esnaps APRGuidebookfor HMIS by ps94506

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									e-snaps APR Guidebook
        For HMIS Dedicated Projects
                   Supportive Housing Program (SHP)




                                                      December 2010
                                                      Version 2




  US DEPARTMENT   OF   HOUSING   AND   URBAN DEVELOPMENT
Contents
Guidebook Introduction................................................................................................................................ 4
Guidebook Features ...................................................................................................................................... 4
Navigating the APR ....................................................................................................................................... 5
Begin in e-snaps ............................................................................................................................................ 7
    Log into e-snaps ........................................................................................................................................ 7
    Create the APR Project Information Formlet in e-snaps........................................................................... 8
Completing the CoC APR Project Information ............................................................................................ 12
    Project Information ................................................................................................................................. 12
       Q1 Contact Information ...................................................................................................................... 12
       Q3 Project Information ....................................................................................................................... 14
       Grant Number Confirmation............................................................................................................... 15
    Project Information – Submission Summary .......................................................................................... 16
Create a CoC Annual Performance Report ................................................................................................. 18
       Q2 Submission Certification................................................................................................................ 19
    HMIS Implementation Information......................................................................................................... 20
       H1 Lead Organization Information ..................................................................................................... 20
       H2 HMIS Implementation and Staffing ............................................................................................... 22
    HMIS Dedicated Project Report .............................................................................................................. 24
       H3 HMIS Participation by Program Type ............................................................................................ 24
       H4 HMIS Functionality ........................................................................................................................ 25
       H5 Electronic Data Sharing ................................................................................................................. 29
       H6 User Training - Type, Requirements, Frequency and Completion ................................................ 31
       H7 Follow-Up Training Requirements................................................................................................. 32
       H8 HMIS Data Timeliness Procedures................................................................................................. 32
       H9 HMIS Data Quality Procedures ...................................................................................................... 33
       H10 HMIS Bed and Unit Participation................................................................................................. 33
       H11 HMIS Data Quality ....................................................................................................................... 35
    HMIS Dedicated Project Financial Information....................................................................................... 37
       H12 HMIS Funding Sources ................................................................................................................. 37
       H13 HMIS Expenditures by Type - Expenses....................................................................................... 38
       H14 HMIS Narrative ............................................................................................................................ 38
       Q42 Additional Comments.................................................................................................................. 38
    Submission Summary .............................................................................................................................. 39

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    Appendix A: HMIS Functionality Descriptions for Question H4 .............................................................. 41
    General Definitions: ................................................................................................................................ 45
    Question Summary Table ........................................................................................................................ 47
Template ..................................................................................................................................................... 49




3
Guidebook Introduction
In 2010, the U.S. Department of Housing and Urban Development (HUD) replaced the HUD- 40118 form,
the Annual Progress Report (APR). The new report, called the Annual Performance Report (APR), is
required of both HUD CoC-funded Projects, as well as Homeless Prevention and Rapid Re-housing
Program (HPRP) grants funded through the American Recovery and Reinvestment Act (ARRA).

The APR is a reporting tool used by HUD to track the progress and accomplishments of programs funded
by the Department, inform the Department’s competitive process for homeless assistance funding, and
report on program performance to the Congress and other Federal agencies.

Beginning July 1, 2010, your APR information is required by HUD to be entered into e-snaps for each
operating year of your program. This guidebook is intended to assist you with the data entry into e-
snaps for HMIS dedicated projects funded under the Supportive Housing Program (SHP), and will only
review those questions required for HMIS dedicated projects. Separate e-snaps guidebooks have been
created for HPRP grants and Transition and Full Reporting Requirements for HUD’s CoC-funded
programs. These guides can all be found on www.HUDHRE.info.



 A HMIS Dedicated Project is an SHP grant that               All Questions regarding the APR or e-snaps
only funds the HMIS system. Only complete the                        should be addressed to the
APR for Dedicated HMIS programs if your grant is                   hudhre.info Virtual Help Desk.
      restricted to funding HMIS activities.                       http://www.hudhre.info/apr/




Guidebook Features
The new APR for HMIS dedicated grants has been developed to collect detailed information about the
HMIS implementation. This guidebook will provide general guidance as you complete the APR. There
are several features in this guidebook that you may find helpful as you complete the APR.

