Minnesota Housing LTH & DHS LTH SSF (Support Services Only) HMIS User Guide

Minnesota Housing LTH & DHS LTH SSF (Support Services Only) HMIS User Guide Purpose: To provide supplemental data entry and reporting instructions specific to Minnesota Housing LTH & DHS LTH SSF. Contents Quick Reference Guide... 2 Where to find the Data Collection Forms... 6 Program Specific Data Elements... 7 Reports... 17 Helpdesk Contact Information: Helpdesk: HMISMN@icalliances.org Online: HMISMN.org MN HSG LTH/DHS LTH SSF 1 of 18 hmismn.org icaliiances.org

Updates Entry Client Record Quick Reference Guide for MN HSG-LTH Permanent Supportive Housing (PSH) 1. Click on Enter Data As (EDA) and select the correct provider to enter EDA mode. 2. In ClientPoint, fill out different combinations of search prompts for primary client (single or head of household) to search for an existing record. Select primary client s name in the search results or confirm no records match. If no records match, complete all search prompts and click Add New Client With This Information. 3. Backdate to client s entry date (in pop-up or by clicking on Back Date ). 4. Complete the Universal Profile Assessment for the primary client in the Client Profile tab. 5. Create a household in the Household tab if primary client is being served with other household members. Reminder! If you created a new client record and the client consented to statewide data sharing, be sure to add SHARED in the Alias Field and complete the Date of ROI Consent in the Client Profile tab. 1. Enter EDA mode to the correct provider and open the primary client s record. 2. Create an Entry record in the Entry/Exit tab. If entering a household, be sure to include all applicable household members in the entry by checking the boxes. Select Basic for Type. 3. Complete data elements (for each household member) on the MN: Ending LTH All-Inclusive Assessment in the Entry/Exit Data pop-up. If entering a household, first click on Add Household Data to complete the Household Data Sharing Assessment and answer data elements common among all clients prior to completing each individual entry assessment. 4. Complete all domains on an initial Self-Sufficiency Matrix (SSOM) on the Measurements tab. The Self-Sufficiency Matrix is required for the primary client and adults (18+). If additional adults (18+) are part of the household, go to their record to complete their Self-Sufficiency Matrix. Updates are required every 6 months after entry or twice yearly before running fiscal year or calendar year reports, or as client moves. 1. Enter EDA mode to the correct provider and open the primary client s record. 2. Record updated information in the Entry/Exit tab. Click on the Interims icon next to the MN HSG-LTH entry and select 6 Month Review for Interim Review Type. If serving a household, be sure to include the primary client and all adults in the update by checking the boxes. 3. Update data elements (for each household member) on the MN: Ending LTH All-Inclusive Assessment in the Entry/Exit Interim Review pop-up. Primary client: Update Client s Residence as client moves, and Housing Cost and Housing Subsidy Information Primary client and adults (18+): Monthly Income, Non-Cash Benefits, Health Insurance and Disabilities subassessments and Y/N data elements 4. Complete an Interim Self-Sufficiency Outcomes Matrix (SSOM) in the Measurements tab. The Self-Sufficiency Matrix is required for the primary client and adults (18+). If additional adults (18+) are part of the household, go to their record to complete their Self-Sufficiency Matrix. MN HSG LTH/DHS LTH SSF 2 of 18 www.hmismn.org

