HMIS

When should you record a Bed Night service for a Night-by-Night (NbN) Emergency Shelter and where does the service get recorded?

A Bed Night service should be recorded for each night the client(s) spent sheltered at the NbN Emergency Shelter. The Bed Night service should be recorded within the client's program enrollment.

What is a Permanent Supportive Housing (PSH) project and which data elements MUST be recorded for this project type?

A PSH project offers permanent housing and supportive services to assist homeless persons with a disability to live independently. In addition to the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen), a Move-In Date needs to be recorded on the Program Entry screen when the household obtains permanent housing and a "Housed with..." service is required to be provisioned to begin on the same day as the Move-In Date and typically has a projected end date of 5 years.

What is a Rapid Re-housing (RRH) project and which data elements MUST be recorded for this project type?

A RRH project is a permanent housing project that provides housing relocation and stabilization services and short-and/or medium-term rental assistance as necessary to help a homeless individual or family move as quickly as possible into permanent housing and achieve stability in that housing. In addition to the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen), a Move-In Date needs to be recorded on the Program Entry screen when the household obtains permanent housing and a Rental Assistance service provisioned if your project is subsidizing all or part of the household's rent.

What is a Status Assessment and when do you complete one?

A Status Assessment is a program assessment (part of the program enrollment) that needs to be completed when there has been a change to any of the data elements that were collected at enrollment or since their last Status and/or Annual Assessment. (e.g., A change to any of the following: Disabling conditions and barriers, income, non-cash benefit, health insurance, employment status, and education status.) Status Assessments are only completed for the person to which the change applies

What is a Supportive Services Only (SSO) project and which data elements MUST be recorded for this project type?

A Supportive Services Only (SSO) is a project that offers stand-alone supportive services to address the special needs of participants (such as childcare, employment assistance, and transportation services) and has associated housing outcomes. In addition to the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen), a Current Living Situation program assessment is required to be completed whenever a household's housing status changes.

What is a Transitional Housing (TH) project and which data elements MUST be recorded for this project type?

A Transitional Housing (TH) project provides temporary lodging and is designed to facilitate the movement of homeless individuals and families into permanent housing within a specified period of time, but no longer than 24 months. In addition to the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen), a "Housed with..." service is required to be provisioned at enrollment and the end date is typically projected out 24 months.

What is a Homeless Prevention (HP) project type and which data elements MUST be recorded for this project type?

Homeless Prevention offers services and/or financial assistance necessary to prevent a person from moving into an emergency shelter or place not meant for human habitation. Homeless Prevention projects are required to record the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen).

You are conducting the VI-SPDAT with an individual. It appears that they do not understand many of the questions. What do you do?

If the individual states they do not understand a question or you believe they do not understand a question, you are able to AND SHOULD provide clarifying information to help them understand the questions.

What is "drill-down" functionality?

It is a function within reports run as Web Page output formats that allows you to "drill" into the report further. E.g., In a report displaying aggregate numbers, you can click on any given number to see the list of clients that number pertains to.

The box comprised of 9 small squares on the Global Task Bar is called the

The Launch Pad

In Permanent Housing projects (e.g., PSH, RRH, etc.), when should you enter a Move-In Date and where does the Move-In Date get recorded?

The Move-In Date should be recorded when the household moves into housing. The Move-In Date is recorded on the Program Head of Household's program Enrollment screen.

What is the purpose of the VI-SPDAT and what function does it serve?

The VI-SPDAT is a means of assessing a person or household's vulnerability based on their self-reported answers to the questions. From there, they are reviewed and potentially referred to programs that are equipped to address their needs based upon their responses and overall score on the VI-SPDAT.

Do permanent housing projects (e.g., PSH and RRH projects) need access to the Rehousing Needs Assessment?

This assessment is not MANDATORY for any project type, but may be a helpful case management tool for any project.

You have completed the Rehousing Needs Assessment, what should you do next?

This is a case management tool, use it to help direct your work with your client

How many BUSINESS days do you have to enter data (program enrollments, services, assessments, and program exits) into HMIS?

Within three (3) business days.

You are working with an individual whose primary language is Spanish. You speak a little Spanish, but are not fluent. From your interactions with the person so far, you believe they will not understand most of the questions on the VI-SPDAT. Is it OK to ask a Spanish speaking co-worker to assist with translation?

