October HMIS Update
October 4, 2019
Happy Fall Y\'all!

As you know, the federal fiscal year began on October 1, 2019 and HUD has released new requirements. Most of the 2020 Data Standards changes are minor for most projects. The changes and new materials are outlined by audience below. 
New Data Standards are Here!
All Projects and Funding Sources
Prior Living Situation and Exit Destination drop-down options have changed
Categories now read Homeless, Institutional, Temporary and Permanent
  • Wording change to “Emergency shelter, including hotel or motel paid for with emergency shelter voucher, or RHY-funded Host Home shelter
  • Removal of "Interim Housing (PSH Only)"
  • Addition of “Host Home (non-crisis)”
  • Wording change to “Rental by client, with RRH or equivalent subsidy”
  • Wording change to “Rental by client, with HCV voucher (tenant or project based)”
  • Wording change to “Rental by client in a public housing unit”
  • Descriptions of each option are available on our Exit Destination Guide

Here are screenshots of the new Prior Living Situation responses in HMIS:

Find your project's NEW Project Start Paper Assessment to print on the HMIS Administrative page, under HMIS Data Collection Forms.
Reason for Leaving and Exit Notes added to paper forms for Project Exit Assessments
The forms now more accurately reflect the data entry process in HMIS. 
  • Reason for Leaving is required by NC-502 Durham CoC and recommended for NC-503 NC Balance of State and NC-513 Orange CoCs
  • Exit Notes are optional. Use this section to explain the context of the client's Reason for Leaving or Destination.

Here are screenshots of these new sections on the paper forms.
Street Outreach (SO) and Supportive Services Only (SSO)
Current Living Situation has replaced Outreach Contact as a required data element for every engagement with the client
  • Includes the same list as Prior Living Situation but identifies where the client stayed when you made contact with them
  • Asks which project in the CoC Verified this Current Living Situation (not yet up to date in HMIS)
  • Follow-up questions apply to Institutional, Temporary, or Permanent situations to determine Homeless Category 2 eligibility
  • Data previously entered into Outreach Contact has been partially copied over to Current Living Situation

Here are screenshots of this new element in:

Print the new paper assessments for your project today!
SSVF Prevention and Rapid Re-Housing
Domestic Violence History is required on Project Start and available to update on Interims
  • HMIS@NCCEH already included DV History on SSVF paper forms, so no need to re-print those!
  • Case Managers are encouraged to review the definition which includes intimate partner violence, family violence, and human trafficking in our Data Element training.

New Rapid Resolution project type
If grants choose to spend funds on this intervention, a new project must be created in HMIS. Please contact the Data Center if your agency will need these new projects.

Service Transaction data elements have new drop-down options
 Services Provided SSVF now includes:
  • Extended shallow subsidy
  • Returning home
  • Rapid resolution
Financial Assistance SSVF now includes:
  • Extended shallow subsidy – rental assistance

Here is a screenshot of these elements in HMIS.

Currently paper forms are not provided for Service Transactions given feedback about the preferences of finance departments. Please let the Data Center know if your agency would like an additional tool!
Grant Per Diem and Contract Residential Services for Veterans
New GPD Case Management/housing relocation projects
These grants require Employment Status. Please contact the Data Center if your agency will need these new projects.

VAMC Status Number now required
All GPD and CRS projects must collect VAMC Station Number at Project Start.
  • Update all current clients as of October 1st.

Here is a screenshot of this data element in HMIS.

Print the new Project Start paper assessment for your project today!
CoC-APR and ESG-CAPER Report Updates & Issues
New reports are located on the Reports Dashboard and labeled as "2019" versions
  • The Data Center has discovered an error impacting all project types that prevents uploads to Sage
  • WellSky has notified us of an error in Q22e for Rapid Re-Housing and Permanent Supportive Housing projects

Anticipated Changes to the reports include:
  • Q4a (HMIS Info) includes CoC code, Geocode, VSP, HMIS Software Name, Report Start & End Date.
  • Q7 & Q8 PIT persons and households served now report only those in housing for PH projects
  • Q19a3 removed for Client Cash Income Change by Start and Latest Status/Exit
  • Q19b – new Disabling Conditions and Income for Adults at Exit
  • Q23a and 23b removed – Destination includes all leavers regardless of time in project

Continue to use these reports to correct data quality issues. Remember that all HMIS have access to these reports to review your data! Check out the APR and CARER guides for more details.
NC BoS CoC HMIS Users Meeting
HMIS User Meeting
Check out September's HMIS User Meeting presentation for a preview of the HMIS implementation changes for new Data Standards and fundamental training below.

September Materials

Next HMIS User Meeting
Thursday, October 17th
1:00 pm - 2:30 pm
via conference call & webinar
Our monthly HMIS Users Meetings support you in data collection and data entry duties - if you want to place something on the agenda, please let us know!
We are working hard to work with our vendor WellSky to resolve the issues with the new releases. Please let us know if you have an questions or concerns about these new Data Standards!

Make sure you print your new paper assessments with the changes described above!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org