                       The arrow indicates that you should pay special attention to the details in that
                       section as it indicates an area where frequent mistakes are made.

                       Boxes call out specific instructional detail that may help you understand a
                       question or definition.




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Navigating the APR
The e-snaps APR is a multi-step process:

    •   After logging on to e-snaps follow the instructions in this Guidebook to set up the Funding
        Opportunity - which in this case is the CoC Annual Performance Report.

    •   Then, again following instructions in this Guidebook, complete the APR Step 1 – Project
        Information which records the grant number you are filing the APR for in the e-snaps system
        and prevents multiple reports for the same grant number.

    •   Finally, following the STEP 2 –HMIS APR instructions in this Guidebook complete all questions
        for your grant type, review the information, have your Authorized Grantee Official certify its
        completeness and accuracy and submit it electronically to HUD.

                    The APR has many questions that will need to be completed before submission. The
                    questions are identified with a question number (e.g. Q1 and H1) and name of each
                    question. The questions have been preselected for your specific grant type (i.e.
                    HMIS Dedicated Grant) based on the information you complete in Q3. Thus,
                    questions numbers for your specific APR may have gaps in the numbering because
                    every type of grant does not have to answer every question.

                    Moving between questions is easy. Simply click on the name of the question that
                    you want to move to and e-snaps will take you there.

                    Once you have entered data on any question you must save your work. Buttons at
                    the bottom of each page are designed to help you navigate the system and save
                    your work.

Save – Saves the work you have done on that question, will not move you to a new question, but will
make visible any calculations that are done by e-snaps automatically.

Save & Back – Saves the work you have done on that question, and moves you back one question.

Save & Next – Saves the work you have done on that question, and moves you forward one question.

Back or Next – Moves you backwards or forwards, but does not save any of your work.

Check spelling – Will spell check your entire page and indicate errors.




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    e-snaps will allow you to move between questions without answering unless the question is
    identified with an asterisk*. Where there is an * the field is required to be completed in order
    for you to be able to submit the APR to HUD. If a question is not complete the Submission
    Summary will indicate this with a please complete beside that question.

    After entering information in a field, use the tab button on your keyboard to move between
    fields on the questions. Using the enter button will enable the calculations, but will not move
    your cursor to the next field.

    Instructions are available on most pages to help you understand what is being requested.

    Fields in some questions are automatically calculated. Where boxes are shaded gray, e-snaps
    will automatically calculate the sum of a row or column.

    Some questions have automatic validation checks. If the system detects an error in your data,
    then an error message will appear alerting you of this error.




6
Begin in e-snaps

Log into e-snaps

E-snaps is the new application and grants management system for HUD's Homeless Programs. It
supports the collaborative application process known as the Continuum of Care (CoC) Homeless
Assistance Competition.

HUD provides on-line training and e-snaps information at http://esnaps.hudhre.info/ If you are a first
time user of e-snaps HUD highly recommends you review the training provided at this site.

E-snaps is to be used by authorized persons only. Go to the e-snaps welcome page at
www.hud.gov/esnaps. Enter the user name and password you created when applying for your grant.
Then select the Login button.




If you have forgotten your password you will need to contact the Virtual Help Desk at
www.hudhre.info/helpdesk and request a password reset.


New users will need to create a profile.

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Create the APR Project Information Formlet in e-snaps



                To open an APR form in e-snaps you will need to select “Funding Opportunity
                Registrations”.




                 Then select the CoC Annual Performance Report in the Funding Opportunity
                 Name column.




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Next, you will need to select the Applicant associated with this APR by selecting the appropriate
Applicant Name from the list in the box on the left. Then select the right-facing arrow in the middle of
the screen to add the Applicant to “Registered Applicant” list on the right. Then Save your entry.




Now select Projects. The project screen will open.




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Now select “CoC Annual Performance Report” from the Funding Opportunity Name drop-down list and
click on the add icon.




