2022 Data Standards Overview and Webinar – Helpdesk - Homeless Management Information System (HMIS)

The HMIS Data Standards were first published by HUD in 2004 as the HMIS Data and Technical Standards. HUD, in collaboration with its Federal Partners, has continued to update the HMIS Data Standards regularly thereafter. Each updated document supersedes the previously released HMIS Data Standards. A complete historical archive of previous data standards can be found on the HUD Exchange Data Standards page.

HMIS Federal Partner Program Manuals

These manuals contain specific and detailed information on project setup for each of the Federal Partners participating in HMIS including: HMIS project typing, the specific data elements required for collection by that Federal Partner, program-specific meanings and definitions, and key information that the Federal Partner has identified as required for their program. Each Manual was created jointly by HUD and the relevant Federal Partner, and approved by both entities prior to publishing.

CoC Program HMIS Manual

ESG Program HMIS Manual

HOPWA Program HMIS Manual

PATH Program HMIS Manual

RHY Program HMIS Manual

VA Program HMIS Manual

VASH Program HMIS Manual

This year’s data standards updates will see impacts to multiple project types. The updates will be implemented on October 1st, 2021. To simplify, the changes are categorized by who and what will be
affected:

Administrator Level Changes (affects very specific programs)
Language Changes (affects all users)
Question Adjustments (affects all users)
New Assessment/Updates (affects most projects – mostly SSVF, YHDP and PSH providers)
Services/Referrals (affect specific programs)
2.02 – Project Information
- “Medically Assisted Living Facility” added to descriptor picklist
2.06 – Funding Sources
- Added additional funding sources to picklist

Language Changes

These are changes that change phrasing of questions. In general, these apply to all projects but will not require significant adjustment in terms of workflow.

3.04 – Race
- Language update
  - “American Indian, Alaska Native, or Indigenous“, “Asian or Asian American”, “Black, African American, or African”, “Native Hawaiian or Pacific Islander”
3.05 – Ethnicity
- Language update – “Hispanic/Latin(a)(o)(x)”
4.09 – Mental Health Disorder
- Language update – went from “Mental Health Problem” to “Mental Health Disorder”
4.10 – Substance Use Disorder
- Language update – went from “Substance Abuse Problem” to “Substance Abuse Disorder”
W1 – Services Provided – HOPWA
- Language update in relation to ‘substance abuse’

Question/Picklist Adjustments

3.06 – Gender
- Addition of new picklist items
  - “A gender other than singularly female or male”, “Transgender”,“Questioning”

Updated Gender 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

Data Validations for Gender options:

Clients will be able to select multiple gender options simultaneously
Client Doesn’t Know, Client Refused and Data Not Collected are explanations for missing client data not gender responses.
- Also, Questioning and Client Doesn’t Know are not compatible options
W3 Medical Assistance – HOPWA (New)
- Receiving Public HIV/AIDS Medical Assistance
  - No; Yes; Client doesn’t know; Client refused; Data not collected
    - If No for Receiving Public HIV/AIDS Medical Assistance Reason
    - Applied; decision pending, Applied; client not eligible, Client did not apply, Insurance type N/A for this client, Client doesn’t know; Client refused; Data not collected
- Receiving AIDS Drug Assistance Program (ADAP)
  - No; Yes; Client doesn’t know; Client refused; Data not collected
    - If No for Receiving AIDS Drug Assistance Program (ADAP)
    - Applied; decision pending, Applied; client not eligible, Client did not apply, Insurance type N/A for this client, Client doesn’t know; Client refused; Data not collected
- Receiving Ryan White-funded Medical or Dental Assistance
  - No; Yes; Client doesn’t know; Client refused; Data not collected
    - If No for Receiving Ryan White-funded Medical or Dental Assistance
    - Applied; decision pending, Applied; client not eligible, Client did not apply, Insurance type N/A for this client, Client doesn’t know; Client refused; Data not collected

*HOPWA: All HH members with HIV/AIDS; Project Start, Update, Project Exit

W4 – T-cell (CD4) and Viral Load (HOPWA: All HH members with HIV/AIDS; Project types - ES, TH, PSH, HP; Project Start, Update, Project Exit)
W6 – Prescribed Anti-Retroviral (HOPWA: All HH members with HIV/AIDS; Project Start, Update, Project Exit)
- Has the participant been prescribed anti-retroviral drugs?
  - No
  - Yes
  - Client doesn’t know
  - Client refused
  - Data not collected
R10 – Pregnancy Status
- Applicable to ES, TH, SO, and Prevention projects funded by RHY
  - 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

This question is supposed to be asked for all heads of households and adult clients at project start and at exit.

