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Summary: August HMIS Lead Webinar
Summary: August HMIS Lead Webinar


Updated over a week ago

Notes for the August HMIS Lead Webinar


  • Fall Conference: Oct. 23rd - 25th in Philadelphia, PA

  • HUD resources are available to use to pay for registration. HMIS funds under CoC and ESG grants can be used. If no HMIS funds, then you can use admin funds.

  • Proposed HUD-Sponsored Sessions:

    • Institutes (seats limited):

      • HMIS Fundamentals & System Modeling/Stella-M for Facilitators

    • Sessions Include:

      • HMIS Lead Monitoring, Project Monitoring, Project Set-Up

      • HMIS Project Management and Annual Calendar of Expectations

      • System Performance Improvement: Analyzing Performance and Developing Improvement Strategies

      • Leveraging HUD Reports for System Planning and Improvement

      • Strategies for Evaluating and Monitoring Coordinated Entry

      • Q&A with the HUD FY2024 HMIS Data Standards TA Team

Special Project NOFO Guidance released

  • Resource is available on the HUD Exchange from end of July 2023 to support the project setup, data collection, and reporting efforts of recipients funded

  • Work with your CoC leadership to identify any projects within your HMIS implementation that have been awarded this funding.

  • Reporting will be done for these project activities and performance on a quarterly basis, with an annual APR being uploaded at the end of the operating year

Stella M updates coming, Stella P - new charts and guide available

  • Stella M

    • To make it a bit easier, here are two questions to ask:

      • How many households do you think you can serve?

      • What proportion (percentage) of those served in the universe need each pathway?

      • Due to rounding, it is possible that some pre-existing models will have a change in the inventory results by one unit.

  • Stella P

    • New charts located in the Demographics section

      • Better represents how people identify, as well as provides more information to communities that you can use to improve your systems and address inequities

FY24 Data Standards

  • 2.09 CE Participation Status

    • On October 1st, all active projects AND any projects that were active during the most recent report period for any Coordinated Entry grants must have a 2.09 record.

    • If the CE Participation Status Start Date is unknown but began prior to 10/01/2020 and has not changed, use 10/01/2020 as the Participation Status Start Date.

    • If the CE Participation Status Start Date is unknown for a project that began after 10/01/2020, set the CE Participation Status Start Date equal to the project’s Operating Start Date.

  • Project Setup Tool Updated

Introduction to the LSA

  • What is the LSA?

    • Data from within your HMIS gets pulled into the Longitudinal System Analysis (LSA) report, which looks at everything that happened in the homelessness system in certain project types over the course of the federal fiscal year.

  • What data does the LSA report include?

    • The LSA report includes aggregate data for Emergency Shelter, Safe Havens, Transitional Housing, Rapid Rehousing, and Permanent Supportive Housing across 10 CSV files.

    • The LSA also includes project data for Other Permanent Housing (project types 9 and 10), although it is not included in AHAR Part 2 and is not reviewed for data quality.

  • Why are we collecting this data?

    • The LSA is necessary for producing the national estimates required by Congress in the Annual Homelessness Assessment Report (AHAR).

  • Changes for the FY2023 LSA report

    • Project Type Changes

      • Emergency Shelter: Used to have 2 different sub-types, but those are now their own project types (Night-by-Night and Entry/Exit).

      • Rapid Rehousing: Now has 2 different sub-types (“Services Only” and “Housing with or without services”).

    • Changes to Lists of Response Options for Race/Ethnicity, Gender, Living Situations

  • What should you be doing now?

    • Update your contact information in HDX 2.0 under “My Account”. The AHAR team and LSA team use that information in HDX 2.0 to start communicating with you to get the process started. It’s important that all contact information is correct and up to date

    • Clean your data using Eva

Using Eva to address data quality and prepare for the LSA

  • What does Eva do?

    • File Structure Analysis

    • Client Counts

    • Data Quality

  • Eva’s 3 Levels of Issues

    • High Priority Errors *Aim to have 0

      • Always indicates a data quality issue that can and should be fixed in HMIS.

    • General Errors *Aim to have 0

      • Always indicates a data quality issue that can and should be fixed in HMIS.

    • Warnings

      • May be data quality issue, but may also be an unexpected situation that reflects reality.

      • It is okay and expected to have some warnings.

      • End users should check that any data being flagged as a Warning is accurate in their HMIS. If it is not accurate, then it should be corrected. If it is accurate, it should be left as is.

  • Eva Resources

HUD August Webinar Specific Links

Join the Webinar

August Recording

August Slides

August Transcript

August Q&A

Reporting Timelines




Available Now in HDX 2.0

ESG-CV Reporting

Due: October 30, 2023

SSVF Monthly Uploads – June 2023

September 1 to 7, 2023

YHDP Quarterly Report (Round 4/5 only)

Due: October 30, 2023

RHY Reporting (Quarterly)

Q4a – FY23 For grants ending 09/2023 Upload Period: September 4-15, 2023 Reporting period: 10/1/2022 to 8/31/2023* (11 months)

Q4b – FY23 For grants not ending in 09/2023 Upload Period: October 16-27, 2023 Reporting period: 10/1/2022 to 9/30/2023 (12 months)

*table from the HMIS Lead Monthly Webinar Slides for AUG 2023

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