YES! We should always do our best to provide all services, including assessments, in the person's primary language. (If your agency does not have translation services available to you for the VI-SPDAT, please contact the HMIS Team for translation resources.)

With whom should you conduct the Move On Survey?

You are working with a household that has been financially stable for the last 3 years in your PSH program, they no longer need your intensive services, but have a fixed income source.

Where do you request referrals, view received referrals, and process referrals in HMIS?

You click on REFERRALS on the Global Task bar to get to the referrals section in HMIS

When should you conduct a COVID-19 Response Shelter Survey with a client(s)?

You should conduct the survey with the client if they express interest in the program and you have received word that the COVID-19 Shelter System is currently accepting referrals, OR if the client is COVID-19 positive, as verified by a medical professional.

After you've completed the Move On Survey, what should you do next?

You should contact the CES Department and follow their guidance for next steps

You've completed the Problem Solving - Request for Financial Assistance tool. What's your next step?

You should contact the CES Department and follow their guidance for next steps.

How would you make corrections on a closed/ended program enrollment?

You will need to reactivate the client(s) program enrollment by clicking on "Reopen Client Program" on the bottom right corner of the Program Exit screen. You are now able to make the corrections. Be sure NOT to clear exit data if you are only making corrections and then re-closing the enrollment. When done, put the exit date back on the Program Exit screen.

You have received a referral and it is in the Pending Tab, what do you do next?

All of the provided answers are correct.

When you begin the process of enrolling a client into your program, what should you ALWAYS do first?

All of the provided answers.

You are enrolling a new client into your program and your client has an active enrollment in another program, housing/sheltering or otherwise, what should you do?

All of the provided answers.

What is an Emergency Shelter (ES) project type and which data elements MUST be recorded for this project type?

An ES is a project that offers temporary shelter (lodging) for the homeless in general or for specific populations of the homeless. In addition to the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen), for an Entry/ Exit ES a "Housed with..." service is required to be provisioned at enrollment and the end date is typically projected out 24 months and for a Night-by-Night ES each "bed night" must be recorded for each night a household stays at the ES.

There are two different types of Emergency Shelters (ES) in HMIS, Entry/Exit (E/E) Emergency Shelter and Night-by-Night (NbN) Emergency Shelter. What is the difference between the two and what different data elements are recorded within each ES?

An Entry/Exit Shelter requires continuous overnight stays at the shelter whereas the Night-by-Night Shelter allows participants to come and go (in terms of nights at the shelter) as they please. In addition to the difference in the "Housed with.." service and the Bed Night service, a NbN ES may be required to record a Date of Engagement on the Program Entry Screen and may also need to complete Current Living Situation program assessments with their clients.

What is an Annual Assessment and when do you complete one?

Annual Assessments are program assessments that need to be completed for all program members on an annual basis. They are to be completed within a 60 day window (30 days prior to or 30 days after) of the Program Head of Household's anniversary of the project entry date.

You are in the Referrals section of HMIS, which tab should you be under to request a referral (opening) or view the openings you have already submitted?

Availability - This Tab allows you to submit openings by completing either the "Add Single Opening" or "Add Multiple Openings" form when LIMITED AVAILABILITY is selected for any of your programs. You can also view, edit, or delete previous forms. And you can see which clients have been referred and pending for an opening.

What makes referrals to shelters that participate in Coordinated Entry different from shelters that do NOT participate in Coordinated Entry?

Referrals to shelters that go through Coordinated Entry follow a systematic referral process in HMIS. The Coordinated Entry Department reviews the Shelter Surveys to determine if the client, or clients, meet the criteria set forth by the shelter. If there's an opening at the shelter, the Coordinated Entry Department will then refer that client to the opening via HMIS.

When should you record Rental Assistance and where is it recorded?

Rental Assistance should be recorded every time your program provides rental assistance to a household. In addition, the Program Head of Household should also have a Move-In Date recorded on their Program Enrollment screen. The Rental Assistance service is recorded under the program enrollments and provisioned to all Program Members

What are Report Library reports and who created them?

Report Library reports are HMIS reports that were built by our software vendor and are part of our software "package", we typically refer to them as the "canned reports".

What do you do if you forget your password or get locked out of HMIS?

Request a new password or request to have your account unlocked if you remember your password by emailing [email protected]. Don't forget, the temporary password that will be sent to you expires at MIDNIGHT

If your HMIS account goes inactive, what should you do?