Select your Applicant name from the drop down list.
Provide your project name – which is the name of your grant as it was submitted to HUD.




Click “Save & Back”




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Your final step is to click on “Submissions”. Then click on the icon next to the Project that you named in
the previous step.




                                          You are now ready to begin
                                        APR Step 1 – Project Information!




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Completing the CoC APR Project Information HMIS

The project information required for reporting within the APR must exactly match the grant information
you submitted and received from HUD when your grant was awarded.


Project Information

Project information is required for all grant types. The project information required for reporting within
the APR must exactly match the grant information you submitted and received from HUD when your
grant was awarded.

Q1 Contact Information




Detail Required to be Completed in e-snaps            Where you find this information
Project Name:                                         Exhibit 2 – the project name should not be
                                                      changed from the name you called your grant
Project Sponsor:                                      when you applied for it.


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Detail Required to be Completed in e-snaps   Where you find this information
Grantee:                                     Exhibit 2 and HUD award notification
Grant Number:                                HUD award notification – the grant number will tie
                                             your APR back to your project. Entering the wrong
                                             number will not enable your APR to be recognized
                                             as your submission and may cause you to lose your
                                             access to funding through LOCCS.

                                             Note: If your grant was applied for or renewed
                                             through e-snaps your grant number should be 15
                                             characters look like this example: ST 000# C 5E 00
                                             08 02. The 02 represents the number of times the
                                             grant has been renewed and will change with each
                                             renewal – be sure you have the correct number for
                                             the grant you are reporting on listed in this field.
                                             (Note: if you did not make your grant application
                                             through e-snaps you will still have an older
                                             formatted grant number which is 11 characters in
                                             length and looks like this example:
                                             ST16B90-0004.)
Prefix:
First Name:
Middle Name:
Last Name:
Suffix:
Title:                                       The contact information supplied in these fields is
                                             for the person that the HUD Field Office or
Street Address 1:
                                             Headquarters in Washington should contact
Street Address 2:                            regarding your APR submission information should
City:                                        there be any questions or issues.
State:
                                             The contact person should be familiar with both
Zip code: (Format: 12345 or 12345-1234)      the grant program and the APR submission.
E-mail Address:
Confirm E-mail Address:
Phone Number: (Format: 123-456-7890)
Extension:
Fax Number: (Format: 123-456-7890)




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Q3 Project Information

Carefully select the answers to the questions on this form as they determine what forms you are
required to answer for the APR. Selecting the incorrect answer will give you incorrect forms to
complete.




 Each time you enter
 data in a “click save
 to update for” field
you must press save.
  You will either see
 additional questions
 and/or will see new
   forms on the left
  hand side bar. Be
sure to press save not
save and next or save
       and back



Question 3 is common to all grantees. HMIS dedicated projects must follow the guidance below to
ensure that they are able to respond to the correct questions:


Detail Required to be Completed Q3                      Explanation
Type of Grant                                           You must select “SHP”
                                                        You must select “HMIS”. Each grant type has a
                                                        component – be sure to identify the component
                                                        you were funded under by referring to your grant
Component Type                                          Exhibit 2 or 3. If your grant type was not HMIS in
                                                        the application you are not a “dedicated HMIS”
                                                        program and do not need to complete this APR
                                                        for Dedicated HMIS grants.
Is this project operated by a victim service provider
as defined by the Violence Against Women and
                                                        Select “no”
Department of Justice Reauthorization
Act of 2005?
Was this project funded under a special initiative?     Select “no”
Target Subpopulation:                                   Select “none”
CoC Number and Name:                                    Select your continuum from the drop down list.

