e-snaps apr guidebook for hmis dedicated -

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Template for HUD’s Annual Performance Report For SHP-HMIS Dedicated Grants

This is a template designed to assist grantees required to complete the SHP-HMIS APR. It is a model of the data reported in e-snaps. It is not intended to replace electronic data collection in e-snaps. Field layout in e-snaps may differ from the layout presented below.

Q1. Contact Information

Project Name CHIP HMIS Project Sponsor Coalition for Homelessness Intervention and Prevention

Grantee City of Indianapolis Grant Number IN0076B5H030801 Prefix Mr. First Name Eric Middle Name R. Last Name Wilka Suffix Title HMIS Specialist Street Address 1 3737 N. Meridian St. Street Address 2 Suite 504 City Indianapolis State IN Zip Code Format: 12345 or 12345-1234

46208

E-mail Address [email protected] Confirm E-mail Address [email protected] Phone Number Format: 123-456-7890

317-472-7633

Extension Fax Number Format: 123-456-7890

317-630-0856

Q3. Project Information

Type of Grant SHP Component Type Content depends on “Type of Grant” selection

HMIS

CoC Number and Name IN-503, Indianapolis CoC Amount of Contract or Award $122,160 Operating Year Covered by this APR 1 Is this an extension APR No

mailto:[email protected]


H1a. Lead Organization

Organization Name CHIP Street Address 1 3737 N. Meridian St. Street Address 2 Suite 504 City Indianapolis State IN Zip Code 46208

H1b. Contact Person

Prefix Mr. First Name Eric Last Name Wilka Suffix Phone 317-472-7633 Extension Fax 317-630-0856 Email Address [email protected] Confirm email address [email protected]

H1c. General Information

Select your HMIS implementation type Single CoC List the CoC (s) covered by the HMIS implementation IN-503 Indianapolis Number of HPRP Grantees included in the HMIS Implementation N/A Type of HMIS Software you have Commercially Available Name of HMIS Software ClientTrack Are unduplicated counts generated out of a data warehouse No

H2. HMIS Implementation and Staffing

Scope of HMIS Implementation CoC Entire HMIS Implementation

(a) Total Homeless System Programs in HMIS 69 69 (b) How many homeless programs participate in HMIS through data integration

0 0

(c) Total unduplicated homeless system clients in HMIS 79,042 79,042 (d) Total new unduplicated homeless system clients in HMIS in operating year

11,304 11,304

(e) Total number of users 204 204 (f) Total number of active users (logged into the system in the last 30 days)

125 125

(g) Total FTEs dedicated to HMIS 1 1

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H3. HMIS Participation by Program Type

Number of Programs Participating in HMIS

Type of CoC programs Total number of CoC programs

Total number of CoC programs participating in HMIS

Emergency shelter 13

5 Transitional housing 27 15 Permanent supportive housing 30

26 Homeless Street Outreach 13 7 Homeless Prevention and Rapid Re-housing Programs (ESG and SSVF)

2 2

Services only programs (excluding outreach) 39 13 Other 0 0 Safe Haven 1 1 Permanent housing (e.g., Mod Rehab SRO, subsidized housing without services)

0 0

Total number of programs e-snaps calculates e-snaps calculates

H4a. HMIS Functionality - General

HMIS Functionality - General HMIS Function Does your HMIS support this

functionality Do you use this

functionality Client intake Yes Yes Case management Yes Yes Service tracking Yes Yes Outreach tools Yes Yes Resource directory Yes No Online referral Yes No Program eligibility and screening Yes No Daily bed register Yes No Bed utilization report Yes No Interagency data sharing Yes Yes Custom reporting Yes Yes

H4b. HMIS Functionality - Reporting

HMIS Functionality - Reporting

HMIS Function Does your HMIS support this functionality?

Do you use this functionality

HUD’s Annual Performance Report Yes Yes HPRP Quarterly Performance Report Yes Yes Annual Homeless Assessment Report Yes Yes Housing Inventory Yes Yes AHAR XML Yes No

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H4c. HMIS Functionality - Data Quality

HMIS Functionality - Data Quality

HMIS Function Does your HMIS support this functionality


Unduplication management Yes Yes Missing values report Yes Yes Unduplication quality report Yes Yes Data timeless report Yes Yes

H4d. HMIS Functionality – Security

HMIS Functionality - Security HMIS Function Does your HMIS support this

functionality Do you use this

functionality

Encrypted data transmissions Yes Yes Encrypted data storage Yes Yes Password rotation Yes Yes Password format enforcement Yes Yes Lock after inactivity Yes Yes Simultaneous access prevention Yes Yes Multi-Mode or Workstation Authentication Yes No Failed login lockout Yes Yes Automated disabling of user ids Yes Yes Audit logs Yes No