Request account reactivation by emailing [email protected]. Don't forget, the temporary password that will be sent to you expires at MIDNIGHT.

What is a Street Outreach (SO) project type and which data elements MUST be recorded for this project type?

Street Outreach offers services necessary to reach out to UNSHELTERED homeless people, connect them with emergency shelter, housing, or critical services, and provide urgent, non-facility-based care to unsheltered homeless people who are unwilling or unable to access emergency shelter, housing, or an appropriate health facility. In addition to the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen), Street Outreach projects may be required to record a Date of Engagement on the Program Entry Screen and may also need to complete Current Living Situation program assessments whenever a household's housing status changes.

What programs have Auto-Exits and when do they occur?

Street Outreach, Supportive Services Only, and Night-by-Night Emergency Shelters have Auto Exits. An Auto Exit is a system generated exit that occurs when there has been no activity within a program enrollment (such as no services being recorded) for greater than 90 days. The system will exit the household on the last date of activity within the program enrollment.

Where is the Assessment Tab located?

The Assessment Tab is located on each individual client's record, similar to the Profile, Program, and Notes Tabs.

What is a Current Living Situation (CLS) program assessment and what project types need to complete them?

The Current Living Situation is an assessment that is done when there is a change to the household's current living situation. Street Outreach, Supportive Services, and Night-by-Night Emergency Shelter projects complete the CLS assessment. It is found under the Assessment tab in the client's program enrollment.

In Street Outreach projects and Night-by-Night Emergency Shelters, what is the Date of Engagement and where is it recorded?

The Date of Engagement is the date on which an interactive client relationship results in a deliberate client assessment or beginning of a case plan. (e.g., the first time you and the client work together to obtain tangible results such as their Social Security card, etc.) The Date of Engagement is recorded on the Enrollment screen of their program enrollment.

You have a family member that you lost contact with ten years ago. You suspect they may now be experiencing homelessness. It's okay to look them up in HMIS

A. Any of the provided answers. B. Ask the HMIS Department. C. Ask your supervisor. D. Review the Privacy & Security Plan to determine if their request falls within eligible reasons to provide client-level information. Answer A

The top dark colored bar at the top of HMIS is called the

Global Task Bar

Where do you find the Reports section within HMIS?

Go to the launch pad (nine dot, square box to the left of your name), then click on "Reports".

Which of the following reports does HMIS generate on behalf of the entire Continuum of Care (community of homeless providers) that are submitted to HUD on an annual basis?

A. Point in Time Count (PIT) B. Housing Inventory Count (HIC) C. Longitudinal Systems Analysis (LSA) D. System Performance Measures (SysPM) E. All of the provided answers Answer E

What are the benefits of using HMIS for providers?

A. The data helps inform system design and policy decisions. B. Allows providers to coordinate client care across programs and other agencies. C. Able to track client outcomes across multiple programs. D. Able to generate financial and programmatic reports for funders, boards, and other stakeholders. E. All of the provided answers Answer E.

How do you switch agencies if you have access to multiple agencies?

After logging into HMIS, in the right hand corner of the screen underneath your name, click on the drop down arrow to the right of the displayed agency name. This will open up a drop down of all the agencies to which you have access. Choose the desired agency by clicking on its name

For Entry/Exit (E/E) Emergency Shelters and Transitional Housing projects, if you check the client's program service history and notice that the "Housed with" service was not automatically provisioned when the client is first enrolled in your program, what should you do? (Auto provisioning is a feature that the HMIS Team implements during the building of E/E Emergency Shelters and Transitional Housing projects within HMIS.)

All of the provided answers

Why are entering services so important?

All of the provided answers

What are the 5 main uses of the Self-Sufficiency Matrix tool?

All of the provided answers are correct

What are all the potential Assessments that could be under the Assessments Tab? (Note: The available assessments vary depending on the agency's needs.)

All of the provided answers are correct.

When SHOULD you conduct a VI-SPDAT?

All of the provided answers are correct.

When do you make a Client's Program Enrollment private?

All of the provided answers are correct.

When do you make a Client's Record private?

All of the provided answers are correct.

When should a household be exited from a project?

All of the provided answers are correct.

While in a client's record, you navigate to the client's Assessment tab. Under the Assessment header, there are no assessments listed and you are unable to conduct any assessment with the client. What is the likely cause of this?

All of the provided answers are correct.

What is HMIS?

