2022 Data Standards

2022 HMIS Data Standards: Summary of Changes

 

Hello System Administrators,

We are excited to provide you with a summary of the changes on the horizon for this year’s HMIS Data Standards Updates. Please review this article carefully. If you have any questions, please do not hesitate to ask our friendly Technical Support Agents who are standing by.

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 rollout. Expect to hear more from your team in the coming weeks.


Screen Updates: Bitfocus released the 2022 screens to your training systems on September 17, 2021, and to your production sites on September 21, 2021, to give you time to customize them to your community’s data collection requirements before the October 1st go-live date. Please contact our Technical Support Agents if you have any questions about how to customize your standard screens.

Important Links

  1. Please be sure to review our Help Center for additional information: 2022 HMIS Data Standards Resource Guide
  2. Please reference the HUD 2022 HMIS Data Standards page (scroll down to the “FY 2022 Resource Links” section for additional guidance, backdating, and mapping information which includes: 

Upcoming Changes

The updates described below are listed in descending order from major to minor changes.

 

3.06 Gender

  • Upcoming Change: The Gender field is being replaced with a multi-select picklist field (similar to the Race field). This update complies with HUD’s definition of a client’s self-identification.
  • Detailed Description: The multi-select picklist will contain the following options:
      • Female
      • Male
      • A gender other than singularly female or male (e.g., non-binary, genderfluid, agender, culturally specific gender)
      • Transgender
      • Questioning
      • Client Doesn’t Know
      • Client Refused
      • Data Not Collected

 

2.02 Project Information — Field 9 (HOPWA-funded Medically Assisted Living Facility)

  • Upcoming Change: This is a new field with the following picklist responses:
      • No
      • Yes
      • NA – non-HOPWA Funded Project
  • Detailed Description: This field is a project descriptor that will be available on the Program Setup Screen under Manage > Programs.

 

HUD-CoC Only Required Elements — C1, C2, C3

  • Upcoming Change: HUD is introducing three new data elements to the HUD-CoC Only Required Elements: C1 (Well-being), C2 (Moving On Assistance Provided), and C3 (Youth Education Status).
  • Detailed Description: C1 and C2 apply to the Permanent Supportive Housing project type. C3 applies specifically to YHDP programs with project type Transitional Housing, Permanent Supportive Housing, Rapid Re-Housing, Services Only, or Other.

The picklist responses for C1 are as follows:

    • Strongly disagree
    • Somewhat disagree
    • Neither agree nor disagree
    • Somewhat agree
    • Strongly agree
    • Client doesn’t know
    • Client refused
    • Data not collected

The picklist responses for C3 are as follows:

      • Not currently enrolled in any school or educational course
      • Currently enrolled but NOT attending regularly (when school or the course is in session)
      • Currently enrolled and attending regularly (when school or the course is in session)
      • Client doesn't know
      • Client refused
      • Data not collected

Under each data element, relevant questions/fields that require a response will be displayed.

C2 data collection will be captured using the Service functionality. As more information is obtained around C2, we will update our informational resources.

Note:  Youth Education Status fields will have relevant school/grade status responses.


 

HUD-HOPWA Only Required Elements — W6 Prescribed Anti-Retroviral

  • Upcoming Change: A new “Prescribed Anti-Retroviral” Data Element will be added to the HOPWA enrollment screen.
  • Detailed Description: This element will require the date the information was collected, as well a field for “Has the participant been prescribed anti-retroviral drugs?” with the following responses:
      • No
      • Yes
      • Client doesn’t know
      • Client Refused
      • Data Not Collected 

 

VA Required Elements — V7 HP Targeting Criteria 

  • Upcoming Change: This data element has been completely revised from the 2020 Data Standards version.
  • Detailed Description: These data elements will be collected at Project start for Head of Household (unless otherwise stated) enrolled in a Homeless Prevention VA: SSVF Project. 

The following fields, each of which has a picklist response that is specific to the field, are either new or have updated responses:

      • Is Homelessness Prevention targeting screeners required? (New)
          • No
          • Yes
      • Current household income? (Updated)
          • $0 (i.e., not employed, not receiving cash benefits, no other current income)
          • 1-14% of Area Median Income (AMI) for household size
          • 15-30% of AMI for household size
          • More than 30% of AMI for household size
      • History of Literal Homelessness (Street/Shelter/Transitional Housing)
          • Most recent episode occurred within the last year
          • Most recent episode occurred more than one year ago
          • None
      • Client is a current leaseholder?
          • No
          • Yes
      • Has head of household (HoH) ever been a leaseholder?
          • No
          • Yes
      • Rental Evictions within the past 7 years?
          • No prior rental evictions
          • 1 prior rental evictions
          • 2 or more prior rental evictions
      • Incarcerated as adult (adults in household)
          • Not incarcerated
          • Incarcerated once
          • Incarcerated two or more times
      • Discharged from jail or prison within last six months after incarceration of 90 days or more (adults)?
          • No
          • Yes
      • Registered sex offender (all household members)
          • No
          • Yes
      • Currently pregnant? (any household member)
          • No
          • Yes
      • Single parent household with minor child(ren)?
          • No
          • Yes
      • Household includes one or more young children (age six or under) or a child who requires significant care?
          • No
          • Youngest child is under 1 year old
              • Youngest child is 1 to 6 years old and/or one or more children (any age) require significant care.
      • Current/recent resident in area prioritized by the CoC?
          • No
          • Yes

Sum fields will total the score for the "SSVF HP TARGETING CRITERIA."