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                                                     If the CoC has merged with another CoC since you
                                                     were awarded this grant – use the current CoC
                                                     number and name.
Amount of Contract or Award:                         This should match your grant award letter from
                                                     HUD.
Detail Required to be Completed Q3                   Explanation
Operating Year Start Date:                           Your operating start date was identified, by you,
                                                     in LOCCS with the first draw you made on your
                                                     grant. It does not correspond with the date on
                                                     your grant agreement with HUD. Enter your
                                                     operating start date.
Operating Year End Date:                             This date should be the last day of the operating
                                                     year you are reporting on.
Operating Year Covered by this APR:                  Select which operating year you are reporting on.
                                                     For example if you are in year one of a two year
                                                     grant select 1. Be careful to identify the correct
                                                     year.
Is this an extension APR?                            Select “no”
Is this a final APR?                                 If this APR is covering the last operating year of
                                                     your grant or your grant was for a one year term
                                                     check “yes”.
Is this a corrected APR?                             If you are submitting a corrected or amended APR
                                                     check “yes”. A corrected APR requires the prior
                                                     approval by HUD for submission. If HUD has not
                                                     approved your submission e-snaps will indicate
                                                     there has already been an APR filed on this grant
                                                     and will not allow you to file another one.
Does this project have a 20-year use requirement?    Select “no”


Grant Number Confirmation

You must now confirm your grant number. Review the number carefully, since grant numbers change
upon renewal. Be sure that you are reporting on the correct grant. If you found you made a mistake
return to Q1- Contact information and fix the grant number shown there.

Once you are sure you have the right grant number click the check box.




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Project Information – Submission Summary




Review your submission summary information. When the “Last Updated” indicates that the form was
completed on that date and all required fields have been entered. If the words “Please Complete”
appear it means that you have not completed one or more mandatory fields of information for that
question. Click on the question name and you will be returned to the page to complete or correct
information. An error message on the page requiring correction should appear to help guide you to the
information that is missing or wrong.

Export your information to a PDF file for your records.




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Then press Submit (Note if any item is marked “Please Complete” you will not be able to submit the
form until you have corrected that question.)

Your screen will now show that your submission has been sent.
                                                                   Once you
                                                                 submit you will
                                                                 NOT be able to
                                                                  change your
                                                                 grant number!




Now return to the Submission List by clicking “Back to Submission List”




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Create a CoC Annual Performance Report
You are now ready to begin creating your APR. Click on the icon next to APR Step 2 of the Project that
you named in the previous step.




                                                You are now ready to begin
                                             APR Step 2 – Completing the APR.




This will open your full APR for completion based on your grant and component type. All questions
required for the grant and component you selected will now be available for you to complete.

The information you submitted in APR Step 1 - Project Information has now been transferred to your
APR Step 2 e-snaps form.

Move through the APR by answering each question. You may edit any information that was entered in
Step 1 except for your grant number. If you find you made an error in entering your grant number you
will need to contact HUD via the APR helpdesk at: http://www.hudhre.info/apr/. You must complete all
other questions shown.




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Q2 Submission Certification

Checking the certification button tells HUD that the person named on this form has certified that all the
information in the form is true and accurate. The Authorized Grantee Official must fill-in their name and
title/position. Each authorizing official is electronically signing the APR after completion of all of the
questions and prior to submission through e-snap by checking the certification button.




Note: Q2 should be completed after you have answered all the questions on your APR and they have
been reviewed. The Authorized Grantee Official is saying to HUD, by checking this certification, that all
information reported in all questions of the APR is true and accurate.




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HMIS Implementation Information

The questions in this section apply to the area’s entire HMIS implementation. An HMIS implementation
may be for: a single CoC, multiple CoCs, or statewide. It may encompass one or more CoC jurisdictions
and may have more than one HUD grant. Answer the implementation questions as you would for the
entire implementation, not this specific HMIS Dedicated Grant.

H1 Lead Organization Information

This question applies to the entire HMIS implementation and is not limited to the CoC associated with
this HMIS dedicated grant.

H1a - Name/Address: Each CoC has identified to HUD the Lead Organization for their HMIS
implementation in their annual Exhibit 1 submission. Identify the Lead Organization associated with
this particular HMIS Implementation.




H1b – Contact Person: Identify the contact person for the HMIS Lead Organization who you would want
HUD to contact if there are any questions about your HMIS Implementation.




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H1c – General Information: This general information question relates to the entire HMIS
implementation.




General Information Instructions for H1c:

     Select your HMIS implementation type: The HMIS implementation may be for a single CoC, a
     regional multi–CoC area (i.e. one that is composed of more than a single CoC in an area, but not the
     whole state), or a complete state comprised of two or more CoCs. If the entire state consists of one
     CoC then select single CoC.

