2020 HMIS Data Standards
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      2020 HMIS Data Standards: System Administrator Checklist - August 2019

       

      To help guide you through the upcoming months of Data Standards updates, we created the System Administrator Checklist below. The purpose of this checklist is to prepare Admins for what to do before October 1, and what to do on or after October 1. 

      As such, this checklist is split into two sections: 1.) Items to complete before October 1, and 2.) Items to complete on and after October 1.

       

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      Please note: If Bitfocus provides your system administration services, your team is already planning for these changes and will be working closely with you in the coming months to ensure a smooth roll out. Expect to hear more from your team this week!

       

      In addition, some clarifying notes to the ‘Housing Move-In Date’ announcement :

      • ‘Housing Move-In Date’ mapping will include: Mapping data from the [Program Screen with greatest Screen Program Date/Information Date with a Non-Null 'Housing Move-in Date'] to the clients Program Enrollment Screen. 
      • This mapping will only take place for clients enrolled in the four Permanent Housing Program Types:
        • PH - Permanent Supportive Housing (disability required for entry)
        • PH – Housing Only
        • PH – Housing with Services (no disability required for entry)
        • PH - Rapid Re-Housing
      • Logic Update to ‘Remove from Community Queue’ function: The ‘Housing Move-In Date’ from the Program Enrollment Screen is where the data will be pulled for HUD reporting. Because of this, we have made the following logic change: When utilizing the Community Queue, and the ‘Automated Removal from the Community Queue’ is enabled in the Referral Settings, the client will be automatically removed from the Community Queue if they are enrolled in a permanent housing program type and there is an inputted ‘Housing Move-In Date’ on the Enrollment screen when any screen is saved within that program Enrollment. Previously, the ‘Remove from Community Queue’ logic regarding ’Housing Move-In Date’ occurred if there was an inputted ‘Housing Move-In Date within permanent housing program types on any screen in the program enrollment.

      Lastly, beginning October 1, 2019 there will be an ‘Auto Exit’ logic update, which applies to program enrollments where the ‘Auto Exit’ toggle is enabled. In addition to service transactions, the ‘Auto Exit’ logic will also include Status, Annual, Current Living Situation, and Program Level assessments provided.

       

      Data Standards System Administrator Checklist

       

      Before October 1:

        Custom Screens (If utilizing custom screens):

      • When the 2020 System Screens are released on September 17, 2019, the new 2020 System Enrollment/Status/Exit screens can be copied and modified with local fields in preparation for the Data Standards release on October 1, 2019. 
      • Note: Please do not give your users access to the new screens until 10/01/2019.

       

        Bed/Unit Inventory:

       

        Prior Living Situation - ‘Type of Residence’ field:

      • ‘Interim Housing’ is being retired from the ‘Type of Residence’ field. Begin identifying and backdating any clients with the Prior Living Situation ‘Type of Residence’ of (27) “Interim Housing” and update to the appropriate living situation, as of project start. This should be completed by October 1.

       

        Site Type: 

      • ‘Site Type’ is no longer a required Data Standards field, and will be removed from the Program Set Up screens. If you are running any Looker queries that utilize the program ‘Site Type’ field, replace ‘Site Type’ with ’Program Type’ in its place. If you have any questions about this, please contact the Bitfocus Technical Support Agents.

       

        Housing Move-In Date:

      • ‘Housing Move-In Date’ will be removed from the new 2020 System ‘Status’ and ‘Exit’ screens, and should only be collected and updated on the client program Enrollment screen beginning on October 1. A data mapping will take place which will map the ‘Housing Move-In Date’ value from the [Program Screen with greatest Screen Program Date/Information Date with a Non-Null 'Housing Move-in Date'] to the clients Program Enrollment Screen in client program enrollments in the four permanent housing program types.  For HUD reporting, the ‘Housing Move-In Date’ on the Enrollment screen will be the field data information pulled.
        • Please refer to the ‘Housing Move-In Date’ Looker guidance to assist in determining if there are any program enrollments with different Housing Move-In Dates entered, and before October 1, for enrollments that have different Housing Move-in Dates entered, update all screens in the program enrollment with a ‘Housing Move-In Date’ inputted to the correct date to ensure a clean mapping. 