HMIS (Homeless Management Information System) is a HUD-COMPLIANT DATABASE used to capture demographic information, program enrollments, services rendered, etc. of participants who are experiencing homelessness or, in some cases, at risk of experiencing homelessness.

You do not see the Self-Sufficiency Matrix tool under the Assessment Tab, what should you do?

Check with your Program Manager to determine if this assessment would be helpful for your program; if so, contact the HMIS Team to add it to your Agency

You do not see the Rehousing Needs Assessment under the Assessment Tab, what should you do?

Check with your Program Manager to determine if this assessment would be helpful for your program; if so, contact the HMIS Team to add it to your Agency.

How do you INDEPENDENTLY troubleshoot observed glitches or errors you may be experiencing within HMIS

Check your internet browser and ensure you're using Google Chrome, Firefox, or Microsoft Edge. Clear your cache, reload your browser, then log back in to HMIS. If that does not work, contact the HMIS Team at [email protected]

You do not see the Problem Solving - Request for Financial Assistance available under the Assessments Tab, now what?

Contact the CES Manager to determine if your program can request Problem Solving Funds assistance for your clients.

After you've completed the COVID-19 Response Shelter Survey, what should you do next?

Contact the COVID-19 Temporary Shelter System Referral Team.

You have completed the Shelter Survey with a person seeking shelter. What should you do next?

Contact the Coordinated Entry System Department.

Which department makes referrals [in HMIS] to participating housing/sheltering programs?

Coordinated Entry (CE) Department

What are Data Analysis Reports?

Data Analysis Reports are custom built reports. Most HMIS End Users have access to build their own custom reports; however, only the HMIS Admins or a person from your agency with the Agency Manager Access Role can save custom reports for future use.

What is a Day Shelter (DS) project type and which data elements MUST be recorded for this project type?

Day Shelter offers daytime facilities and services (no lodging) for persons who are homeless. In addition to the standard data elements (Program Entry screen, Program Status and Annual Assessments, services, and Program Exit Screen), a Current Living Situation program assessment is required to be completed whenever a household's housing status changes.

You have completed a VI-SPDAT with your client(s). What is the next step

Ensure that the VI-SPDAT was properly saved, then continue to provide AT LEAST one service per month to keep the client active and eligible on the Community Queue.

You have a question about a client record and you're emailing the HMIS Team about it. You will need to include the client's full name, their Date of Birth, and their Social Security Number to ensure the HMIS Team knows to whom you are referring.

False. Email is NOT typically secure. Never send anything other than the Unique Identifier (UID) via email.

It is okay to have your computer and/or device save your HMIS login password to save time.

False. It is NEVER okay to have your computer or device save your HMIS password.

All agencies have access to conduct the VI-SPDAT in HMIS.

False. While all agencies have access to view VI-SPDATs conducted with households, only agencies that work directly with households who are experiencing unsheltered or sheltered homelessness will have access to conduct the VI-SPDAT. (For example, an agency that only has PSH programs would not need to conduct the VI-SPDAT with their clients.)

All program household members must be enrolled at the same time.

False. While in many cases, you will be enrolling all household members at the same time, it is possible to add new household members to an existing program enrollment. Adding household members to a program enrollment should always "go through" the Program Head of Household enrollment. Either by toggling additional household members "on" when initially enrolling a household or by clicking on the Plus Sign next to "Program Members" within the Program Head of Household's enrollment.

HMIS does NOT allow me to input my work email or work phone number into HMIS.

False. You are able to input your work email and phone number under your HMIS account settings. Having your contact information in HMIS allows other providers to contact and collaborate with you when you share clients. Your account settings can be found under the "bubble" with your initials on the top right corner of the screen. Please note, staff's PERSONAL emails and phone numbers should never be recorded in HMIS.

You have a staff person who has not yet been trained in HMIS and you want them to run a report for you. It's okay for you to give them your HMIS user login to run the report.

False. Your HMIS password should NEVER be shared with ANYONE.

You have been working with an individual for a couple of weeks and have built some rapport. Today, you are conducting the VI-SPDAT with them and you know they are not answering the questions truthfully and/or accurately. What do you do?

Find a graceful way to stop the VI-SPDAT and reschedule another day to start over.

How do you determine the start and end date for the "Housed with" service?

