Expectations for creating and maintaining an HMIS comparable database

This article is for Victim Service Provider agencies &/or projects which have been determined as required to enter into an HMIS comparable database.  The article can be used as a guide on expectations to be followed for creating and maintaining an HMIS comparable database.

HUD Published Regulations and Guidance for FY2023

Overall Requirements

• 2004 Data and Technical Standards Notice – This guidance sets forth the requirements of HUD for all HMIS enrolled and HMIS comparable agencies as it pertains to privacy and security standards. E.g., software security, data security, client privacy and grievance rights.
• FY2022 HUD Data Standards – this guidance sets forth requirements of HUD as it pertains to data collection.  It can be used to help users understand the data elements that are required to meet participation and reporting requirements established by HUD

• HUD also created a new Interactive HMIS Data Standards Tool website that might be helpful: https://www.hudexchange.info/programs/hmis/fy-2022-hmis-data-standards/
• FY2022 HMIS Data Dictionary
   – this guidance is designed for vendors and agency system administrators to identify the data elements required and understand the function and specific use of each element. 
• FY2022 HMIS CSV Export – this guidance details the format and validation requirements for HUD's most comprehensive standard data export. This tool is directed at vendors.
• System Performance Measures - this guidance sets forth requirements for database vendors in order to produce key outcome metrics.

 Funding Requirements

• ESG Program HMIS Manual – this guidance specifically outlines data collection for the Emergency Solution Grant (ESG) Program and should be reviewed by any project receiving ESG dollars. It explains what data is to be collected and how it should be collected.
• CoC Program HMIS Manual - this guidance specifically outlines data collection for the Continuum of Care (CoC) Program and should be reviewed by any project receiving CoC dollars. It explains what data is to be collected and how it should be collected.
• CoC APR and ESG CAPER Programming Specifications– this guidance explains how the federal Annual Performance Report (APR) for CoC funded projects and the federal Consolidated Annual Performance and Evaluation Report (CAPER) for ESG funded projects, should be programmed to meet HUD’s standards.  This tool should be reviewed by agencies, and their vendors.
• CE APR Programming Specifications - if your agency is CoC funded for coordinated entry activities, these separate reporting programming specifications are required for Coordinated Entry APRs.

NCCEH Resources

For Agencies

• HMIS Comparability Checklist - this brief checklist to support agencies determine if their database meets HUD's basic standards. While not comprehensive, this checklist is a good start!
• HMIS Privacy & Security Training - many of the same principles for agency and user responsibilities apply to VSPs. You can view this training to help ground staff in the technical aspects of privacy.
• HMIS Data Standards Training - since HMIS Data Standards are the same for comparable databases, use these intro videos to review what HUD questions mean for data collection.
• HMIS Data Collections forms - reference our paper forms to make sure you collect necessary data. You'll find forms for every project type on our Admin page.
• Email our Helpdesk at [e-mail] if your agency has questions. We'll let you know if we can help!

So how do you know if you have an HMIS Comparable Database?

We recommend you start with these three checks:

1. Can your database produce a CoC-APR or ESG-CAPER that passes a Sage Test? Follow the Test Run steps on page 21 (skip everything before that) to see if your reports are accepted!
2. Send the Data Center your paper forms. Ask us to check your forms against the Data Standards!
3. Ask your software vendor. Do they confirm that your software meets the "Overall Requirements" listed above? (They should do the technical work to confirm this!)

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Determining if an agency or project should enter into an HMIS Comparable Database