Reports Submit to Funder Reports Data Quality Exit 1. Enter EDA mode to the correct provider and open the primary client s record. 2. Create an Exit record in the Entry/Exit tab by clicking on the Edit Exit pencil. If exiting a household, be sure to include all applicable household members in the exit by checking the boxes. 3. Complete data elements (for each household member) on the Exit LTH Assessment in the Entry/Exit Data popup. If exiting a household, be sure to complete each individual exit assessment. 4. Complete a Final Self-Sufficiency Outcomes Matrix (SSOM) on the Measurements tab. The Self-Sufficiency Matrix is required for the primary client and adults (18+). If additional adults (18+) are part of the household, go to their record to complete their Self-Sufficiency Matrix. Correct use of backdate is crucial to accurate reporting for this step. Data quality reports are for agency use. Never send these reports to funder. 1. In Reports, click on ART. 2. Run data quality reports on a regular basis (at least quarterly) for MN HSG-LTH located in Public Folder SSA Report Gallery LTH LTH Data Check Reports 1. LTH Demographics and Entry Data Check 2. LTH Exits Data Check 3. LTH Income Data Check 4. LTH Household Residence Data Check 5. LTH Housing Cost & Subsidy Data Check Public Folder SSA Report Gallery LTH LTH Data Quality 4. LTH Data Quality: Residence, Housing Cost and Subsidy, and Income Public Folder SSA Report Gallery Matrix Reports Matrix Data Check LTH MN HSG-LTH requires reports to be submitted quarterly. Rely on funder communication for report periods, due dates, or changes to requirements. 1. In Reports, click on ART. 2. Annual Reports due in February and August are located in Public Folder SSA Report Gallery LTH LTH Counting Reports. 1. LTH Demographics and Entry Data Counting (Submit as PDF) 2. LTH Exits (Submit as PDF) 3. LTH Program Summary Dashboard (Submit as PDF) 4. LTH Data Quality: Residence, Housing Cost and Subsidy, and Income (This report is located in Public Folder SSA Report Gallery LTH LTH Data Quality) (Submit as Excel) Matrix Reports due in November and May are located in Public Folder SSA Report Gallery Matrix Reports. 1-2S Self Sufficiency Matrix Progress Summary 3S Summary Report: Domains at Population Entry 4S Summary report: Domains at Population Exit 3. Send reports to funder as PDF or Excel email attachments (see funder communication for details). Quick Reference Guide for DHS-LTHSSF MN HSG LTH/DHS LTH SSF 3 of 18 www.hmismn.org

Exit Updates Entry Client Record Supportive Services Only (SSO) 6. Click on Enter Data As (EDA) and select the correct provider to enter EDA mode. 7. In ClientPoint, fill out different combinations of search prompts for primary client (single or head of household) to search for an existing record. Select primary client s name in the search results or confirm no records match. If no records match, complete all search prompts and click Add New Client With This Information. 8. Backdate to client s entry date (in pop-up or by clicking on Back Date ). 9. Complete the Universal Profile Assessment for the primary client in the Client Profile tab. 10. Create a household in the Household tab if primary client is being served with other household members. Reminder! If you created a new client record and the client consented to statewide data sharing, be sure to add SHARED in the Alias Field and complete the Date of ROI Consent in the Client Profile tab. 5. Enter EDA mode to the correct provider and open the primary client s record. 6. Create an Entry record in the Entry/Exit tab. If entering a household, be sure to include all applicable household members in the entry by checking the boxes. Select Basic for Type. 7. Complete data elements (for each household member) on the MN: Ending LTH All-Inclusive Assessment in the Entry/Exit Data pop-up. If entering a household, first click on Add Household Data to complete the Household Data Sharing Assessment and answer data elements common among all clients prior to completing each individual entry assessment. 8. Complete all domains on an initial Self-Sufficiency Matrix (SSOM) on the Measurements tab. The Self-Sufficiency Matrix is required for the primary client and adults (18+). If additional adults (18+) are part of the household, go to their record to complete their Self-Sufficiency Matrix. Updates are required every 6 months after entry or twice yearly before running fiscal year or calendar year reports, or as client moves. 5. Enter EDA mode to the correct provider and open the primary client s record. 6. Record updated information in the Entry/Exit tab. Click on the Interims icon next to the MN HSG-LTH entry and select 6 Month Review for Interim Review Type. If serving a household, be sure to include the primary client and all adults in the update by checking the boxes. 7. Update data elements (for each household member) on the MN: Ending LTH All-Inclusive Assessment in the Entry/Exit Interim Review pop-up. Primary client: Update Client s Residence as client moves, and Housing Cost and Housing Subsidy Information Primary client and adults (18+): Monthly Income, Non-Cash Benefits, Health Insurance and Disabilities subassessments and Y/N data elements 9. Complete an Interim Self-Sufficiency Outcomes Matrix (SSOM) in the Measurements tab. The Self-Sufficiency Matrix is required for the primary client and adults (18+). If additional adults (18+) are part of the household, go to their record to complete their Self-Sufficiency Matrix. 4. Enter EDA mode to the correct provider and open the primary client s record. 5. Create an Exit record in the Entry/Exit tab by clicking on the Edit Exit pencil. If exiting a household, be sure to include all applicable household members in the exit by checking the boxes. 6. Complete data elements (for each household member) on the Exit LTH Assessment in the Entry/Exit Data popup. If exiting a household, be sure to complete each individual exit assessment. 10. Complete a Final Self-Sufficiency Outcomes Matrix (SSOM) on the Measurements tab. The Self-Sufficiency Matrix is required for the primary client and adults (18+). If additional adults (18+) are part of the household, go to their record to complete their Self-Sufficiency Matrix. MN HSG LTH/DHS LTH SSF 4 of 18 www.hmismn.org

