HMIS LEAD WEBINAR February 16, 2022 - HMIS Lead and System Administrator Monthly Webinar
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HMIS LEAD WEBINAR
February 16, 2022
1
• Inform HMIS Leads & System Admins of
upcoming HMIS events, information, and
changes to guidance
• Provide broad overviews of HMIS
guidance & foundational HMIS
knowledge
PURPOSE
• Provide forum for questions from the
field of HMIS Leads & System Admins
Homeless Management Information • Remind CoCs and HMIS Leads about
System (HMIS) upcoming reporting deadlines &
reporting requirements using HMIS and
other data sources
• Provide leadership to HMIS Leads &
System Admins for implementation
success
2WEBINAR REMINDERS
• HUD Exchange Website: • During & after the webinar today:
• For all materials, past, present, future • NEW this month: Closed Captioning
• For HMIS Lead listserv management • You are muted
• For links to other HMIS information • Use Q&A features of WebEx to interact
with us*
• For AAQ submission
• Use slide numbers in your questions
• Follow up via HMIS AAQ submission
3HUD & TECHNICAL STAFF
• Fran Ledger, SNAPS Office (she, they)
• Meradith Alspaugh, Partnership Center (she, her)
• Genelle Denzin, Abt Associates (she, her)
• Jenni Hernandez, Partnership Center (she, her)
• Jesse Jorstad, Abt Associates (he, him)
• Alissa Parrish, ICF (she, her)
• Brian Roccapriore, Cloudburst (he, him)
• Mary Schwartz, Abt Associates (she, her)
• Kayla Thompson, Abt Associates (she, her)
4Announcements & Reminders
• Comparable databases
• Security Reminder for HMIS Leads
• Reporting Timelines & Upload Results
• NHSDC – March 2022
AGENDA • Community Workshops
• Data Maturity Assessment Tool (DMAT)
Deeper Dive Content
• LSA Next Steps
• CE APR & VSP
• Stella Demo & Feedback
• AAQ Analysis
• HMIS Data Standards FY 2024
5ANNOUNCEMENTS &
REMINDERS
HUD Staff & Technical Assistance Providers
6COMPARABLE DATABASES
• The CoC and VSP both have responsibilities when it comes to ensuring the use of a
compliant comparable database (24 CFR 578.57(a)(3); 24 CFR 578.103(b)).
• VSP recipients must use a compliant comparable database or be at risk of a HUD
Field Office finding or local finding.
• No Vendor or Recipient is 100% compliant, 100% of the time!
• HUD is providing Technical Assistance to Recipients and Vendors:
• AAQ and Request for Technical Assistance
• Resources
• When to Use a Comparable Database (Decision Tree)
• Comparable Database Manual
• Comparable Database Checklist
7DATA SECURITY REMINDER
• Uploads/transfers/reporting: happening all the time
• Data Security is the HMIS Lead’s responsibility – knowing where data are
and who is accessing it;
• Think Through: Privacy Notice (can you share), then secure transfer (how
you share) and then secure storage (where it lives)
• *When in doubt, don’t take it out*
• *And if you take it out, don’t just give it out*
• A security expert will be on next month’s call to discuss this topic in more
detail
8REPORTING TIMELINES
Report Timeline
System Performance Measures (SPM) October 1, 2021 – February 28, 2022
Longitudinal System Analysis (LSA) Open: December 6, 2021
Closed: February 15, 2022
Final Notes Due: February 18, 2022
Housing Inventory Count/Point In Time (Tentatively) Opens March 2022
Stellavizification (Tentatively) Late February 2022
SSVF Uploads – March 2022 March 1 – March 7, 2022
9RECENT UPLOAD RESULTS
Report Result
System Performance Measures (SPM) 13% submitted (up from 7% in Jan)
22% in process (up from 17% in Jan)
Longitudinal System Analysis (LSA) Effective 2/15/2022:
Complete – 10 (2.5%)
Working – 372 (95%)
Not Started – 8 (2%)
SSVF Uploads – February 2022 98% complete
RHY Uploads – January 2022 97% complete
ESG-CV Reports Q4 86% accepted
Q5 70% accepted
10NATIONAL HUMAN SERVICES DATA
CONSORTIUM (NHSDC) INFO
• Fall 2021 conference sessions are live:
https://www.hudexchange.info/trainings/nhsdc-fall-2021-conference/
• Spring 2022 Conference registration open:
https://whova.com/portal/registration/nhsdc_202203
• March 28-30, 2022
• Minneapolis, MN
• HMIS Foundational Certificate will be offered
• COVID policies on the registration page (click on “See more” link)
1112-week workshops which allow communities to access
direct TA through an online, group learning, peer-to-peer
Spring collaborative approach
Designed to help communities make strategic decisions to
2022 aid rehousing efforts and expand understanding of how to
advance racial equity in the homeless response system
