• AIRS – Alliance of Information and Referral Systems
  • AHAR – Annual Homeless Assessment Report
  • APR – Annual Performance Report
  • ATA – Agency Technical Administrator
  • CAPER – Consolidated Annual Performance and Evaluation Report
  • CES – Coordinated Entry System
  • CDBG – Community Development Block Grant CoC - Continuum of Care
  • CH – Chronically Homeless
  • CoC – Continuum of Care
  • DOB – Date of Birth
  • DQSC – Data Quality Sub-Committee
  • DV – Domestic Violence
  • ES – Emergency Shelter
  • ESG – Emergency Solutions Grant
  • EVHI – Ending Veteran Homelessness Initiative
  • Homeless Emergency Assistance and Rapid Transition to Housing HIPAA - Health Insurance Portability and Accountability Act of 1996
  • HMIS – Homeless Management Information System
  • HoH – Head of Household
  • HOPWA – Housing Opportunities for Persons with AIDS
  • HPCC – Homeless Prevention Call Center
  • HUD – Housing and Urban Development
  • NOFA – Notice of Funding Availability PIT - Point in Time
  • NP - Non-Participating (Agency is listed as not using ServicePoint or no longer in operation)
  • PATH - Projects for Assistance in Transition from Homelessness
  • PPI – Personal Protected Information
  • PSH – Permanent Supportive Housing
  • RHY – Runaway and Homeless Youth
  • ROI – Release of Information
  • RRH – Rapid Re-Housing
  • SH – Safe Haven
  • SHP – Supportive Housing Program
  • SRO – Single Room Occupancy
  • SSI – Supplemental Security Income
  • SSN – Social Security Numbe
  • SSO – Supportive Services Only
  • SSVF – Supportive Services for Veteran Families
  • UDE – Universal Data Element
  • TANF – Temporary Assistance for Needy Families
  • TFA – Temporary Financial Assistance
  • VASH – Veteran Affairs Supportive Housing

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    Data Entry Timeframes

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    Alex Fuller
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    Entering data in a timely manner can reduce human error that can occur when too much time has elapsed between a client's intake/interaction and the data entry into HMIS. Ensuring that data is entered as close as possible to the client intake/interaction is essential to the effectiveness of the Coordinated Entry System (CES). 

    Client Entry into HMIS for All Projects: 2 calendar days

    When a client completes their intake and is officially entered into the project, you must enter them into your project in HMIS within 2 days.

    You only need to create an entry for the client - you do NOT need to complete the entire entry assessment within the 2 calendar days, though it is highly recommended to do so.

     

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    Timeline to Complete Full Assessment

    Though all projects have to enter clients into their projects in HMIS within 2 days, there are different timeframes are specific to certain project types.

    • Emergency Shelters and Interim Housing: 72 hours
    • Outreach Programs:
      • 48 hours to document first outreach sub-assessment
      • Upon enrollment of services - 7 days
    • Permanent Housing and Permanent Supportive Housing: 7 days
    • Rapid Re-Housing: 7 days

    Exceptions

    If a child is born during the family's enrollment in a project, then these entries should be created within 1 month of their birth. 

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