FY 2022 HMIS Data Standards (Manual) - HUD Exchange

1 1 FY 2022 hmis data Standards ( manual ) December 2021 Department of Housing and Urban Development Version FY 2022 hmis data Standards Change Log 2 FY 2022 hmis data Standards Change Log Number Name Before After Element Structure Information Added clarifications and updates regarding FY 2022 changes Project Information Added Medically Assisted Living Facility for HOPWA funded projects. Added definition of Participating Project Descriptions updated Funding Sources 49 - HUD: CoC - Joint Component RRH/PSH 50 HUD: HOME 51 HUD: HOME (ARP) 52 HUD: PIH (Emergency Housing Voucher) Bed and Unit Inventory Information Instructions updated Date of Birth System Logic and Other System Issues updated 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 Ethnicity 1 Non-Hispanic/Latino 2 - Hispanic/Latino 0 Non-Hispanic/Latin(a)(o)(x) 1 - Hispanic/Latin(a)(o)(x) 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)

2 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 Page 3 Number Name Before After Project Exit Date Added auto-exit functionality logic Relationship to Head of Household System Logic and Other System Issues updated Housing Move-In Date System Logic and Other System Issues updated Income and Sources System Logic and Other System Issues updated. Earned Income description updated. Non-Cash Benefits System Logic and Other System Issues updated Mental Health Disorder Mental Health Problem Revised to Mental Health Disorder throughout Substance Use Disorder Substance Abuse Revised to Substance Use Disorder throughout Current Living Situation Guidance updated Bed Night Date Guidance updated Coordinated Entry - Event 16 - Referral to emergency assistance/flex fund/furniture assistance 17 Referral to Emergency Housing Voucher (EHV)

3 18 Referral to a Housing Stability Voucher C1 Well-being New Element C2 Moving On Assistance Provided New Element C3 Youth Education Status New Element W1 Services Provided - HOPWA 12 - Substance abuse services/treatment 12 - Substance use disorder services/treatment W3 Medical Assistance Add Field 3 "Receiving Ryan White-funded Medical or Dental Assistance" and response options and "Reason" dependency W4 T- cell (CD4) and Viral Load Updated " data Collected About" to ensure consistency with other HOPWA data elements FY 2022 hmis data Standards Change Log 4 Number Name Before After W6 Prescribed Anti-Retroviral New Element R7 General Health Status Added HUD: CoC Permanent Supportive Housing to Funder/Component Requirement R10 Pregnancy Status data Collected About "Female Head of Household and Female Adults" data Collected About "Head of Household and Adults" R13 Family Critical Issues Revised Mental Health Disorder and Substance Use Disorder language in response options V3 Financial Assistance 11 - General housing stability assistance - emergency supplies 12 - General housing stability assistance - other 12 - General housing stability assistance 16 - Food Assistance Re-ordered list V7 HP Targeting Criteria Significant element revisions Version History Notes August 2021 Updated instructions for Updated system logic for V7 removed field A and re-numbered response options for entire element.

4 Updated XML locations for C1 Well-being, C2 Moving On Assistance Provided, C3 Youth Education Status, and W6 Prescribed Anti-Retroviral Removed The system must record the appropriate collection stage for each element. from the System Logic in C2 Moving on Assistance Provided. Updated/Corrected the following XML tags: o Housing Move-In Date XML = <MoveInDate> o Date of Engagement XML = <DateOfEngagement> o R4 Last Grade Completed XML = <Education> <LastGradeCompleted> o R5 School Status XML = <SchoolStatus> <LastGradeCompleted> September 2021 fix to System Logic W6 System Logic Updated R8 & R9 removed HUD VASH from Funder Component applicability December 2021 Dependent C response type updated Page 5 Contents FY 2022 hmis data Standards Change Log .. 1 1. INTRODUCTION TO THE hmis data Standards .. 8 hmis data Standards OVERVIEW .. 8 Related Documents.

5 9 hmis Federal Partner Program Manuals .. 9 hmis data Standards Terms and Concepts .. 10 data Element Structure .. 11 INTRODUCTION TO PROJECT DESCRIPTOR data ELEMENTS .. 16 hmis Project Setup Guidance .. 17 Multiple Funding Sources .. 18 Multiple Project Setup .. 19 Projects that Operate in Multiple CoCs .. 20 INTRODUCTION TO UNIVERSAL data ELEMENTS .. 21 General data Collection Guidance .. 22 Uses and Disclosures of Client data .. 22 INTRODUCTION TO PROGRAM SPECIFIC data ELEMENTS .. 22 Common Program Specific data Elements .. 23 Federal Partner Program data Elements .. 23 INTRODUCTION TO METADATA 25 data COLLECTION GUIDANCE BY PROJECT TYPE .. 26 Street 26 Coordinated Entry .. 27 'Night-by-Night' Emergency Shelters .. 29 'Entry/Exit' Emergency Shelter and Transitional Housing .. 30 Day Shelter .. 30 Permanent Housing: PSH and RRH .. 30 2. Project Descriptor data Elements.