Community Communities should have 2-4 participants in the workshop
and due to the degree of involvement, communities can only
register for one workshop per semester
Workshops Deadline was February 14 for this semester – email
alissa.parrish@icf.com to discussBuilding Community-Wide Support for
Housing Focused Practices
Coordinated Entry: Prioritization &
Assessment
Topics
Coordinated Entry: Referral Best Practices
Offered
Partnering with People with Lived Experience
System Performance Improvement using
Stella POther Resources Housing Problem-Solving Housing Problem-Solving in Practice Changes to Coordinated Entry Prioritization to Support and Respond to COVID-19 Advancing Racial Equity through Assessments and Prioritization Equity-Driven Changes to Coordinated Entry Prioritization Partnering with Persons with Lived Experience Lessons Learned Webinar Engaging Individuals with Lived Expertise CoC Performance Analysis and Improvement Toolkit You and Stella Together Again (NHSDC April 2021)
DATA MATURITY ASSESSMENT TOOL
• Tool located at: https://www.hudexchange.info/programs/coc/coc-data-
maturity-assessment-tool/
• Self-assessment tool to reflect on local data practices
• Action Plan Template to increase capacity
• Tailored resources
• The tool is organized under four key components of Data Maturity:
• Data Quality
• Data Analytics Capacity
• Data Leadership
• Data-Informed System Improvement
15DEEP DIVES INTO CONTENT
Technical Assistance Providers
16LSA IS OVER…KIND OF
• Thank you for your hard work.
• During the March system admin
call there will be an opportunity to
provide feedback about the
process.
• We are dedicated to continually
improving the process and want
to hear from you.
17LSA – WHAT YOU CAN DO & EXPECT
THIS WEEK
• AHAR team members will continue to review notes through the end of
this week.
• Communities can provide final notes in response to warning flags
through 2pm PST on Friday, February 18, 2022. These notes are
critical to our understanding of this data.
• Please continue to work on data quality issues that could be problematic
for other or future reporting.
Note: You will not be able to enter notes beyond this Friday 2/18 at 2pm
PST.
18LSA – WHAT WE WILL DO THIS WEEK
• We appreciate the more than 200 CoCs who uploaded in the final two days
of data submission. This greatly reduced the overall number of flags.
• Review teams are working as quickly as we can.
• Review team will not be able to do additional review of notes. May not get a
response by the end of the week.
• Liaisons are no longer available for intensive communication. Regional
inboxes will not be monitored beyond the notes deadline.
What happens when we finish our review?
• AHAR team members hit complete, communities get an email. Unlike previous
years, communities will not be required to “confirm” their data submissions.
19PROJECTS REQUIRED TO COLLECT
CE DATA
All projects which receive a Supportive Services Only grant for Coordinated Entry must collect CE data
Element 4.19
Coordinated Entry Assessment & Element 4.20
Coordinated Entry Event
20PROJECTS REQUIRED TO COLLECT
CE DATA
Regardless of how a community has designed their CE system 4.19 & 4.20 must be collected in the
place where persons are receiving CE services. CE Systems may look like:
21PROJECTS REQUIRED TO COLLECT
CE DATA
Victim Service Providers who receive an SSO:CE grant from HUD are required to collect CE data for their
own reports and to provide their information for all CoC grant CE reporting.
Victim Service Providers grant data must be collected in the comparable database system.
• May create a CE project to service survivors in the CoC = Project type 14
• May be collaborating with the CoC where a VSP project, for example a shelter, is providing the services
a no-wrong door might provide, but the services are limited to survivors = Regular project type with the
addition of the CE elements.
22Selecting projects and clients for the CE APR for CoC XX-500
1. Projects P1, P2, and P3 all collect CE data (4.19 and 4.20) in a multi CoC HMIS implementation that has a no-wrong door approach.
2. Project P2 serves two different CoC’s within the implementation: xx-500 and xx-601, thus some clients in the project are from each CoC.
3. Project P4 does not collect CE data.
4. The CE APR report is being generated for a grant that was given to xx-500. Therefore:
• Project P1 operates exclusively in XX-500 so [client location] filtering is unnecessary.
