According to HUD standards, project Participants must have:
A HUD Entry Assessment completed on the same date that the Participant is enrolled into a project (or program).
A HUD Exit Assessment completed on the same date that the Participant is dismissed from a project (or program).
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:
From the Navigation Bar, click on "Site Administration"
Click on "Manage My Site (NEW)"
Click on the "Miscellaneous Settings" tab
Click on "Enforce HMIS Validation Rules for Touchpoints and Enrollments"
Click on "Save"
For End Users
Entry Assessment Validation
Enroll a new Participant into project (program).
Fill out the HUD Assessment (Entry/Update/Annual/Exit) for the Participant – Choose “Project Start”
As a result of the setting being turned on, you will notice a new element – “For which enrollment is this assessment being taken?” This is a program enrollment cross-reference element, which pulls up a list of all the enrollments for that Participant within that program.
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 user will then have to populate the “Date Taken” field with that chosen enrollment date.
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.
Fill out HUD Assessment (Entry/Update/Annual/Exit) for the Participant –Choose “Project Annual Assessment”
Exit Assessment Validation
For enrolled Participants, an Exit Assessment must be filled out on the same date that Participant is dismissed from the program.
Fill out HUD Assessment (Entry/Update/Annual/Exit) for the Participant –Choose “Project Exit”
As a result of the setting being turned on, you will notice a new element – “From what enrollment is this client being dismissed?”
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 need to be populated with the end date of that chosen enrollment.
If the enrollment is a current enrollment, the “Date Taken” field will need to be populated with the expected dismissal date.
4. Fill out the rest of the HUD Exit Assessment TouchPoint.
5. Go to dismiss the Participant.