6 32 Organization Information .. 32 Project Information .. 33 Continuum of Care Information .. 50 Funding Sources .. 53 Bed and Unit Inventory Information .. 58 3. Universal data Elements .. 67 Universal Identifier Elements (One and Only One per Client Record) .. 67 Name .. 67 Social Security Number .. 69 Date of Birth .. 71 Race .. 74 Ethnicity .. 76 Gender .. 78 Veteran Status .. 81 FY 2022 hmis data Standards Change Log 6 Universal Project Stay Elements (One or More Value(s) Per Client or Household Project Stay).. 84 Disabling Condition .. 84 Project Start Date .. 87 Project Exit 89 Destination .. 92 Relationship to Head of Household .. 94 Client Location .. 97 Housing Move-in Date .. 98 Prior Living Situation .. 100 4. Program Specific data Elements .. 111 Common Program Specific data Elements.

7 111 Income and Sources .. 111 Non-Cash Benefits .. 118 Health Insurance .. 122 Physical Disability .. 126 Developmental Disability .. 129 Chronic Health Condition .. 131 HIV/AIDS .. 135 Mental Health Disorder .. 137 Substance Use Disorder .. 140 Domestic Violence .. 143 Current Living Situation .. 147 Date of Engagement .. 151 Bed-Night Date .. 152 Coordinated Entry Assessment .. 153 Coordinated Entry Event .. 156 Federal Partner Program data Elements .. 164 Continuum of Care (CoC) .. 165 C1 Well-being .. 165 C2 Moving On Assistance Provided .. 167 C3 Youth Education Status .. 168 HOPWA .. 170 W1 Services Provided - HOPWA .. 170 W2 Financial Assistance - HOPWA .. 172 W3 Medical Assistance .. 173 W4 T-cell (CD4) and Viral Load .. 176 W5 Housing Assessment at Exit .. 178 W6 Prescribed Anti-Retroviral .. 180 PATH .. 181 P1 Services Provided - PATH Funded.

8 181 P2 Referrals Provided - PATH .. 184 P3 PATH Status .. 187 P4 Connection with SOAR .. 189 Page 7 RHY .. 190 R1 Referral Source .. 190 R2 RHY - BCP Status .. 191 R3 Sexual Orientation .. 193 R4 Last Grade Completed .. 194 R5 School Status .. 196 R6 Employment Status .. 198 R7 General Health Status .. 199 R8 Dental Health Status .. 200 R9 Mental Health Status .. 201 R10 Pregnancy Status .. 202 R11 Formerly a Ward of Child Welfare/Foster Care Agency .. 204 R12 Formerly a Ward of Juvenile Justice System .. 205 R13 Family Critical Issues .. 206 R14 RHY Service Connections .. 208 R15 Commercial Sexual Exploitation/Sex Trafficking .. 212 R16 Labor Exploitation/Trafficking .. 216 R17 Project Completion Status .. 218 R18 Counseling .. 221 R19 Safe and Appropriate Exit .. 222 R20 Aftercare Plans .. 223 RHSAP .. 225 U1 Worst Housing 225 VA .. 225 V1 Veteran's 225 V2 Services Provided - SSVF.

9 229 V3 Financial Assistance - SSVF .. 232 V4 Percent of AMI (SSVF Eligibility) .. 233 V5 Last Permanent Address .. 234 V6 VAMC Station Number .. 235 V7 HP Targeting Criteria .. 236 V8 HUD-VASH Voucher 240 V9 HUD-VASH Exit Information .. 242 5. Metadata Elements .. 244 Date Created .. 244 Date Updated .. 244 data Collection Stage .. 245 Information Date .. 249 Project Identifier .. 250 Enrollment Identifier .. 251 User Identifier .. 252 Personal Identifier .. 253 Household Identifier .. 254 Appendix A - Living Situation Response Categories and Descriptions .. 256 1. INTRODUCTION TO THE hmis data Standards 8 1. INTRODUCTION TO THE hmis data Standards hmis data Standards OVERVIEW A Homeless Management Information System ( hmis ) is the information system designated by a local Continuum of Care (CoC) to comply with the requirements of CoC Program interim rule 24 CFR 578.

10 It is a locally implemented data system used to record and analyze client, service, and housing data for individuals and families who are homeless or at risk of homelessness. hmis is administered by the Department of Housing and Urban Development (HUD) through the Office of Special Needs Assistance Programs (SNAPS) as its comprehensive data response to the congressional mandate to report annually on national homelessness. It is used by all projects that target services to persons experiencing homelessness within SNAPS and the office of HIV-AIDS Housing. It is also used by other Federal Partners from the Department of Health and Human Services (HHS) and the Department of Veterans Affairs and their respective programs to measure project performance and participate in benchmarking of the national effort to end homelessness. The hmis data Standards were first published by HUD in 2004 as the hmis data and Technical Standards .