Assessment Updates

C1 – Well being
Addition of new questions for Head of household for all CoC funded projects (PSH)

The addition of these wellness questions are applicable the following projects: HUD:CoC Funded PSH. These fields are only required for Heads of Household. The questions are to be collected at: Project Entry, Annual Assessment, and at Exit

Questions:

“Client perceives their life has value and worth”
“Client perceives they have support from others who will listen to problems”
“Client perceives they have support from others who will listen to problems”
“Client perceives they have a tendency to bounce back after hard times”

C3 – Youth Education Status

The addition of these wellness questions are applicable to all YHDP funded projects and PSH projects. These fields are only required for Heads of Household.The questions are to be collected at: Project Entry and Exit Questions:

Current school enrollment and attendance
- 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
Most recent educational status (Dependent question to Q1 with Conditional Logic) if “Not currently enrolled…”)
- K12:Graduated from high school
- K12: Obtained GED
- K12: Dropped Out
- K12:Suspended
- K12:Expelled
- Higher education: Pursuing a credential but not currently attending
- Higher education: Dropped out
- Higher Education: Obtained a credential/degree
- Client doesn’t know; Client refused; Data not collected
Current Educational Status (dependent to Q1 with conditional logic) if “Currently Enrolled…”)
- Pursuing Associate’s Degree
- Pursuing Bachelor’s Degree
- Pursuing Graduate Degree
- Pursuing other post-secondary credential
- Client doesn’t know
- Client refused
- Data not collected

V7 – HP Targeting Criteria

The HP Targeting Criteria Assessment will be updated to reword and remove questions from the homeless prevention assessment for SSVF funded projects. These questions are only required for the head of household.The questions are to be collected at: Project Entry.

Is Homelessness Prevention targeting screener required?
- Housing loss expected within…
- Current household income
- History of literal homelessness (street/shelter/transitional housing) (any adult)
- Head of household is not current leaseholder.
- Head of household (HoH) never been a leaseholder)?
- Currently at risk of losing a tenant-based housing subsidy or housing in a subsidized building or unit (household)
- Rental evictions within the past 7 years (any adult)
- Criminal record for arson, drug dealing or manufacture, or felony offense against persons or property (any adult)
- Incarcerated as adult (any adult in household)
- Discharged from jail or prison within the last six months after incarceration of 90 or more days (adults)
- Registered sex offender (any household members)
- Head of household with disabling condition (physical health, mental health, substance use) that directly affects ability to secure/maintain housing
- Currently pregnant (any household member)
- Single parent household with minor child(ren)
- Household includes one or more young children (age six or under), or a child who requires significant care
- Household size of 5 or more requiring at least 3 bedrooms (due to age/gender mix)
- Household includes one or more members of an over represented population in the homelessness system when compared to the general population
- HP Applicant Total Points (Integer)
- Grantee targeting threshold score (integer)

R7 – General Health Status

The requirement to collect General Health Status for all projects that have the following funding
types:

HUD: CoC – Permanent Supportive Housing
HUD:HUD/VASH
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 – Demonstration Project
*This question is to be asked for all heads of households and adult clients at both project start and exit.