       

        ‘Destination’ picklist values:

       

        Review the HUD Exchange 2020 HMIS Data Standards materials:

      • Be sure to familiarize yourself and reference the resources available on the HUD Exchange 2020 HMIS Data Standards page for additional guidance, backdating and mapping information which includes:
        • Data Entry for FY 2020 Data Standards Update 
        • 2020 HMIS Data Dictionary 
        • 2020 CSV Schema 
        • 2020 Instructions for Mapping Existing HMIS Data to Current HMIS Data Standards

       

      On and Beginning October 1:

        Program Templates:

      • On October 1, update existing program templates with the new [2020] System screens, or if custom versions of the [2020] screens if created.

       

        Victim Services Provider:

      • If utilizing any Looker reports with this field, please note that this field is now at the ‘Agency’ level, and no longer at the ‘Program’ level. To report on the new agency level ‘Victim Service Provider’ field, the new agency level ‘Victim Service Provider’ dimension should be added to Looker reporting.

       

        HMIS Participating Project:

      • Review programs to ensure ‘HMIS Participating Project’ is toggled on or off correctly on the program set up, and adjust the toggle as appropriate.
        • On October 1, residential programs with an active Bed/Unit Inventory that had HMIS Participating Beds will automatically be set to ‘HMIS Participating Project’ = Yes
        • On October 1, residential programs with no active ‘HMIS Participating Beds’ associated with a Bed/Unit Inventory will automatically be set to ‘HMIS Participating Beds’ = No
        • On October 1, all non-residential programs will automatically be set to ‘HMIS Participating Project’ = Yes
      • If utilizing any Looker reports with this field, please note that this information is now at the ‘Program’ level, and no longer collected at the ‘Bed/Unit Inventory’ level. To report on the new program level ‘HMIS Participating Project’ field, the new program level ‘HMIS Participating Project’ dimension should be added to Looker reporting.

       

        Funding Sources:

      • Any programs should be updated to the new funding sources if applicable.
        • VA:Grant Per Diem - Case Management/Housing Retention
        • HUD: CoC - Joint Component TH/RRH

       

        Bed/Unit Inventory:

      • When the mapping takes place on October 1, HUD strongly encourages System Administrators to review the Bed/Unit Inventories again and make adjustments where appropriate.

       

        Disabling Condition:

      • When the updated 2020 System screens are released, ‘Disabling Condition’ will only appear on the Enrollment screen and no longer on ‘Status’ and ‘Exit’ screens, as per HUD guidance, this information should be collected at ‘Project Start’ and updated as necessary to reflect new information.
        • Update and collect ‘Disabling Condition’ only on client Enrollment screens.
        • Remove ‘Disabling Condition’ from any in-use custom Status and Exit screens.

       

        Domestic Violence:

      • Data element ‘Domestic Violence’ fields will now be collected and available on the System screens for PATH and SSVF programs. Beginning October 1, PATH and SSVF programs are required to collect this information.

       

        Employment Status:

      • The ‘Employment Status’ fields will be available for all VA: GPD funding streams within the 2020 System VA Enrollment and Exit screens to collect information beginning October 1.

       

        Sexual Orientation:

      • A new picklist value ‘Other’ will be added to the Sexual Orientation field, and data collection is now required for HUD: COC YHDP programs. Any active clients in RHY and YHDP-funded programs should be updated as applicable.

       

        SSVF Services Provided & SSVF Financial Assistance:

      • The four new service items should be configured for SSVF programs (Program Types: Rapid Re-housing and Homeless Prevention) to make available for client service transactions. Additional details can be found here: SSVF Services Provided and Financial Assistance Service Updates Guidance . 
      • SSVF Program Templates utilizing automated service provisioning should be adjusted with the four new service items for any SSVF programs created in the future. 
      • Any records for active clients as of October 1, 2019 should be updated to reflect any applicable service transactions in these service item categories. 

