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Personal Protected Information (PPI) includes name, SSN, DOB, program entry/exit, client location, system/program ID, and program type.

HMIS 101

What is an HMIS??

A locally administered, electronic data collection system that stores longitudinal person-level information about persons who access the homeless service system.

Why is it important??

  • Congressional mandate
  • Required by funding streams
  • Increases knowledge of scope and size of problem
  • Performance measurements

Data

Quality

Completeness

Accuracy

Accurate representation of the case characteristics, demographics, service transactions, and history.

Agency collects and enter data on 100% of clients served; maintains a minimum of 90% or 92% completeness for all required data fields.

Timeliness

Reports

Issued by the end of the following month. Revisions due within 10 days. 

All client data entered as close to real time as possible but no later than 10 business days after data is collected.

Data

Security

Limited physical access to systems....ensure that all computers accessing HMIS

are private and secure.

Internet Security

Workstation Authentication

All HMIS users have a unique user name/password and maintain a secure workstation.

Virus and firewall protections are evident. Updates are handled automatically.

Staff Turnover

HMIS staff is immediately notified when an employee leaves so that their HMIS user account can be inactivated.

Privacy

Policy

Baseline Privacy Standards

  • Must comply with other federal, state, and local confidentiality law
  • Must comply with limits to data collection (relevant, appropriate, lawful, specified in privacy notice)
  • Must have written privacy policy - and post it on your web site
  • Must post sign at intake or comparable location with general reasons for collection and reference to privacy policy

  • We use “Informed Consent”
  • Each client/guardian must consent to sharing data in HMIS
  • If consent refused, enter client as Anonymous
  • Keep copy of signed form in client’s file

Client Consent

Data Quality,

Policy

and

Security

Data

Collection

HUD Data Elements

Agency collects and enters Universal Data Elements and certain Program Specific Data Elements into HMIS.

VA Program Specific

PATH Program Specific

Universal Data Elements

Program Specific Data Elements

  • Contact
  • Date of Engagement
  • Bed-Night Date
  • Housing Assessment Disposition
  • Services Provided: PATH Funded
  • Referrals Provided: PATH
  • PATH Status
  • Connection with SOAR
  • Domestic Violence
  • Project Entry Date
  • Project Exit Date
  • Destination
  • Relation to HOH
  • Client Location
  • Housing Move-In Date
  • Income & Sources
  • Non-Cash Benefits
  • Health Insurance
  • Physical Disability
  • Developmental Disability
  • Chronic Health Condition
  • HIV/AIDS
  • Mental Health Problem
  • Substance Abuse
  • Domestic Violence
  • Name
  • Social Security Number
  • Date of Birth
  • Race
  • Ethnicity
  • Gender
  • Veteran Status
  • Disabling Condition
  • Living Situation
  • Services Provided: SSVF
  • Financial Assistance: SSVF
  • Veteran's Information
  • Percent of AMI
  • Last Permanent Address
  • VAMC Station Number
  • SSVF HP Targeting Criteria
  • HUD-VASH Voucher Tracking
  • HUD-VASH Exit Information
  • Connection with SOAR: SSVF
  • Last Grade Completed: SSVF
  • Employment Status: SSVF

Data Collection Forms

  • HMIS Intake Form
  • Re-assessment Form
  • Exit Form
  • Services Form
  • and, Custom Items…

Questions??

Data

Uses

HMIS Data for Community Questions

HMIS Data for

National Questions

  • How many people are homeless on the streets and in the service system?
  • How many are chronically or episodically homeless?
  • What are the characteristics and service needs of those served?
  • Which programs are most effective at reducing and ending homelessness?

  • How many people are homeless in the United States?
  • Who is homeless?
  • Where do people receive shelter and services and where did they live before homelessness?
  • What are the patterns of homeless residential program use?
  • What is the Nation’s capacity for housing homeless people and how much is utilized?

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