R13 - Family Critical Issues

Mental Health Disorder – Family member picklist value updated
Alcohol or Substance Use Disorder – Family Member picklist value updated

R14 - RHY Service Connections

Substance use disorder treatment picklist value updated
Substance use disorder ed/prevention services picklist value updated

Services/Referrals

C2 – Moving On Assistance Provided
- Addition of new service for Head of household for all CoC funded projects
  (PSH)
4.20 – Coordinated Entry Event
- Addition of new referral events
  - “Referral to emergency assistance/flex fund/furniture assistance”, “Referral to Emergency Housing Voucher (EHV)”, and “Referral to a Housing Stability Voucher”
V3 – Financial Assistance
- Update - Consolidation of Picklist options (“General Housing Stability Assistance – Emergency Supplies” into “General Housing Stability Assistance – Other” and rename to “General Housing Stability Assistance”)
- Remove "Other"
- Add “Food Assistance” as picklist option

“Back” Data Entry Requirements

Active clients are those with no end date in the client enrollment as of October 1, 2021
- 4.20 Coordinated Entry Event: add values as applicable for “Referral to emergency assistance/flex fund/furniture assistance”, “Referral to Emergency Housing Voucher (EHV)” and “Referral to a Housing Stability Voucher”
- C1 Well-being: for currently enrolled clients add values only for Annual Assessment and Project Exit. Add values for all new clients
- C2 Moving On Assistance: Add as of occurrence point for all active and new clients
- C3 Youth Education Status: Collect this field for all clients in any YHDP-funded project that are active as of October 1, 2021. Data collected should reflect the Youth’s education status as of project start (refer to values in R5 School Status to aid in completing C3).
- W3 Medical Assistance: Collect as update for active clients if applicable
- W6 Prescribed Anti-Retroviral: Collect as update for active clients if applicable

Below is a quick reference chart of the current changes pulled from the FY 2022 HMIS Data Standards (Manual).

FY 2022 HMIS Data Standards Change Log v1.0

Number

Name

Before

After

Element Structure Information

Added clarifications and updates regarding FY 2022 changes

2.02

Project Information

Added “Medically Assisted Living Facility” for HOPWA funded projects. Added definition of “Participating Project”
Descriptions updated

2.06

Funding Sources

49 - HUD: CoC - Joint Component RRH/PSH
50 – HUD: HOME
51 – HUD: HOME (ARP)
52 – HUD: PIH (Emergency Housing Voucher)

2.07

Bed and Unit Inventory Information

Instructions updated

3.03

Date of Birth

System Logic and Other System Issues updated

3.04

Race

1 - American Indian or Alaska Native
2 - Asian
3 - Black or African American
4 – Native Hawaiian or Other Pacific Islander

1 - American Indian, Alaska Native, or Indigenous
2 - Asian or Asian American
3 – Black, African American, or African
4 – Native Hawaiian or Pacific Islander
Descriptions updated

3.05

Ethnicity

1 - Hispanic/Latino
2 - Non-Hispanic/Latino

0 - Hispanic/Latin(a)(o)(x)
1 - Non-Hispanic/Latin(a)(o)(x)

3.06

Gender

0 - Female
1 - Male
2 - Trans Female (MTF or Male to Female)
3 - Trans Male (FTM or Female to Male)
4 - Gender Non-Conforming

(Select as many as apply) 0 - Female
1 - Male
4 - A gender that is not singularly ‘Female’ or ‘Male’
5 - Transgender
6 - Questioning
Descriptions, guidance, and System Logic and Other System Issues updated

3.11

Project Exit Date

Added auto-exit functionality logic

3.15

Relationship to Head of Household

System Logic and Other System Issues updated

3.20

Housing Move-In Date

System Logic and Other System Issues updated

4.02

Income and Sources

System Logic and Other System Issues updated. Earned Income description updated.

4.03

Non-Cash Benefits

System Logic and Other System Issues updated

4.09

Mental Health Disorder

Mental Health Problem

Revised to Mental Health Disorder throughout

4.10

Substance Use Disorder

Substance Abuse

Revised to Substance Use Disorder throughout

4.12

Current Living Situation

Guidance updated

4.14

Bed Night Date

Guidance updated

4.20

Coordinated Entry - Event

16 - Referral to emergency assistance/flex fund/furniture assistance
17 – Referral to Emergency Housing Voucher (EHV)
18 – Referral to a Housing Stability
Voucher

Well-being

New Element

Moving On Assistance Provided

New Element

Youth Education Status

New Element

Services Provided - HOPWA

12 - Substance abuse services/treatment

12 - Substance use disorder services/treatment

Medical Assistance

Add Field 3 "Receiving Ryan White- funded Medical or Dental Assistance" and response options and "Reason" dependency

T-cell (CD4) and Viral Load