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Important Documents

 

 

Announcement Regarding HMIS Report Server
The NYC CCoC HMIS Report Server is now available for uploads.  
 
 Instructions for Agencies using Foothold AWARDS
 
 If your agency has not yet completed a July upload, please upload data for each of your projects as soon as possible.   Starting August 1, please upload data once per month on the first business day of each month.
 
 Instructions for Non-AWARDS Agencies Uploading CSV Files
 
 Please prepare your CSV files according to the HUD HMIS CSV Format 3.02 specifications attached.  At this time, your agency’s upload should include only the following CSV files:

 

  • Client.csv

  • Program_Participation.csv

  • Client_Historical.csv

  • Income_Benefits.csv

  • Service_Event.csv

  • Agency_Program.csv

  • Export.csv

 

The remaining CSV files specified in the HUD HMIS CSV Format Version 3.02 specification (Regions.csv, Site_Information.csv, and Bed_Inventory.csv) are not required at this time but will be required at a later date.
 
To locate your organization and program ID, you may reference the NYC HMIS Program List with Program ID and Org Name list.  When you are ready to upload, follow the instructions provided by Foothold in the attached Foothold Upload Instructions. 

We have identified a few helpful hints to consider in preparing your CSV files:

  1. Confirm that all file names in the Export file include .csv extension, e.g., Client.csv.

  2. Ensure that the number of columns in your files and in the specs are the same  (the 40th column in the Client Historical file is missing).

  3. Ensure that all fields defined as not null have only not null values.

  4. If the “DataCollectionStage” (Client Historical, Income Benefits) is null, make sure that Assessment dates in the files match either Entry date or Exit date in the Program Participation file.

  5. Coding of some fields is different from the previous HMIS version; e.g., values 10 and 11 are dropped from the pick list for the Prior Residence field - 22 and 23 are used instead. Non existing values cause error messages.

Please upload data for each of your projects as soon as possible.   Starting August 15, please upload data once per month on the 15th day of each month.
 
Feel free to direct any questions to elynch@dhs.nyc.gov or arozenza@dhs.nyc.gov.

 

 

 

Announcement: HUD has issued REVISED HMIS DATA STANDARDS
 

All programs are expected to begin collecting new data no later than June 1, 2010.
For CCoC Awards Users, Foothold Technologies will be talking about these revised standards on the AWARDS HMIS Call scheduled for April 14th 2010 from 11 to 12:30. Foothold will be providing contact information for this call. Note that your agency must use AWARDS to participate in this call.


For CCoC Upload Agencies, HUD has not yet issued revised standards for CSV upload files. We will alert you as soon as HUD issues a revised standard. After these standards are released, Foothold will be providing an implementation date. Agencies can anticipate that this standard will be implemented no later than the June 1 deadline provided by HUD.
 

HUD has provided the following overview regarding the new HMIS Data Standards:
The final Standards include the interim Data Standards for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) published in June 2009, and replace Section 2 (Universal Data Elements) and Section 3 (Program-Specific Data Elements) of the 2004 HMIS Data and Technical Standards Notice. All other sections of the 2004 Notice, such as the privacy and security standards, remain in effect.


The approved version of the Revised HMIS Data Standards as well as a Data Standards Comparison Worksheet are available at www.HUDHRE.info (What’s New section) and www.hmis.info. The Data Standards Comparison Worksheet describes changes between the draft version of the revised Data Standards published in July 2009 and the final version approved by OMB in March 2010.


The revised HMIS Data Standards include four sections:

Section 1:  Overview Outlines the major differences between the 2004 and 2010 data standards, describes the statutory authority that allows HUD to prescribe the HMIS Standards, and defines key terms referenced throughout the document.
Section 2:   Program Descriptor Data Elements Describes the data elements that collect program level information on homeless assistance and HPRP programs.
Section 3:   Universal Data Elements Describes client level data elements that must be collected on persons served in homeless assistance or HPRP programs.
Section 4:   Program-Specific Data Elements Describes client level data elements that are collected from certain types of programs that must provide this information to HUD for funding.

Homeless Management Information System (HMIS) Data Standards - March 2010

REQUIREMENTS FOR NEW ANNUAL PERFORMANCE REPORT (APR)

The new Annual Performance Report (APR) approved by OMB in March 2010 will be submitted in HUD’s electronic grants management system known as e-snaps. The submission of the new APR will be phased in so all grantees will have ample time to transition to the new format and requirements. The transition requirements are designed to introduce all grantees to the new APR format, recognizing that HMIS solution providers will need time to program the new APR report output and that grantees are not yet collecting all of the data required to fully complete the new APR.