H4e. HMIS Functionality - Data Exchange

HMIS Functionality - Data Exchange

HMIS Function Does your HMIS support this functionality


HUD HMIS XML Export Yes Yes HUD HMIS CSV Export Yes Yes HMIS XML Import Yes No HMIS CSV Import Yes No

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H4f. HMIS Functionality

Describe any current plans to enhance your HMIS software or begin using existing functionality. Maximum Characters: 2000

We have a set of test data for an XML import of a large set of emergency shelter data before the next AHAR. We are talking with several agencies to implement the referral function, grant/program eligibility, and increased outcome tracking. We are planning to implement a data warehouse in our CoC within the next grant year. Since it will use the same software, it is our intention to approach warehousing programs about importing into our HMIS. This should increase our bed coverage, facilitate coordinated care in the CoC, and increase accountability of projects.

H5. Electronic Data Sharing between Contributory HMIS Organizations (CHOs)

Please select the option that best describes your community’s approach to interagency electronic data sharing.

Electronic data sharing among CHOs … Yes If some electronic data sharing is allowed between CHOs, an authorized CHO can access …

Yes

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H6. User Training Type, Requirements, Frequency and Completion

Has Training been defined and/or conducted? Yes

Does your HMIS Training provided cover the following criteria

Standard Operating Procedures (SOP) Yes Identify the Training Requirements Required for all users Frequency Offered At least monthly Number of users that completed training in the operating year 101 Privacy and client consent policies and procedures Yes Identify the Training Requirements Required for all users Frequency Offered At least monthly Number of users that completed training in the operating year 101 Basic HMIS software features Yes Identify the Training Requirements Required for all users Frequency Offered At least monthly Number of users that completed training in the operating year 101 Intermediate/advanced HMIS software features Yes Identify the Training Requirements Optional Frequency Offered At least monthly Number of users that completed training in the operating year 36 Report writing/data analysis Yes Identify the Training Requirements Optional Frequency Offered At least monthly Number of users that completed training in the operating year 62 System administration training for agency IT staff No Identify the Training Requirements N/A Frequency Offered N/A Number of users that completed training in the operating year N/A System security Yes Identify the Training Requirements Required for all users Frequency Offered At least monthly Number of users that completed training in the operating year 101 Other N/A Please describe N/A Identify the Training Requirements N/A Frequency Offered N/A Number of users that completed training in the operating year

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H7. Follow-Up Training Requirements

Beyond the start-up training requirements specified in Q6, are HMIS users required to complete any refresher or additional HMIS training in later periods?

Yes No

If yes, please describe your additional HMIS training requirements: Maximum Characters: 2000

We require end users who have been inactive for a long period of time (typically more than 3-6 months) to go through New User training in order to obtain a log in. Exceptions are made on a case by case basis to accommodate programs that only operate during the school year and organizational administrators.

H8. HMIS Data Timeliness Procedures

Are CHOs required to enter HMIS data within a specific timeframe after client intake, contact, or exit?

Yes No

If yes, describe the policies and procedures you have established to ensure that data timeliness is followed: Maximum Characters: 2000

We stress the importance of entering client data within 14 days of intake; however, this is not enforced at the system level. We have several tools available to audit timeliness. The majority of our participating agencies have a stricter timeliness standard than our Policies and Procedures. In the next operating year, we intend to seek approval from our CoC governing entity to begin enforcing data timeliness at the system level.

H9. HMIS Data Quality Procedures

Do you have standard operating procedures for monitoring data stored in HMIS for quality, including completeness and/or accuracy?

Yes No

If yes, describe data quality policies and procedures used to monitor data. Maximum Characters: 2000

Our end users are trained on identifying and correcting data quality errors and the grant manager reviews data quality before final submission.As our CoC Governing Body is still being formed, we expect a formal policy to be implemented within the next operating year. While we do not have a CoC approved policy at the moment, the current standard is for layered review. All end users have access to data quality reports for HUD funded projects.

H10a. HMIS Bed and Unit Participation Chart – Emergency Shelters

Point in Time counts of Emergency Shelters for the last Wednesday in January of the operating year

Without Children With Children

Year round beds 364 369 Year round beds in HMIS 209 51 Year round units 96 Year round units in HMIS 66 # of persons in residential programs in HMIS 97 202 # of households in residential programs in HMIS 90 66 Bed coverage e-snaps calculates e-snaps calculates Bed utilization e-snaps calculates e-snaps calculates Unit utilization e-snaps calculates

H10b. HMIS Bed and Unit Participation Chart – Transitional Housing

Point in Time counts of Transitional Housing for the last Wednesday in January of the operating year


Year round beds 477 202 Year round beds in HMIS 284 138 Year round units 62 Year round units in HMIS 40 # of persons in residential programs 279 80 # of households in residential programs 279 23 Bed coverage e-snaps calculates e-snaps calculates Bed utilization e-snaps calculates e-snaps calculates Unit utilization e-snaps calculates

