According to HUD standards, project participants must have:

  1.  A HUD Entry Assessment completed on the same date that the participant is enrolled into a project (or program).
  2. A HUD Exit Assessment completed on the same date that the participant is dismissed from a project (or program).
  3. A HUD Annual Assessment completed for every year enrolled in a program (within +/- 30 days of the anniversary of enrollment)

To ensure end users are following these standards, ETO has implemented a live data validation setting called “Enforce HMIS validation rules for TouchPoints and Enrollments”.
This setting turns on a series of validation rules within the HUD Assessment TouchPoint, as well as the “Dismiss Participant” functionality.

For Administrators

To turn on the Validation setting:

  1. Go to Site Administration and click on Manage My Site (NEW)
  2. Go to Miscellaneous Settings
  3. Click on 'Enforce HMIS Validation Rules for Touchpoints and Enrollments"

For End Users

Entry Assessment Validation

  1. Enroll a new participant into project (program).
  2. Fill out the HUD Assessment (Entry/Update/Annual/Exit) for the participant –  Choose “Project Start”
  3. As a result of the setting being turned on, you will notice a new element – “When was the client enrolled in the project?” This is a program enrollment cross-reference element, which pulls up a list of all the enrollments for that participant within that program.
  4.  Choose the appropriate enrollment for which you are completing the Entry Assessment.
  •  Once an Entry Assessment has been completed for that enrollment, the enrollment date will be removed from the drop down list. 
  • This selection will then auto-populate the “Date Taken” field with that chosen enrollment date. 

5. If the participant is in a Family and none of the participants in the Family have identified themselves as Head of Household in a HUD Assessment (A-4.), the following messaging will appear: This participant is in a family that does not have a designated Head of Household. Please designate a Head of Household

To fix this, you will need to go back and fill out an assessment for the correct Head of Household participant OR choose “Self (head of household)” in the Annual Assessment for the participant. 

Annual Assessments Validation

For enrolled participants, an Annual Assessment must be filled out for every year that the participant is in the project. This needs to be completed within +/- 30 days of the participant’s anniversary of enrollment. 

  1. Fill out HUD Assessment (Entry/Update/Annual/Exit) for the participant –Choose “Project Annual Assessment”
  2. The following messaging will appear: ':The Head of Household’s Project Enrollment started on XX/XX/XXXX. The Project Annual Assessment must be completed within a year of the Head of Household’s enrollment (+/- 30 days). Please ensure the date recorded for this assessment matches that time frame.' 
  • This message will remain on the touchpoint even after a date taken is selected. It does not mean that there is an issue. 

Exit Assessment Validation

For enrolled participants, an Exit Assessment must be filled out on the same date that participant is dismissed from the program.

  1. Fill out HUD Assessment (Entry/Update/Annual/Exit) for the participant –Choose “Project Exit”
  2. As a result of the setting being turned on, you will notice a new element – “From what enrollment is this client being dismissed?”
  3.  Select the appropriate enrollment for which you are completing the Exit Assessment. 
  • Once an Exit Assessment has been completed for that enrollment, the enrollment date will be removed from the list. 
  • If the enrollment is a past enrollment, the “Date Taken” field will populate with the end date of that chosen enrollment. 
  • If the enrollment is a current enrollment, the “Date Taken” field will not populate with anything. 

4. Fill out the rest of the HUD Exit Assessment TouchPoint.
5. Go to dismiss the participant. If the participant is missing any assessment, the following messaging will appear:

  • If the participant does not have a HUD Entry Assessment TouchPoint recorded for them for this enrollment: This participant is missing a HUD Entry Assessment for this enrollment. You can click Cancel to go back and fill out a HUD Entry Assessment for the enrollment OR click OK to acknowledge the alert and continue dismissing the participant.
  • If the participant does not have a HUD Exit Assessment TouchPoint recorded against them for this enrollment: This participant is missing a HUD Exit Assessment for this enrollment. You can click Cancel to go back and fill out a HUD Exit Assessment for the enrollment OR click OK to acknowledge the alert and continue dismissing the participant.
  • If the participant does not have a HUD Annual Assessment TouchPoint recorded against them for this enrollment: This participant is missing a HUD Annual Assessment for the following years:  You can click Cancel to go back and fill out a HUD Entry Assessment for the enrollment OR click OK to acknowledge the alert and continue dismissing the participant.

Note: Clicking OK on the alert will dismiss the participant. Clicking Cancel will not. 

  • If you dismiss more than one participant at a time, each participant will receive their own series of alerts. You can go back and fill out the appropriate HUD Assessments for the participants OR acknowledge the alert and continuing dismissing the participants. 

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