APRs will still be due within the same number of days of the end of the operating year: 60 days for HPRP grants and 90 days for HUD McKinney-Vento grants. The content and format of the submittal requirements will vary depending on the type of grant and end date of the operating year for each grant.


HPRP grantees will submit the new APR format in e-snaps by November 30, 2010 for the period ending September 30, 2010.
Continuum of Care (CoC) program (SHP, S+C, SRO) grantees have the following submission requirements:

  • Projects with operating year ending on or before June 30, 2010 must submit the HUD-40118 to the applicable Field Office.

  • Projects with operating year ending between July 1, 2010 and May 31, 2011 must submit APR in e-snaps reporting only the      information that would have been reported on the HUD-40118 and is included in the new APR.

  • Projects with operating year ending on or after June 1, 2011 must submit new APR in e-snaps reporting all new data elements.

Additional guidance is available in the Revised APR Requirements and Transition Period Guidance document posted in the What’s New section of the HUD Homelessness Resource Exchange (HRE) at www.hudhre.info.
Until June 1, 2010, questions about the new APR should be emailed to APR@abtassoc.com. After June 1st, questions must be submitted to the Virtual Help Desk on the HRE (www.hudhre.info).

 

 

HMIS Data & Technical Standards: Privacy Requirements & Compliance

 

The Following Agencies Should Upload at the First of the Month (Each Month)

 

Lenox Hill                                                                                                           Argus Community                          

Association to Benefit Children                                                                         Bailey House

Basics Housing                                                                                                 Banana Kelly

Brooklyn Bureau of Community Service                                                           Community Action for Human Srv.

Bowery Residents Committee                                                                          Community Counseling and Mediation

Citizen’s Advice Bureau                                                                                   Communilife

Common Ground                                                                                               CREATE, Inc.

Community Access, Inc.                                                                                   Damon House

Fountain House                                                                                                  The Doe Fund

GEEL Community Service                                                                                    The Educational Alliance

HELP USA Central                                                                                                El Regreso

Henry Street Settlement                                                                                       East NY Urban Youth Corp

Community Lantern Group                                                                                    FACES

Metropolitan Council on Jewish Poverty                                                              FROST’D

Neighborhood Coalition for Shelter                                                                      Goddard Riverside

Odyssey House                                                                                                   Helping Hands

Pathways to Housing                                                                                           John Heuss House

Pibly Residential Programs                                                                                   Housing Plus Solutions

Palladia                                                                                                                 Kenmore

South Bronx Overall Economic Development Corp.                                             Jewish Board of Family and Srv.’s

Services for the Underserved                                                                             Jericho Project

The Bridge                                                                                                            Lower East Side Service Center

Urban Pathways                                                                                                  Lutheran Social Services

Women In Need                                                                                                    Mental Health Association

Ali Forney Center                                                                                                 Post Grad. Center

Anchor House                                                                                                      Phase Piggy Back

Pratt Area Community Council                                                                              Samaritan Village

Project Renewal                                                                                                   United Bronx Parents

Safe Space                                                                                                          Veritas Therapeutic

VIP Community Services                                                                                      West Side Federation

YMCA of Greater NY                                                                                           Addicts Rehabilitation Center

Greenhope Services                                                                                            Helping Hands

Lutheran Social Services                                                                                              

 

The Following Agencies Need to Upload Their Files on the 15th of Every Month

 

Bridgeback Recovery                                                                                       FEGS

CAMBA                                                                                                             Friends House
Columba Kavanaugh                                                                                        Good Shepherd Services

Covenant House                                                                                               Heritage House

Center for Urban Community Studies                                                               Institute for Community Living

The Doe Fund (some programs are not with AWARDS)                                 Project Hospitality

St. Vincent’s Medical Center                                                                            University Consultation Center

Weston United                                                                                                 Housing Works

Hour Children                                                                                                   The Fortune Society

HMIS FAQ
 

Click here for answers to Frequently Asked Questions regarding HMIS
 

CONTACT INFORMATION

For more information on the HMIS Financial Assistance Program Contact:

NYC DHS, Nicketa Nusum at  NNUSUM@dhs.nyc.gov

 

For more information on the Foothold Technologies Software and offer for the NYC CCoC Providers Contact:

Nick Sharlat,, Foothold Technology,  nick@footholdtechnology.com, (212) 780-1450 x8003
 
 

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