       

        VAMC Station Number:

      • This field will now also be available to VA:GPD, VA: CRS Contract Residential Services, and VA: Community Contract Safe Haven programs within the new 2020 VA System Enrollment screen. Any records for active clients as of October 1, 2019 in these funded programs should be updated.

       

        Housing Move-In Date:

      • ‘Housing Move-In Date’ will be removed from the new 2020 System ‘Status’ and ‘Exit’ screens, and should only be collected and updated on the client program Enrollment screen beginning on October 1. 
        • On October 1, begin recording any ‘Housing Move-In Date’ updates on the client program Enrollment screen.
        • If utilizing any custom Status and Exit screens, on October 1, we recommend removing the ‘Housing Move-In Date’ field from these screens, and users be trained to update the ‘Housing Move-In Date’ for clients on the program enrollment screen as this will be the ‘Housing Move-In Date’ utilized for reporting.
        • IMPORTANT: Please be sure to enter and update the ‘Housing Move-In Date’ on the clients program Enrollment screen when a client moves into housing as for HUD reporting, the ‘Housing Move-In Date’ on the Enrollment screen will be the field data information pulled. Any ‘Housing Move-In Date’ inputted on ‘Status’ or ‘Exit’ screens will not be incorporated to ensure proper reporting.

       

        Updated Fields:

      • Picklist fields ‘Funding Source’, ‘Destination’, ‘Prior Living Situation - Type of Residence’, ‘PATH Status - Reason Not Enrolled’, and ‘Sexual Orientation’ will be adjusted as of October 1. Additionally, the Program Type 'Coordinated Assessment' will be renamed 'Coordinated Entry.' Please make any adjustments where appropriate to your Looker reporting such as adjusting Look filter display names where wording has been updated, or including additional picklist field options. The ‘2020 HMIS Data Standards: Field Adjustments’ article provides an overview of the field adjustments made.

       

        Current Living Situation:

      • Please refer to ‘2020 HMIS Data Standards: Coordinated Entry Data Elements Details - 4.12 Current Living Situation’ for a description of the restructured data element of the previous ‘Contact’ services data element. ‘Current Living Situation’ will live as an assessment within the program ‘Assessments’ tab in client program enrollments in order to record ‘Current Living Situation’ occurrences. Per the 2020 HUD HMIS Data Standards, ‘Current Living Situation’ is applicable to the following, and is effective October 1, 2019:
        • HUD: CoC – Collection required for Street Outreach and Coordinated Entry
        • HUD: ESG – Collection only required for Street Outreach and nbn shelter
        • HHS: PATH – Collection required for all components
        • HHS: RHY – Collection only required for Street Outreach
        • HUD: CoC - Youth Homeless Demonstration Program (YHDP) – collection required for any project type serving clients who meet Category 2 or 3 of the homeless definition.
      • Adjust and/or create any program templates assigned to programs that will need to utilize ‘Current Living Situation’ assessment. The ‘Current Living Situation’ screen can be selected as an ‘Additional Status Screen’ in the program template. To update the applicable program templates, System Admins can click Setup → Templates → Program Templates → ’Edit’ the applicable program template →  Select the ‘Current Living Situation’ screen in the ‘Additional Status Screen’ dropdown → Click ‘Save Changes’
      • In order to provide the ‘Current Living Situation’ assessment to clients within a program enrollment, the ‘Program Assessments’ toggle should be enabled on the applicable program set up page.
      • When the Contact mapping takes place on October 1, any program templates assigned to programs where ‘Current Living Situation’ assessments will be mapped from the retired Contact services will automatically have the System ‘Current Living Situation’ screen set as an ‘Additional Status Screen’ in that associated program template.
        • Beginning October 1, please review your program templates in order to set ‘Current Living Situation’ as an ‘Additional Status Screen’ to any program templates that will need to provide ‘Current Living Situation’ within their assigned programs, or remove ‘Current Living Situation’ from program templates that no longer need to provide ‘Current Living Situation’ in their programs as necessary.
      • Ensure any programs that will need to utilize the ‘Current Living Situation’ assessment for clients should be assigned a program template that has ‘Current Living Situation’ selected as an ‘Additional Status Screen’.
      • All historical Contact services will be automatically set to ‘Inactive’. If wanting to continue to utilize the retired ‘Contact’ services for local community needs, these ‘Contact’ services should be set back to ‘Active’.
      • For any existing PATH program templates that have Service Automated Provisioning enabled with the newly retired ‘Outreach Contact’ service and associated ‘Outreach Contact’ service items configured: In order to maintain compliance with the 2020 Data Standards, you must remove the ‘Outreach Contact’ service and service items from the PATH program template automated provisioning services section, as this ‘Contact’ service has been retired with the 2020 HMIS Data Standards. By removing the ‘Outreach Contact’ service from the PATH program template, when new PATH programs are created in the future, these new programs will not be automatically assigned the ‘Outreach Contact’ services.