For Entry/Exit (E/E) Emergency Shelters and Transitional Housing projects, the start date is the first day the client was enrolled in your program. For Permanent Housing projects (e.g., PSH, PH, OPH), the start date is the day they moved into housing. The end date is the night BEFORE they are formally exited from the project. (For active program enrollments, the "Housed with.." service will have a future end date, typically projected out to the maximum time a client could be enrolled in your project. For Permanent Housing projects, it is recommended to project the service out to the client's 5th anniversary.)

You are working with a Client that is currently in an Emergency Shelter, but they want to be in a different shelter. Can you conduct the Shelter Survey with them?

No, the Shelter Survey is reserved for people who are experiencing unsheltered homelessness (living in a place not meant for habitation)

You are working with a couple, only one of them meets the criteria of being at higher risk of complications if they were to contract COVID-19. Do you need to conduct the assessment with both people in order for them to be referred to the shelter together?

No, you only need to conduct the assessment with the person who meets the criteria. The person that meets the criteria does not need to shelter alone. They are allowed to have a family member shelter with them.

You're working with a client who recently turned 18 years old. You review their ROI status and notice that the documentation type is listed as "Household", the designation reserved for minors when parents or guardians sign a consent on their behalf. This ROI expired on their 18th birthday, so they no longer have a valid ROI in HMIS. What should you do?

Obtain a new ROI with the client, as they've aged into adulthood and can now sign for themselves.

How often should you run and review Data Quality reports?

Once per month. Running every month allows for swift clean up, not too many errors to address usually and you will most likely still have contact with all the clients in the report.

Which agencies may conduct the Shelter Survey?

Only agencies that work with people who are experiencing unsheltered homelessness.

Who should be enrolled in a Street Outreach program?

Only people experiencing unsheltered (or "street") homelessness, living in a place not fit for habitation (e.g. on the street, in an encampment, in a car, in a subway station, etc.).

You are in the Referrals section of HMIS, which tab should you be under to view your received/pending referrals?

Pending - This Tab displays all the Pending and Pending - In Process referrals for your agency's programs.

You may conduct a Shelter Survey with a client who expresses interest in emergency shelter AND is experiencing unsheltered homelessness.

True

You can exit the Program Head of Household from an enrollment and keep the other Household members in the program enrollment.

True. But you will first need to identify a new Program Head of Household.

You encounter a client who has been consistently staying with a friend for one month, but they express interest in a shelter referral via Coordinated Entry. Is this person currently eligible for a shelter referral?

Unfortunately, they are not eligible. The Shelter Survey is reserved for people living in a place not meant for habitation (unsheltered homeless).

You are about to conduct a VI-SPDAT with a 24 year old person with a 2 year old child. Which VI-SPDAT do you use?

VI-F-SPDAT Prescreen for Families

When should you conduct the assessment with a household?

When a one-time financial assistance can help stabilize a household's current housing crisis.

Which report identifies data quality errors by program?

[DQXX-102] Program Data Review

Which report is not available to all HMIS End Users?

[DQXX-103] Monthly Staff Report

Which report can alert you to potential duplicate client records?

[DQXX-110] Duplicate Clients

Which report provides details of service transactions by funding source?

[EXPS-102] Service Expense Review

Which report provides the number of service attendances per day and has a drill down functionality that generates a list of the clients who received the service?

[GNRL-103] Service Census

Your program needs to review a list of all of the clients who were active in your program during the month of June. Which report should you run?

[GNRL-106] Program Roster

Your program has some custom fields on your program enrollment screens. You need to run a report to analyze those responses from the clients enrolled in your program. Which report should you run?

[GNRL-220] Program Details Report [2019]

Which report provides information on Client Public Alerts?

[GNRL-403] Public Alert Notice

What report should you run to view your program's bed inventory in HMIS?

[HSNG-200] Current Housing Availability

If you are wanting to address Data Quality errors, what report would be your best option to run?

[HUDX-225] HMIS Data Quality Report

What report is required to be submitted annually to HUD?

[HUDX-227] Annual Performance Report [FY 2020]

You need to run a report on exit destination and income outcomes for the last fiscal year. Which report should you run?

[OUTS-101] Program Outcome Measures

Which report will tell you how much time an HMIS user spent logged on to HMIS on a given day?

[STFF-101] User Activity Report

You want to see how many clients a staff member, or members, has on their caseload. Which report should you run?

[STFF-103] User Active Caseload

You want to see how much time a staff member reported having spent with a client(s). The staff member tracked the time spent with the client in a Program Note. Which report should you run?

[STFF-106] User Client Note Hours Tracked