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H10c. HMIS Bed and Unit Participation Chart – Permanent Supportive Housing

Point in Time counts of Permanent Supportive Housing for the last Wednesday in January of the

operating year



H10d. HMIS Bed and Unit Participation Chart – Emergency Shelters

Point in Time counts of Emergency Shelters for the last Wednesday in July of the operating year



H10e. HMIS Bed and Unit Participation Chart – Transitional Housing

Point in Time counts of Transitional Housing for the last Wednesday in July of the operating year



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H10f. HMIS Bed and Unit Participation Chart – Permanent Supportive Housing

Point in Time counts of Permanent Supportive Housing for the last Wednesday in July of the operating

year



H10g. Explanation of Barriers

If you did not have 100% bed coverage in any of the inventory types for all of the above categories, then please explain your barriers and plan for improving your bed coverage. Maximum Characters: 2000

The majority of the ES and TH missing from HMIS are accounted for by a single faith-based organization. Currently we have a batch of test data to integrate a large Men’s Shelter from that organization. In general, non-HUD required programs (such as faith-based organizations) account for all of those missing. After the Men’s Shelter import, we have plans to approach other faith-based organizations to try to import their data. Another large barrier is technological capacity. Some agencies only track enrollments using spreadsheets or with basic databases that are not capable of exporting to HUD’s import/export specifications.

H11a. HMIS Data Quality – Residential Programs

Universal Data Elements for Residential Programs

Data Element % Don’t Know/Refused % Missing First Name 0

0 Last Name 0

SSN 11 0 Date of Birth 0 0 Race 7 0 Ethnicity 7 0 Gender 5 0 Veteran Status – Adults Only 4 0 Disabling Condition 5 0 Residence Prior to Program Entry 2 0

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Zip Code of Last Permanent Address 22 0 Housing Status (at entry) 0 0

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H11b. HMIS Data Quality – Street Outreach/SSO Programs

Universal Data Elements for Street Outreach/SSO Programs

Data Element % Don’t Know/Refused % Missing First Name 0 Last Name 0 SSN 7 0 Date of Birth 0 0 Race 2 0 Ethnicity 3 0 Gender 0 0 Veteran Status – Adults Only 1 0 Disabling condition 5 0 Residence Prior to Program Entry 0 0 Zip Code of Last Permanent Address 18 0 Housing Status (at entry) 0 1

H11c. HMIS Data Quality - Program Descriptor Data Elements

Program Descriptor Elements

Data Elements % Missing Program Name 0 Site Configuration Type 0 Site Address 0 Geocode 0 Site Type 0 Housing Type 0 CoC Number 0 Program Type Code 0 Bed and Unit Inventory Information Residential homeless system programs only

0

Target Population B 0

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H12. HMIS Funding

HMIS Project Funding Sources Funding Source Amount

HUD SHP grant (dedicated HMIS project) 122,160 HUD CDBG 0 HUD ESG 25,242 HUD HOPWA 0 HUD SHP administration 0 Local government 0 Local private 23,738 (UWCI—SSVF) Participation fees from agencies 31,280 Other (please specify below) 8,372 (Agency Operations)

Total from all sources e-snaps calculates

H13. SHP HMIS Dedicated Grant Expenditures

SHP HMIS Dedicated Grant Expenditures

Expenditure Type Expenditure Amount Equipment (server, computers, printers) 0 Software (software fees, user licenses, software support) 26,100 Services (training, hosting, programming) 5,600 Personnel (costs associated with staff) 90,460 Space and operations 0 Stipends to agencies 0 Other (please specify below) 0

Total e-snaps calculates

H14. HMIS Narrative (Optional)

Is there any other information that you think is important for understanding your HMIS implementation? Maximum Characters: 2000 For the increase in Data Quality rates, there is a shelter that receives funding for DV clients through VAWA. As they are not a DV provider they are still required to input into the local HMIS however, to be compliant with their funding they cannot input anything type of identifying information. There has been an ongoing issue as to what constitutes identifying. Our rates without the DV program are significantly lower (SSN=6%; Race=3%; Ethnicity=2%; Gender=2%; Veteran Status=1%; Disabling Condition=2%; Prior Residence=1%). Another factor in the increase in Race Don’t Know/Refused can be partially accounted for by the number of Hispanic/Latino clients in the system. It has not been uncommon in our CoC for people identifying as Hispanic/Latino to not identify a race. With the DV and the Hispanic/Latino clients our rate of Don’t Know/Refused is less than 1%. On Data Quality in general, as our CoC solidifies we expect data quality standards and monitoring to be stricter. To address the issue arising from the DV program, we are trying to identify a solution that can fulfill reporting options that satisfy both parties.

e-snaps apr guidebook for hmis dedicated -

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