Correct use of backdate is crucial to accurate Reports Submit to Funder 3. In Reports, click on ART. 4. Run data quality reports on a regular basis (at least quarterly) for MN HSG-LTH located in Public Folder SSA Report Gallery LTH LTH Data Check Reports 1. LTH Demographics and Entry Data Check 2. LTH Exits Data Check 3. LTH Income Data Check 4. LTH Household Residence Data Check 5. LTH Housing Cost & Subsidy Data Check Public Folder SSA Report Gallery LTH LTH Data Quality 4. LTH Data Quality: Residence, Housing Cost and Subsidy, and Income Public Folder SSA Report Gallery Matrix Reports Matrix Data Check LTH reporting for this step.reports Data Quality Data quality reports are for agency use. Never send these reports to funder. DHS-LTHSSF requires reports to be submitted quarterly. Rely on funder communication for report periods, due dates, or changes to requirements. 4. In Reports, click on ART. 5. Annual Reports due in February and August are located in Public Folder SSA Report Gallery LTH LTH Counting Reports. 1. LTH Demographics and Entry Data Counting (Submit as PDF) 2. LTH Exits (Submit as PDF) 3. LTH Program Summary Dashboard (Submit as PDF) 4. LTH Data Quality: Residence, Housing Cost and Subsidy, and Income (This report is located in Public Folder SSA Report Gallery LTH LTH Data Quality) (Submit as Excel) Matrix Reports due in November and May are located in Public Folder SSA Report Gallery Matrix Reports. 1-2S Self Sufficiency Matrix Progress Summary 3S Summary Report: Domains at Population Entry 4S Summary report: Domains at Population Exit 6. Send reports to funder as PDF or Excel email attachments (see funder communication for details). MN HSG LTH/DHS LTH SSF 5 of 18 www.hmismn.org

Data Collection Forms Please go to: http://hmismn.org/forms-and-instructions/ for the Data Collection Forms Reminder: You are not required to use our data collection forms. Consult with your agency on other data you may collect at intake that is not required by HMIS. We update the forms every year with the new HUD and Minnesota data standards changes. MN HSG LTH/DHS LTH SSF 6 of 18 www.hmismn.org

Program Specific Data Elements (Program Specific Data Elements are data elements you re required to collect that were not covered in the Universal and Common Data Elements (Foundations 115). These data elements were chosen by your funder and are often unique to the program.) Client s Veteran s Disability Status Rating Adding Current Residence, Housing Cost, and Housing Subsidy The MN: Ending LTH All-Inclusive Assessment (completed at Entry and Update) and the Exit LTH Assessment (completed at Exit) include 3 housing sub-assessments that are only collected by LTH projects (program specific data elements). These sub-assessments track a client s residence, housing cost (the amount the client pays for rent), and housing subsidy. These only need to be completed in the Head of Household s (including singles and unaccompanied youth) record. IMPORTANT! Sub-assessments can be answered at Entry, Update, and Exit. Before clicking on Add to add a new entry, confirm you do not need to add an End Date to previous entries. To add an End Date to previous entries, click on the Edit Pencil at the start of the row. Sub-assessment records for each sub-assessment should cover the entire time a client is in the project, with no gaps and no overlaps. Once you are in EDA mode, in the Head of Household s record, and on the correct assessment (Entry, Update, or Exit), follow the steps below. Client s Residence Sub-Assessment Subject: Head of Household (Including Singles and Unaccompanied Youth) Data Collection Point: Entry, Update (as things change or every 6 months), and Exit Data Collection Tips: Record all moves that change the Current Residence Status while client is in your project. You are not required to add a new entry if the address changes, but the Client Residence Status does not change. You do not have to document the new address in this case. MN HSG LTH/DHS LTH SSF 7 of 18 www.hmismn.org