• Clients in P2 need an additional filter to determine [client location] (3.16) to select the 1 client in XX-500 while the client in XX-601 is ignored.
• Clients in P4 are not counted as they do not collect CE data.
• Clients in P3 are not counted because they are not in xx-500.
• In addition to filtering by project and client location, relevant clients and data are further determined by the criteria below.
23STELLA P – NEW ‘BY RACE &
ETHNICITY’ VIEW
• Previously the measures Days Homeless, Exits and Returns had 3
views:
• Overview
• By Pathway
• By Population Group
• By Population Group included Specialty Populations, System Utilization
and Race/Ethnicity.
• There is a new view that expands the Race and Ethnicity Data
24New Race/Ethnicity Groups
Race
American Indian, Alaska Native or Indigenous
STELLA P – RACE & Asian or Asian American
Black or African American or African
ETHNICITY Multiple Races
Native Hawaiian or Pacific Islander
White
Ethnicity
Hispanic/Latin(a)(o)(x)
Previous Race/Ethnicity Groups: Non-Hispanic/Non-Latin(a)(o)(x)
Race and Ethnicity
American Indian or Alaska Native American Indian, Alaska Native or Indigenous;
Hispanic/Latin(a)(o)(x)
Asian American Indian, Alaska Native or Indigenous; Non-
Black or African American Hispanic/Non-Latin(a)(o)(x)/Unk
Black, Hispanic/Latin(a)(o)(x)
Multiple Races Black, Non-Hispanic/Non-Latin(a)(o)(x)/Unk
Multi-Racial OR Asian or Asian American OR Native
Native Hawaiian/Other Pacific Islander
Hawaiian or Pacific Islander OR Unk; Hispanic/Latin(a)(o)(x)
White, Hispanic/Latino Multi-Racial OR Asian or Asian American OR Native
Hawaiian or Pacific Islander OR Unk; non-Hispanic/non-
White, non-Hispanic/Latino Latin(a)(o)(x)/Unk
White, Hispanic/Latin(a)(o)(x)
White, Non-Hispanic/Non-Latin(a)(o)(x)/Unk
25STELLA P – GENDER
Previous Gender Groups: New Gender Groups
Female Female
Male Male
No Single Gender
Transgender or gender non-conforming Questioning Gender
Unknown Transgender
Unknown
26STELLA P –
HOUSEHOLD TYPES New Household Types
All Households
All Child and Youth1
Previous Household Types: Long-term Homeless2
Inflow3
All Households Adult Only (AO)
Adult Only (AO) AO Veteran
AO Non-Veteran
AO Veteran AO 18-24 year old
Adult & Child (AC)
AO Non-Veteran
Child Only (CO)
AO 18-24 year old
Adult & Child (AC) 1All Child and Youth: Households in which all member are under
Child Only (CO) the age of 25.
2Long-term Homeless: Households with 365 or more cumulative
days homeless.
3Inflow: Households who have less than 365 cumulative days
homeless.
27STELLA P - DEMO
28STELLA P – INFORMING THE FUTURE
• https://www.menti.com/v1nhteveft
29AAQ
A N A LY S I S :
TO P I C S
30AAQ ANALYSIS:
ANSWER
RATES
• If we answered the same
number of AAQs as were
asked in a given month, the
dot would be at 100%.
• Dots at more than 100%
mean more were answered
that month than were asked.
31AAQ ANALYSIS:
ANSWER TIMES
• Counts Business Days
only
• Outliers are generally
tougher questions that
need more reviewers
and/or direct HUD input
32DATA STANDARD UPDATES
• HMIS Data Standards are updated bi-annually
• If you have a suggestion, please submit an AAQ:
https://www.hudexchange.info/program-support/my-question/
• Suggestions should be submitted by 12/31/2022 to be
considered for FY2024
33• HMIS Lead Webinars & Archive
• HMIS Lead Series Tools and Products
• HMIS Data Standards
• Comparable Database Decision Tree
• Comparable Database Manual
RESOURCE LINKS
• Comparable Database Checklist
• HMIS Project Set-up Tool
• EHVs in HMIS
Newest Resources
Data Maturity Assessment Tool
NHSDC
TA Portal for Local Support from TA
34Welcome to 2022
January 19th
February 16th
• March 16th
• April 20th
UPCOMING MEETINGS
• May 18th
• June 15th
All meetings are 1:00 pm to 2:30 pm ET
• July 20th
• August 17th
• September 21st
• November 16th
• December 21st
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