Update From the HUD Exchange: Homelessness Data Collection, Reporting Updates, and Deadlines

The following article was taken from the HUD Exchange.

Data continues to be an important component of making progress towards the goal of ending homelessness. With this increased focus, HUD is working to provide more tools for communities to better assess the quality of their data and provide more data for both national and local data analyses. Your community will need to review the following deadlines and resources to prepare for the Housing Inventory Count (HIC), Point-in-Time (PIT) Count, System Performance Measures (SPM) report, new data quality reporting framework, and Annual Performance Report (APR) requirements.

New Data Quality Resources

HUD expects communities are monitoring data quality on a continuous basis in collaboration with their Homeless Management Information System (HMIS) Lead and end users. To assist with this, HUD recently provided HMIS vendors with detailed instructions on programming tables for a new data quality framework. This framework will form the building blocks of data quality for all systems. Communities will see this data quality framework throughout many HUD reports, including the SPM submission, APR, and future reports.

  • The specifications for the framework have been built into a forthcoming version of the HMIS Standard Reporting Terminology Glossary. Vendors are expected to have completed programming by April 1, 2017.
  • Communities will be able to run all tables in the data quality framework for varying time periods and for individual projects, various projects types, and across the entire Continuum of Care (CoC).
  • HMIS Leads should work with their vendors to determine when they can access this new data quality framework.
  • Once available, HMIS Leads should familiarize themselves with the framework and incorporate it into their Data Quality monitoring plans and processes.
Data Submission Activity Dates
The Homelessness Data Exchange (HDX) open for PIT and HIC data submission March 1 – May 1, 2017
New Data Quality Framework available

(HMIS vendors expected to have completed programming of new HUD-approved Data Quality Framework)

April 1, 2017
New APR requirements in effect

(HMIS vendors expected to have completed programming of new report; new submission portal to be activated)

April 1, 2017
HDX open for SPM data submission April 3 – May 31, 2017
  • CoCs: Review the list of timelines and resources. Work with CoC Program recipients and HMIS Leads to prepare for annual and new reporting requirements.
  • HMIS Leads: Work with your vendor to ensure you have access to the necessary reports and materials for your CoC to meet the upcoming deadlines. Communicate regularly with the Continuum and CoC Program recipients to ensure stakeholders are informed and prepared.
  • CoC Program Recipients: Participate in PIT/HIC, monitor your project’s data quality, and prepare for new APR requirements.

APR Updates

Beginning in April 2017, HUD will begin requiring CoC Program grant recipients to submit their APR data through a new online database – the Sage HMIS Reporting Repository (Sage). Communities will no longer submit APRs in e-snaps. This change in systems will apply to all CoC homeless assistance grants (e.g., Supportive Housing Program, Shelter Plus Care, Section 8 Moderate Rehabilitation Single Room Occupancy Program, CoC Program) administered by the Office of Special Needs Assistance Programs (SNAPS) – regardless of when they were initially funded. The APR has been updated to do the following:

  • Allow CSV imports of aggregate data about persons served;
  • Integrate project-level performance data into the body of the report;
  • Update the data quality components to be consistent with the new HUD-approved Data Quality framework; and
  • Provide programming specifications for population-specific questions, among other updates.

HMIS Leads should work with vendors to access necessary reports and materials in preparation for these APR resources on April 1, 2017. HMIS Leads and CoC Program grant recipients should be working together now to prepare for changes to the APR format and submission process. More details, including training and resources, about the new report and system will be released shortly.

System Performance Measures Updates

For the second year, CoCs will be asked to submit their SPM reports via HDX for the fiscal year 10/1/2015 – 9/30/2016.

  • Based on concerns raised during last year’s data submission process, CoCs will have the opportunity to re-submit their SPM for the period 10/1/2014-9/30/2015. Instructions will be provided in both HDX and data submission guidance about how to accomplish this.
  • A new Data Quality tab has been added to the SPM module in HDX. This tab will require manual data entry of some results from the newly created Data Quality framework.
  • Data submission webinars and System Administrator office hours will be held and announced via separate listserv notices.

Questions?

If you have questions about these reporting requirements, please submit them through the HUD Exchange Ask a Question (AAQ) portal. On Step 2 of the question submission process, select the appropriate report or reporting system in the “My question is related to” dropdown.

For more HUD updates, visit: www.hudexchange.info.

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