1. Confirm you are in EDA mode the correct provider, in the Head of Household s record, and on the correct assessment (Entry, Update, or Exit). 2. Click Add in the bottom left-hand corner of the Client s Residence sub-assessment. 3. In the pop-up, answer the applicable data elements. Start Date: Enter the date they moved into the residence while enrolled in your project Client Street Address (Optional except for LTH Highly Mobile Students): Enter client s current street address. Tip: Answer Zip first and apply Zip Code Information to populate City, County, and State automatically. APT # (Optional) Development Name (Optional) City (Optional) Client s County (Optional) Client s Sate (Optional) Zip Address Data Quality (Optional) Home Phone Number (Optional) End Date (move-out): Only add an end date if moved out of residence Current Residence Status 4. Click on Save. Housing Cost Sub-Assessment Subject: Head of Household (Including Singles and Unaccompanied Youth) in Site Based or Scattered Site Supportive Housing Data Collection Point: Entry, Update (as things change or every 6 months), and Exit 1. Confirm you are in EDA mode the correct provider, in the Head of Household s record, and on the correct assessment (Entry, Update, or Exit). 2. Confirm the client is in site based or scattered site supportive housing. 3. Click Add in the bottom left-hand corner of the Housing Cost box. 4. In the pop-up, answer the applicable data elements. Start Date: Enter the date they moved into the residence while enrolled in your project, or the date the amount the client is paying for rent changes Amount Client Pays for Rent: Enter to the nearest dollar If the client does not contribute to their rent, enter 0 5. End Date: Add if the previous amount client pays for rent has ended and you are about to add a new entry 6. Click on Save. MN HSG LTH/DHS LTH SSF 8 of 18 www.hmismn.org

Housing Subsidy Sub-Assessment Subject: Head of Household (Including Singles and Unaccompanied Youth) in Site Based or Scattered Site Supportive Housing Data Collection Point: Entry, Update (as things change or every 6 months), and Exit 1. Confirm you are in EDA mode the correct provider, in the Head of Household s record, and on the correct assessment (Entry, Update, or Exit). 2. Confirm the client is in site based or scattered site supportive housing. 3. Click Add in the bottom left-hand corner of the Housing Subsidy Information sub-assessment. 4. In the pop-up, answer the applicable data elements. Start Date: enter the start date of the subsidy. This should be the current residence start date. Primary Source of Subsidy: Select from the dropdown list. Note that no subsidy is an option. Select this option if no subsidy is present. 5. End Date: Add if the previous housing subsidy has ended and you are about to add a new entry. 6. Click on Save. MN HSG LTH/DHS LTH SSF 9 of 18 www.hmismn.org

Updating Current Residence, Housing Cost, and Housing Subsidy You are required to update the Client Residence, Housing Cost, and Housing Subsidy sub-assessment as client moves, subsidy changes, or amount the client pays for rent changes. This can be updated as the changes occur, or documented when you complete your required interim update (every 6 months after entry). Sub-assessment records for each sub-assessment should cover the entire time a client is in the project, with no gaps and no overlaps. Each sub-assessment works the same. This is an overview of adding a new entry to a sub-assessment. Use the information under Adding Current Residence, Housing Cost, and Housing Subsidy for understanding how to answer the data elements within each sub-assessment. 1. Confirm you are in EDA mode the correct provider, in the Head of Household s record, and on the correct assessment (Entry, Update, or Exit). 2. Before adding a new entry, you want to make sure to add an End Date to previous entries so there is no overlap. Click on the Edit Pencil at the start of the row for the entry you want to end. 3. In the pop-up, add an End Date (For example, the date the amount client pays for rent ended). Do not change any previous responses unless they were added in error. 4. Click on Save and Add Another to add a new entry following the instructions under Adding Current Residence, Housing Cost, and Housing Subsidy for understanding how to answer the data elements within each sub-assessment. Remember, for the new entry use the day AFTER the End Date you added in previous entry. 5. Click on Save. MN HSG LTH/DHS LTH SSF 10 of 18 www.hmismn.org

