2014 HUD Data Standards New & Active Clients • All ESG, CoC and SSVF funded agencies are required to begin collecting data on new and active clients based on the 2014 data standards. • For clients who came in before Oct. 1st and are still active in your program, you will need to gather new data on exit/annual review for CoC/ monthly review for RRH. Language Changes • Program refers to Federal, State, and Local funding sources (CoC, HMIS, HOPWA) • Project refers to the work being done (Emergency shelter, RRH & TH, PSH, etc.) • Head of Household(Only one person in the household should be the head of the household) • “Don’t know” becomes “Client doesn’t know” Universal Data Elements • • • • • • • • • • • • • • Name SSN DOB Veteran Status* (adult only, it becomes part of the client record) Race/Ethnicity Gender Disabling Condition* (adult only, yes/no question) Residence prior to Project Entry/Length of Stay in Previous Place Project Entry Date/Project Exit Date Destination Personal ID/Household ID Relationship to Head of Household Client Location Code* Length of time on street/emergency shelter/safe haven* (adult or Head of household) ESG & CoC Required Data Elements • • • • • • • • • Housing Status Income and Sources Non cash benefits Health insurance* Disability Information Domestic Violence Contact—(Outreach only) Date of Engagement (Outreach only) Residential Move in Date (Rapid Rehousing only, In Interim—Update Assessment) • Housing Assessment at Exit (Prevention only) Street outreach and Emergency Shelter Client Record • Name Data Quality • Veteran status will only be collected once, similar to the Name and SSN fields. This will be shared amongst projects the same as name and SSN field. – Should only be updated for the following: • True data error • Client became a veteran • Minor who didn’t answer the question but turned 18 • Please check the accuracy of veteran question with detail after Oct. 1 HMIS will take the most recent answer to this question, not what you answered individually Update Client Consent • Added veteran status to list of things being shared with all agencies (name, last 4 of SSN, year of birth) • Please discontinue using old ROI and use new ROI. It is available on our website/bas-net news section CoC Location Code • You will need to select our CoC Location code for every client. Our CoC location code is NY508 Erie/Niagara • We will also have NY504 Cattaraugus County’s CoC Code visible, you must ALWAYS select NY 508 Length of Stay in ES/SH/Street 1. ) Continuously homeless for at least one year? • Yes • No • Client doesn’t know • Client refused 2. ) Number of times the client has been homeless in the past 3 years: • 0 • 1 • 2 • 3 • 4 or more • Client doesn’t know • Client refused Length of Stay in ES/SH/Street (Cont’) 3.)(If 4 or more times) Total number of Months Homeless in the Past Three Years: • If 0-12 Months, specify: #____ • More than 12 months • Client doesn’t know • Client refused 4.)Total number of months continuously homeless immediately prior to project entry: #_______ 5)Status Documented Yes/No Zip Code /Reason/ES and TH list • Local CoC will continually required to collect – Zip Code of Last Permanent Residence – Reason For Homelessness – Emergency Shelter and Transitional Housing Lists Income and Non-Cash Benefits • Children’s income and non-cash benefits should now be recorded under the Head of Household’s income and non-cash benefits. • Multiple adults in the same household should keep their incomes and benefits separate. • Health insurance is still required to be recorded for each client, including children • When a child ages into adulthood, their information should be updated to include their income and benefits Interim Review • Interim Review is utilized to record updates and the Annual Assessment. Updating on the client profile page will no longer be valid. • Clients who stayed one year or longer are required to complete the Annual assessment 1 year from client anniversary+/- 30 days for APR purpose. Please select “Annual Assessment” on Interim. • Bowman is working on creating an alert to indicate when annual assessment is due, but this is not available yet. You can create a case plan, and a reminder will be set up that way. New Workflow • For single clients go directly to the Entry/Exit tab • For family, go to the households tab first then go to Entry/Exit tab • Updates will no longer be made to the client profile page. All updates will be under interim review—Select “update” • For outreach projects, including PATH, we will have separated training. HUD Verification • Please refer to the HUD verification link on the Bas-Net news Reports • More information will be forthcoming from HUD • New APR and AHAR coming in 2015, no report specifications are out yet • ESG CAPER specifications pending • HUD-40118 report is retired and no longer available. The Entry Exit report is a similar report, which will still be available.