          • HP applicant total points (integer)
          • Grantee targeting threshold score (integer)

 

3.11 Project Exit Date 

  • Upcoming Change: New auto-exit logic.
  • Detailed Description: When auto-exit functionality is offered, it must meet certain requirements:  
      • The CoC must be involved in the determination of “extended length of time” that has elapsed to trigger auto-exit functionality and must establish a standard to “automatically exit” a client after a given length of absence (e.g., 90 days from last bed night).
      • For residential projects, the client's 3.11 Project Exit Date would be recorded as the day after the client last appeared at the shelter (in the case of Night-by-Night, the day after the last bed night (4.14) recorded), and the 3.12 Destination would be marked as “No exit interview completed.”
      • For non-residential projects, the 3.11 Project Exit Date must represent the last day a contact was made or a service was provided, and the 3.12 Destination would be marked as "No exit interview completed."

 

HUD-HOPWA Only Required Elements — W3 Medical Assistance

  • Upcoming Change: A new “Receiving Ryan White-funded Medical or Dental Assistance” field is being added.
  • Detailed Description:
    The responses for “Receiving Ryan White-funded Medical or Dental Assistance” will be the following: 
    • No
    • Yes
    • Client doesn't know
    • Client refused
    • Data not collected

If the response is "No," a "Reason" field will be displayed with the following responses:

    • Applied; decision pending
    • Applied; client not eligible
    • Client did not apply
    • Client doesn't know
    • Client refused
    • Data not collected

 

W4 T-cell (CD4) and Viral Load

  • Upcoming Change:  “Data Collected About” is being revised for consistency with other HOPWA elements.
  • Detailed Description: The specification for “Data Collected About” is being changed from “Only Clients funded in a HOPWA project presenting with HIV/AIDS” to “All Household Members with HIV/AIDS.”

 

2.06 Funding Sources

  • Upcoming Change: New Funding Sources are being added.
  • Detailed Description: The following new Funding Sources are being added: 
    • HUD: CoC - Joint Component RRH/PSH
    • HUD: HOME (ARP)
    • HUD: PIH (Emergency Housing Voucher)

 

4.20 Coordinated Entry Event 

  • Upcoming Change: New Referral Events.
  • Detailed Description: The following new Referral Events are being added:
    • Referral to emergency assistance/flex fund/furniture assistance
    • Referral to Emergency Housing Voucher (EHV)
    • Referral to a Housing Stability Voucher

"Referral to emergency assistance/flex fund/furniture assistance" and "Referral to a Housing Stability Voucher" will be added as Coordinated Entry Event Services. "Referral to Emergency Housing Voucher (EHV)" will likely be an inferred event; once HUD releases additional guidance, Bitfocus will provide details on specifically how it will be inferred.

 

Updates to Program Data Elements

  • Upcoming Change: Users will be alerted through a banner, email, and inbox notification that the client is about to age into adulthood. Then, if the Data Elements listed below are missing once the client turns 18 while enrolled in the program, the user will see a banner indicating that the client has aged into adulthood and that the missing information needs to be updated.
    • 4.02 Income and Sources
    • 4.03 Non-Cash Benefits

No alerts will be provided for clients who are already age 18 or older when they are enrolled in the program.

Note: This alert will only appear if the Data Quality Check setting for these fields is set to "Required." 

 

  • Upcoming Changes: The following Data Elements will no longer be required for the VA: SSVF Funding Source(s):
      • 4.05 Physical Disability
      • 4.06 Developmental Disability
      • 4.07 Chronic Health Condition
      • 4.09 Mental Health Disorder
      • 4.08 HIV/AIDS

The Funding Source(s) for which these elements will no longer be required are as follows:

    • VA: SSVF
  • Upcoming Change: HHS RHY Funding Source(s) will no longer be required to collect Data Element 4.08 (HIV/AIDS). The HHS RHY Funding Sources are as follows:
      • HHS: RHY - Basic Center Program (prevention and shelter)
      • HHS: RHY - Maternity Group Home for Pregnant and Parenting Youth
      • HHS: RHY - Transitional Living Program
      • HHS: RHY - Street Outreach Project
      • HHS: RHY - Demonstration Project
  • Upcoming Change:  The following Program Components and Project Types will now be required to collect Data Element R7 General Health Status:
    • Funder: Program-Component
      • HUD: HUD-VASH - Collection required for HUD/VASH-OTH
      • HHS: RHY - Collection required for all components except for Street Outreach
      • HUD: CoC - Permanent Supportive Housing
    • Project Type Applicability
      • Emergency Shelter
      • Transitional Housing
      • PH - Permanent Supportive Housing
      • Rapid Rehousing

  • Upcoming Change: For Data Element R10 Pregnancy Status, the limitation on collecting this data solely on “female” participants is being removed to reflect that more than just people who identify as female can be pregnant.

 

Additional Updates:

  • R12 Formerly a Ward of Juvenile Justice System: Dependent field response language will be updated. More information to come.
  • R13 Family Critical Issues: Field Language updates will be required. More information to come.
  • 4.09 Mental Health Disorder: “Mental Health Problem” is being revised to “Mental Health Disorder,” and dependent language will be updated where applicable.
  • 4.10 Substance Use Disorder: “Substance Abuse Problem” is being revised to “Substance Use Disorder,” and dependent language will be updated where applicable.

More information will be provided soon on changes to the following:

  •  R14 RHY Service Connections
  •  V3 Financial Assistance - SSVF

As we move through this process, Bitfocus will continue to send updates and reminders to help you move forward smoothly!