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HMIS News

Upcoming HMIS Data Element Changes

Many of our users may recall that every two years, HUD goes through a process to (1) make changes to current Data Elements collected in HMIS (or Data Standards as they are technically called) and (2) add brand new Data Elements to HMIS as well.

Minnesota has aligned with the HUD Data Standards Changes and is rolling out MN HMIS Data Standards Changes at the same time this year to reduce the burden on HMIS users. ICA solicited feedback from MN HMIS users earlier this summer; you can see the results by clicking here.

So get ready – the new HUD and MN Data Standards changes will go live in Minnesota’s HMIS on Sunday, October 1st!

ICA MN staff are once again excited to help you interpret and understand the data element changes that you will see when entering data into HMIS after October 1st. Please check out our brief overview of the upcoming HUD changes below, along with information on when to expect training and materials to be available.

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HUD has provided our software vendor WellSky with instructions to carry-over or “map” the data from the prior version of HMIS Data Standards to the new FY 2024 (Fiscal Year) Data Standards version. There are some federal funder programs with minimal changes to Program-Specific Data Elements requiring manual updates on 10/1/2023 which will be detailed in a training guide that ICA will make available to you this September.

HUD Universal Data Elements – Summary of Changes

  • General: Changed “Client Refused” to “Client prefers not to answer” in all applicable elements

  • 3.04 Race and Ethnicity: Combined data element

    • Combined Race and Ethnicity into single data element (Eliminated 3.05 Ethnicity data element)

    • Added response option for “Middle Eastern or North African”

    • Modified “Hispanic/Latina/e/o” response option

    • Added text box to provide additional detail

  • 3.06 Gender: Revised language and additional response options

    • Changed Female to "Woman (Girl if child)"

    • Changed Male to "Man (Boy if child)"

    • Changed “A gender that is not singularly ‘Female’ or ‘Male’ (e.g., non-binary, genderfluid, agender, culturally specific gender) to "Non-Binary"

    • Added "Culturally Specific Identity (e.g., Two-Spirit)

    • Added "Different Identity" and text box to add detail

  •  3.12 Destination: Revised language and reorganized responses

    • Separated Temporary and Permanent Situations into separate headers

    • Removed "or RHY Funded" from descriptor of “Host Home” response option

    • Moved subsidized permanent destination response options as dependent on “Rental by client, with ongoing housing subsidy” option

  • 3.16 Enrollment CoC: Revised language and data collection instructions

    • Changed data element name from “Client Location” to “Enrollment CoC”

    • Changed data collection stage to project start only

    • Changed data collection instructions to “Select or enter the CoC code assigned to the geographic area for where the project is funded to operate.” (Previously instructed to select the CoC code assigned to the geographic area for the project site where the head of household is being served.)

  • 3.917 A & B Prior Living Situation: Revised language and reorganized responses

    • Added “this episode” to question “Approximate date this episode of homelessness started” for clarity

    • Moved subsidized permanent destination response options as dependent on “Rental by client, with ongoing housing subsidy” option

Common Program Specific Data Elements – Summary of Changes

  • 4.12 Current Living Situation: Moved subsidized permanent destination response options as dependent on “Rental by client, with ongoing housing subsidy” option

HUD: CoC Program-Specific Data Elements – Summary of Changes

  • C1 Well-being: Retired data element

  • C4 Translation Assistance Needed: Added new data element  

  • R3 Sexual Orientation: New data element requirement. Program Component HUD: CoC – PH: Permanent Supportive Housing now required to collect

HUD: ESG Program-Specific Data Elements – Summary of Changes

  • C4 Translation Assistance Needed: Added new data element

RHY Program Specific Data Elements – Summary of Changes

  • R14 RHY Service Connections: Changed response label – changed “mother” to “client (person who gave birth)”

  • R17 Project Completion Status and R18 Counseling: Changed response labels from “Youth” to “Client”

HOPWA Program Specific Data Elements – Summary of Changes

  • C4 Translation Assistance Needed: Added new data element

  • W1 Services Provided - HOPWA: Revised language

  • W3 Medical Assistance: Removed “Receiving Public HIV/AIDS Medical Assistance" field and dependency responses from the element

  • W5 Housing Assessment at Exit: Updated language to say “Jail/prison” and “Deceased”

VA Program Specific Data Elements – Summary of Changes

  • V1 Veteran’s Information: Added new response “Space Force”

  • V2 Services Provided - SSVF: Changed “Subsidy” to “Shallow Subsidy”

  • V3 Financial Assistance - SSVF:

    • Changed “Date” field to "Start Date of Financial Assistance"

    • Changed “Extended Shallow Subsidy – Rental Assistance” to “Shallow Subsidy - Financial Assistance"

    • Added "Landlord Incentive"

    • Added "Tenant Incentive"

    • Added new Field - "End Date of Financial Assistance [date field]

  • V4 Percent of AMI (SSVF Eligibility): Changed responses

    • 30% or less

    • 31% to 50%

    • 51% to 80%

    • 81% or greater

  • V5 Last Permanent Address: Retired data element

  • V7 HP Targeting Criteria: Changed language throughout

    • Changed dependency C to "Past experience of homelessness…"

    • Changed dependency D to "Head of Household is not a current leaseholder/renter of unit"

    • Changed dependency E to "Head of household (HOH) never been a leaseholder/renter of unit"

    • Changed dependency N to "Single parent/guardian household with minor child(ren)"

For complete details about the FY 2024 (Fiscal Year) HUD HMIS Data Standards, please visit the HUD Exchange website.

ICA will begin releasing training materials in the month leading up to the October 1st, 2023 changes and will be populating the FY 2024 HMIS Data Standards Changes page on our website as we release materials, so please bookmark the page now!

  • The training materials will include information about which data elements will need to be updated after 10/1/2023 and how data elements with changes will be mapped to new options.

  • The MN HMIS Data Standards Guide will be updated to reflect the changes to HUD and MN Universal Data Elements in September (no later than 10/1/2023). Data Collection Forms and HMIS User Guides will be updated by October 1, 2023.

Please reach out to the MN HMIS Helpdesk with any Data Standards Changes questions at mnhmis@icalliances.org.

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