Creating an Interim Review at Update Subjects All LTH projects must complete an Interim Review (Update) for all adults and unaccompanied youth that have been enrolled for six months. Data Elements to Update See the LTH Interim Data Collection Form available at hmismn.org to understand which data elements must be collected and updated in ServicePoint. Even if no changes have occurred, you should still document the Interim Review in the Entry/Exit tab (Instructions below). Interim Review Schedule for a Client All LTH projects must complete an Interim Review (Update) for all Head of Households (including singles and unaccompanied youth) and all adults (18+) that have been enrolled for six months. Clients should have an Interim Review completed at the same time as their Interim Matrix are collected. This occurs every 6 months after entry, and should be collected within the same month as their six-month anniversary date. For example, if a client entered the program on April 12 th they should have an Interim Review and Interim Matrix completed each October and April until they exit. Adding an Interim Review 1. Confirm you are in EDA mode to the correct provider and in the Head of Household s (including singles and unaccompanied youth) client record. 2. In the Entry/Exit tab, locate the appropriate Entry/Exit Record for your LTH project. 3. Click on the Interim Review icon in the Interims column. 4. In the Interim Reviews pop-up, click on Add Interim Review. 5. In the Add Interim Review pop-up, the checkbox next to the Head of Household will be checked by default. Check the boxes next to all other adults in the household for all household members that have been in the program six months or more and have not exited. 6. Complete the following data elements: Interim Review Type: 6 Month Review MN HSG LTH/DHS LTH SSF 11 of 18 www.hmismn.org

Review Date: Six-month anniversary date (a date that falls within the month of the client s six-month anniversary) 7. Click on Save & Continue. 8. In the Entry/Exit Interim Review pop-up, the MN: Ending LTH All-Inclusive Assessment will display. Update data elements accordingly, including the LTH sub-assessments. See the LTH Interim Data Collection Form available at hmismn.org to understand which data elements must be collected and updated in ServicePoint. 9. Toggle between each adult household member to enter updated information. 10. Click on Save and Exit. 11. The Interim Reviews pop-up will display showing the date and type of review, as well as the number of clients connected to this Interim Review. Confirm everything is correct and click on Exit. 12. The number of Interim Reviews should now increase by 1 in the Entry/Exit tab. MN HSG LTH/DHS LTH SSF 12 of 18 www.hmismn.org

Client s Residence (Exit) Subjects Head of Households (including singles and unaccompanied youth) in Site Based or Scatter Site Supportive Housing. Housing Subsidy Information (Exit) Subjects Head of Household (including singles and unaccompanied youth) in Site Based or Scattered Site Supportive Housing MN HSG LTH/DHS LTH SSF 13 of 18 www.hmismn.org