       

        Coordinated Entry Assessment:

      • Please refer to ‘2020 HMIS Data Standards: Coordinated Entry Data Element Details - 4.19 Coordinated Entry Assessment’ for a description of the data element.
        • All System VI-SPDAT screens will be automatically set with the Coordinated Entry toggle enabled. System Admins should set any custom VI-SPDAT assessment screens used for Coordinated Entry, or custom Coordinated Entry assessment screens to where the ‘Coordinated Entry’ toggle is set to on.
          • System Admins can manually untoggle the ‘Coordinated Entry’ toggle for System VI-SPDAT screens not used for Coordinated Entry if preferred.
        • ‘Assessment Location’ field: System Admins should add ‘Assessment Location’ picklist field options within the Field Editor (field data name: assessment_location). The ‘Assessment Location’ field options added will then be available system-wide for any screens using the ‘Assessment Location’ field.
        • If wanting to collect the Coordinated Entry Results for this data element, and if not already doing so, please begin implementing a process of utilizing assessment processors in order to generate the results for the data element.
        • If not already doing so, please begin implementing a process of referring clients to the Community Queue from the program Coordinated Entry Assessment Eligibility Determination page in order to determine the ‘Prioritization Status’ for the data element.
        • Please ensure that when providing the Coordinated Entry Assessments, that the assessment is linked to a client program enrollment, as each ‘Coordinated Entry Assessment’ should be tied to a program enrollment ID. Therefore a client program enrollment should be created, and the Coordinated Entry Assessment be provided to the client within the appropriate program enrollment.

       

        Coordinated Entry Event: 

      • Please refer to ‘2020 HMIS Data Standards: Coordinated Entry Data Elements Details - 4.20 Coordinated Entry Event’ for a description of the data element.
        • Beginning October 1, for any programs that should be utilizing Coordinated Entry Events, please be sure to configure the 9 service items underneath the ‘Coordinated Entry Event’ category, and assign to the appropriate programs for the service transactions to take place as these Events need to be linked with a program enrollment. Each of the 9 service items should be set as ‘Long Term’ service delivery type, and the appropriate ‘Service Item Category’ in the ‘Service Item Set Up’ should be selected when configuring.
        • If not already doing so, please begin implementing a process of utilizing the Community Queue, and/or Eligibility Engine to refer/reassign clients to programs as part of the Coordinated Entry process in order to track the inferred Events.
        • Please ensure that the Coordinated Entry Events are linked to a client program enrollment, as each ‘Coordinated Entry Event’ should be tied to a program enrollment ID. Therefore a client program enrollment should be created, and the Event service item transaction provided within the program enrollment, or for inferred Event values 10-15, assessments with the ‘Eligibility Engine’ enabled should be provided to the client within the appropriate program enrollment in order to link the inferred referral Event to the program enrollment.

       

      Thank you for your continued cooperation as we work to implement the 2020 HUD HMIS Data Standards. Please feel free to reach out to our friendly Help Desk staff at support@bitfocus.com with any questions.

       

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