NYC HMIS Reporting Server KickOff

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NYC HMIS Reporting Server Kick-Off

• September 8, 2006
• Presented By Michelle Hayes, National Director,
  HUD HMIS Technical Assistance Initiative,
• Abt Associates

HUD HMIS Policy Direction
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HMIS Congressional Direction

• Congress directed HUD and in turn Supportive
  Housing Program (SHP) grantees to provide data
  and analysis on the extent and nature of
  homelessness and the effectiveness of the
  McKinney Act programs, including
• Developing unduplicated counts of clients served
  at the local level
• Analyzing patterns of service use and
• Evaluating the effectiveness of these systems
• HUD must report annual progress to Congress
  http//www.hud.gov/offices/cpd/homeless/hmis/strat
  egy/

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Importance of Data for Communities

• Communities need data to
• Determine the size and scope of the homeless
  problem at the local level
• Plan services and programs appropriately to
  address local needs
• To know the capacity (beds/units) of the system
  to house homeless individuals and families
• Measure progress in addressing homelessness
• Measure performance of individual programs and
  the system as a whole in preventing and ending
  homelessness

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Importance of Data for HUD

• HUD needs data to
• Understand the extent and nature of homelessness
  throughout the county
• To know the capacity (beds/units) of the country
  to house homeless individuals and families
• Provide Congress with information on services
  provided and gaps in services
• Report to Congress and Office of Management and
  Budget (OMB) on performance
• Make funding decisions

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HUD SHP Data Requirements

• SuperNOFA
• Housing Inventory Charts
• Point in Time Counts
• HMIS Unduplicated Counts
• Grantee Requirements
• Annual Progress Reports
• Universal and Program Level Data in HMIS

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HMIS Participation Requirements

• HMIS Requirements Defined in HMIS Data and
  Technical Standards published in federal register
• http//www.hud.gov/offices/cpd/homeless/rulesandre
  gs/fr4848-n-02.pdf
• all recipients of HUD McKinney-Vento Act program
  funds are expected to participate in HMIS
• (FR 4848-N-02 p 45901)
• Standards give precedence to more stringent
  federal, state, and local privacy protections
  that may impact participation
• Violence Against Women Act Reauthorization of
  2005
• Other State Laws

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Options for HMIS Participation

• Data entry into centralized HMIS software
  application
• Regular upload of data to central HMIS software
  application
• Regular upload of data to central data warehouse

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HMIS Data Requirements

• Universal data elements for all clients served in
  all programs
• Demographics
• Intake/Exit Date
• Client and System Identifiers
• Program level data elements for grantees that
  must submit Annual Progress Report (APR)
• Income and Benefits
• Disability, HIV/AIDS, SA, MH, DV
• Services Received, Destination, and Reason for
  Leaving

9
HMIS Privacy Requirements

• All agencies entering data into or contributing
  data to HMIS must have
• A privacy policy describing uses and disclosures
  of information (I.e. consent protocols) and
  published on the agencys website as appropriate
  and
• A privacy posting with the following information
  at each intake desk or comparable location
• General explanation of reasons for collecting
  information and
• Privacy policy/notice is available upon request.

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HMIS Security Requirements

• All agencies contributing (migrating/uploading)
  data to HMIS must have
• Authentication
• Virus Protection with auto-update
• Firewalls- individual workstation or network
• Encryption- transmission
• Public access- PKI- Public Key Infrastructure
• Backup and disaster recovery
• Secure Disposal
• More stringent protocols apply to the HMIS
  application for direct data entry for users and
  administering agencies.

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HMIS Who is Responsible?

• Continuum of Care (CoC) is responsible for HMIS
  Implementation, including planning, software
  selection, setting up and managing the database
  according to HUD Standards.
• The HMIS administering agency of the SHP HMIS
  project grant are agents of the CoC, manage HMIS
  operations on behalf of the CoC and provide HMIS
  administration functions at the direction of the
  CoC
• The CoC is responsible for ensuring accurate,
  reliable data are generated for participation in
  the Annual Homeless Assessment Report (AHAR).
• Next AHAR Oct 1, 2006 to Sep 30, 2007

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What can we expect in the future?

• More accurate accounting of progress of HMIS
  Implementation through GPRA (Government
  Performance Reporting Act)
• Increased emphasis on linkage of funding to HMIS
  participation in HUD Appropriations Committee
  Language 2006
• Continued emphasis in SuperNOFA on HMIS
  participation with complete and accurate data and
  verifiable Housing Inventories
• Timely and complete Annual Homeless Assessment
  Reports

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HUDs GPRA Goals

• HUD has four GPRA goals
• Stabilize clients in permanent housing
• Successfully move clients from transitional
  housing to permanent housing
• Increase the employment rate of clients and
• Increase HMIS Participation.
• At least 390 Continuums will have a functional
  HMIS.

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HUD Appropriation Committee 2006

• The Department has encouraged the participation
  of HMIS through financing and incentives through
  the annual, competitive CoC Notice of Funding
  Availability NOFA process. Nevertheless, the
  Committee strongly urges the Department to ensure
  full participation by all CoCs in the HMIS effort
  and consider future CoC funding to be contingent
  upon participation in HMIS and AHAR. Due to the
  Committee's continued interest in the
  Department's data collection and analysis
  efforts, the Committee again directs HUD to
  report on its progress by no later than March 10,
  2006. -Senate Report 109-109

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SuperNOFA and AHAR

• HUD will begin publishing SuperNOFA data on their
  web site beginning Fall of 06
• Housing Inventory Charts with GIS Maps
• Point in Time Counts (Pops/Subpops)
• HMIS Counts
• AHAR
• All CoCs will be expected to participate in the
  future
• Data will be expanded from universal data to also
  include program level data elements
• Reminder AHAR III begins October 1!!!!