have it as of the current date.

• Row B: This client reported on 4/29/2019 that they did not have Employer Provided Health Insurance, and they still do not have it as of the current date.

• Row C: This client reported on 5/12/2020 that they did not have Employer Provided Health Insurance, and they still do not have it as of the current date.

Problems

• Row A contradicts Rows B & C. Effectively the client both has and does not have Employer Provided Health Insurance as of the current date, which is not possible.

• Rows B & C are redundant (the exact same answer).

Solution

To fix this particular issue, we need to add end dates to the old records. The end dates must always be one day before the next start date.

• Since the client reported a change in their health insurance type on 4/29/2019 (as shown on row B), row A

needs to have an end date added that is one day before the new record’s start date (4/28/2019 in this example).

• Since the user cannot delete row C (as indicated by the fact that no trash can icon is showing), they will add an end date to row B that is one day before the new record’s start date (5/11/2020 in this example).



Overlapping open records from one agency

In the event a project entry is created with an earlier date than a project entry that already exists, it is very likely that overlapping records may be created. Recordsets are considered overlapping when there is more than one recordset for a single source/type that covers any point in time. This screenshot shows three overlapping recordsets.

How this table currently reads:

• Row A: This client reported on 3/29/2017 that they have Employer Provided Health Insurance, and they still have it as of the current date.

• Row B: This client reported on 4/29/2019 that they did not have Employer Provided Health Insurance, and they still do not have it as of the current date.

• Row C: This client reported on 5/12/2020 that they did not have Employer Provided Health Insurance, and they still do not have it as of the current date.

Problems

• Row D contradicts rows E & F. Effectively the client both has and does not have Employer Provided Health Insurance as of the current date, which is not possible.

• Rows E & F are redundant (same exact answer).

Solution

To fix this particular issue, we need to add end dates to the old records. The end dates must always be one day before the next start date.

• Since the client reported a change in their health insurance type on 4/29/2019 (as shown on row E), row D

needs to have an end date added that is one day before the new record’s start date (4/28/2019 in this example).

• Since rows E & F are redundant, and this user has the ability to delete the later record (as shown by the trash can icon on row F), they can delete row F.



Modifying already existing end dates

In this example, a row was end dated incorrectly between three separate Earned Income recordsets, and two of the three recordsets are open.

Problems

• Row G’s end date is the day before the start date for row J, but should be the day before row H.

• Rows H & J are both open and contradicting each other.

Solution

To fix this particular issue, we need to correct the end date for row G and add an end date to row H. The end dates must always be one day before the next start date.

• Row G was end dated incorrectly to be the date before the start of row J instead of row H, so the first step is

to change the end date on row G to the day before the start of row H.

• Row H needs an end date that is one day before the start date on row J.


DATA STANDARDS MAPPING

BACKGROUND

HUD updated their data standards for FY2020 starting 10/1/2019. However, MAACLink continued to use the outdated FY2017 Data Standards for their assessments. Due to changes in the Data Standards from 2017 to 2020, you will need to use the chart below to determine which response you will need to enter into ServicePoint® if the information in your records does not correspond exactly to the responses available in ServicePoint®.

OBJECTIVE

This guide provides directions for mapping the changes in HUD data elements from MAACLink to ServicePoint®.

Element Name Response in MAACLink (Utilizes 2017 Data Standards)

Response in ServicePoint® (Utilizes 2020 Data Standards)

Prior Living Situation

Type of Residence Interim Housing1 Select the living situation that most closely matches the client’s actual living situation as of Project Start Date. E.g. The client was staying in rental, with ongoing rental support. Select “Rental by client with RRH or equivalent subsidy”

Rental by client, with GPD TIP subsidy2 Rental by client, with GPD TIP housing subsidy

These “Type of Residence” responses were not available under the 2017 Data Standards.

Host home (non-crisis)3

Rental by client, with RRH or equivalent subsidy3

Rental by client, with HCV voucher (tenant or project based)3

Rental by client in a public housing unit3

Current Living Situation (CLS; formerly known as Contacts)

Location of Contact4 Place not meant for habitation5 CLS = Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside)

Service setting, residential5 CLS = Other

Service setting, non-residential5 CLS = Other

Staying on streets, ES, or SH No1 CLS = Other

Yes1 CLS = Place not meant for habitation (e.g., a vehicle, an abandoned building,


bus/train/subway station/airport or anywhere outside)

Worker unable to determine1 CLS = Worker unable to determine

Type of Residence6 This information was not collected under the 2017 Data Standards.

New element: Choose appropriately

Client losing housing in 14 days6

New element: Choose appropriately

Destination

Destination Type These “Destination Type” responses were not available under the 2017 Data Standards.

Host Home (non-crisis)3

Rental by client, with HCV voucher (tenant or project based3

Rental by client in a public housing unit3

SSVF Services Provided

Type of Service Extended Shallow Subsidy3

Returning Home3

Rapid Resolution3

SSVF Financial Assistance

Financial Assistance Type Extended Shallow Subsidy – Rental Assistance3

Housing Assessment Disposition

Assessment Disposition (element retired)

Developmental Disability

Independence (element retired)

HIV/AIDS

Independence (element retired)

FOOTNOTES

1 Response retired in 2020 3 New response option 5 Retired 2016; element re-purposed 2 Wording change 4 Element from pre-2017 standards 6 New data field


GENERAL DATA ENTRY QUESTIONS

You may encounter a variety of data entry scenarios as you work to enter your project’s historical data into

ServicePoint®. If the answers you need are not available in this guide, there are several resources available to help guide

you through this process.

ICA MISSOURI KNOWLEDGE BASE

Visit our searchable Knowledge Base (https://icamissouri.helpscoutdocs.com/) for a variety of tip sheets and workflows.

We encourage you to explore the entire Knowledge Base and suggest that you pay particular attention to the

information in General Information and Programs.

ICA MISSOURI WEBSITE

Visit our website for a range of useful information. Pay particular attention to the training videos provided on the

website, which cover a range of data entry concerns.

HELP DESK

Questions may also be directed to our helpdesk by emailing [email protected]

• Helpdesk is available Monday thru Friday, 8:00am – 5:00pm

o Closed during major holidays

• You will receive an immediate, automated response to let you know that your email has been received. ICA

typically responds to emails within 2 hours.

• Common reasons to email helpdesk:

o Data entry questions

o Report questions

o Visibility

o Duplicate client records

https://icamissouri.helpscoutdocs.com/

https://icamissouri.helpscoutdocs.com/

https://icamissouri.helpscoutdocs.com/collection/22-general-information

https://icamissouri.helpscoutdocs.com/collection/1286-programs

https://icalliances.org/missouri

https://icalliances.org/missouri-training-technical-assistance


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