Adding a Matrix (Self-Sufficiency Outcomes Matrix-SSOM) Subject: Head of Households (Including Singles and Unaccompanied Youth) and All Adults (18+) Data Collection Point: Entry, Update (required every 6 months for LTH projects), and Exit Creating an Initial Matrix at Entry 1. Confirm you are in EDA mode to the correct provider and in the correct client record. 2. In the Measurements tab, click on Add New Measurement. 3. In the Measurement pop-up, complete the following data elements. a. Provider: The provider you are in EDA mode to, or your home provider if you are not in EDA mode, will display here. This should be your LTH provider. If not, exit the pop-up, enter EDA mode and start over. b. Measurement Tool: Select Self-Sufficiency from drop-down if it doesn t automatically populate SERVICEpointer All domains are required to have a 1-5 response unless the client is not parenting or does not have school-aged children. Answer N/A Child Care domain and/or Children s Education domain. If you and client disagree on a domain score, select the lower of the two. For detailed information on assessing matrix domains, contact Minnesota Housing. c. Point of Measurement: Defaults to Initial as you are entering an initial matrix d. Date: Should match the Entry Date used in the Entry/Exit tab (Date client entered your project) e. Information Reported To: Select a ServicePoint User or type the name of the person the matrix information was reported to by client by first selecting Other 4. Select Continue. 5. Complete all domains by either: a. Clicking on each radio button one-by-one MN HSG LTH/DHS LTH SSF 14 of 18 www.hmismn.org

b. Clicking on the magnifying glass next to the first domain and answering each domain. This provides detailed information about ranking each domain with a score. You ll click Submit & Move to Next between each. c. Click on Save & Exit. Creating an Interim Matrix at Update and Final Matrix at Exit 1. Confirm you are in EDA mode to the correct provider and in the correct client record. 2. In the Measurements tab, click on Add New Point of Measurement. Do not click Add New Measurement as this will prompt you to create a new Initial Matrix. 3. In the Measurement pop-up, complete the following data elements. 4. Provider: This will default to the same provider was selected when you created the Initial Matrix. 5. Measurement Tool: This will default to the Self-Sufficiency Matrix as that is what was selected when you created the Initial Matrix. 6. Point of Measurement: Select Interim if completing an update between Entry and Exit; select Final if you are completing the final matrix as client exits your project 7. Date: A matrix is required every 6 months after client enters your project, and at exit. Use the update date (in 6 month increments) if completing an Interim Matrix or the exit date if completing a Final Matrix. 8. Information Reported To: Select a ServicePoint User or type the name of the person the matrix information was reported to by client by first selecting Other 9. Click on Save & Exit. MN HSG LTH/DHS LTH SSF 15 of 18 www.hmismn.org

SERVICEpointer If a client exits and returns after 6 or more months, create a new Initial Matrix in the Measurements tab. If a client exits and returns less than 6 months later, click on the Edit Pencil for the previously entered Final Matrix and change the Point of Measurement to Interim (leave date the same). Add a new matrix Help LTH Have Clean Data! Do not end income at exit unless income ended. If you end income at exit that the client is still receiving, it may not appear correctly in reports. Source of housing subsidy is important for statewide analysis enter this information and choose the correct subsidy in the Housing Subsidy sub-assessment. MN HSG LTH/DHS LTH SSF 16 of 18 www.hmismn.org

Reports Data Check Reports are for agency use. Never send these to your funder. 1. In Reports, Click ART. 2. Run data check reports on a regular basis (at least quarterly) for LTH located in Public Folder- >SSA Report Gallery->LTH->LTH Data Check o o o o o LTH Demographics and Entry Data Check LTH Exits Data Check LTH Income Data Check LTH Household Residence Data Check LTH Housing Cost and Subsidy Data Check LTH Data Quality o LTH Data Quality: Residence, Housing Cost and Subsidy, and Income (We recommend saving Data Check reports in Excel.) Reports Required for Funder: 1. Minnesota Housing-LTH requires reports to be submitted semi-annually (February and August). Rely on funder communication for report periods, due dates or changes to requirements. 2. In Reports, Click ART. 3. Reports are located in Public Folder->SSA Report Gallery ->LTH->LTH Counting Reports o LTH Demographics and Entry Data Counting o LTH Exits o LTH Household Residence o LTH Housing Cost and Subsidy Counting MN HSG LTH/DHS LTH SSF 17 of 18 www.hmismn.org

o LTH Income o LTH Program Summary Dashboard Reminder: When you Schedule A Report (vs. Viewing a Report) Helpdesk has access to your ART inbox and can, therefore, quickly access a report you ran for troubleshooting assistance; We can see the reports you SCHEDULE, but we cannot see reports you VIEW. MN HSG LTH/DHS LTH SSF 18 of 18 www.hmismn.org