     List the CoC(s) covered by the HMIS implementation: Select all CoCs that are covered under the
     implementation and move them to the “Selected Items” box.

     Number of HPRP Grantees included in the HMIS implementation: Identify the number of HPRP
     grantees covered by the HMIS implementation that are participating in HMIS. Remember an HPRP
     grantee is associated with a jurisdiction of government. State HPRP grantees should be counted if
     they have funded a sub-grantee within the geographic area. Count grantees regardless of whether
     the grantee itself is recording data in the HMIS. A grantee may not be the same as the organization
     actually doing the HPRP work and entering data into the HMIS system. It is quite possible to have
     more sub-grantees or contractors using HMIS than you have actual HPRP grantees. Count only the
     grantees.

     Type of HMIS Software you have: Commercially available or custom designed – Commercially
     available software is software that is developed and maintained by a third party and provided to the
     project under a licensing agreement. Custom designed software is software that is developed and
     maintained specifically for use by this HMIS implementation and is not available to others.

     Name of HMIS Software: Name the software you use for the implementation. For commercially
     available software, list the vendor name and the name of the software product you use. For custom
     designed software list the software name.


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     Are unduplicated counts generated out of a data warehouse: Some CoCs use multiple data
     collection tools to collect data and then generate unduplicated counts by merging data into a central
     repository, referred to as a data warehouse, which is not used for data entry by any program. If you
     generate unduplicated counts for your implementation using a data warehouse format indicate that
     by saying “yes”. If the system used for collecting data is also used for unduplicated reporting choose
     “no.” The HMIS implementation is not considered as using a data warehouse if programs are using
     different systems, and data from one of these systems is merged into a primary HMIS, which is also
     used for data collection. Rather, a CoC is only considered to be using a data warehouse for
     reporting if no single data collection system used by any program houses all the data used for
     generating unduplicated counts for the CoC. CoCs that collect all their data in a single software
     product, but extract their data from the primary HMIS to another statistical software package to
     generate unduplicated counts should answer “no” for this question.



H2 HMIS Implementation and Staffing

This question applies to the CoC associated with the HMIS dedicated project, and the entire HMIS
Implementation.

     •   In a single CoC HMIS Implementation, the answers will be identical in the CoC column and the
         HMIS implementation column.

     •   In a regional or statewide HMIS Implementation, the CoC and the HMIS Implementation are not
         the same entity. Your responses for the CoC column will only pertain to the CoC associated with
         this HMIS dedicated grant. Your responses for the HMIS Implementation column should relate
         to all of the CoCs that are in the implementation.

Pay special attention in this section to where you are being asked to report on a “CoC” or on the “entire
HMIS implementation”. If you are reporting on an HMIS dedicated project grant which is an expansion
grant to the implementation, answer the questions as they pertain to the entire CoC that funded the
expansion grant.




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                                                                             Data on the CoC associated with
                                                                             this HMIS dedicated grant




Report each answer with the information as of the end (last day) of the        Homeless System Programs include
                                                                               both homelessness prevention and
operating year.                                                                homeless assistance programs.

                                                                               Homeless Assistance Programs are
                                                                               programs identified by the CoC as
                                                                               part of its service system, whose
Implementation and Staffing Instructions:
                                                                               primary purpose is to meet the
                                                                               specific needs of people who are
     a) Enter the total homeless system programs participating in the          literally homeless. Such programs
        HMIS. A program is considered participating if it makes                may include outreach, emergency
        reasonable efforts to record all the universal data elements and       shelter, transitional housing, rapid re-
                                                                               housing, permanent housing and
        all other required data elements as determined by HUD funding          permanent supportive housing
        requirements on all clients served and discloses these data            programs.
        elements through agreed upon means to the HMIS Lead Agency
        at least once annually. Homeless system programs that are              Homelessness Prevention Programs,
                                                                               whose primary purpose is to meet the
        participating through data integration should be included in these
                                                                               specific needs of people who are
        tallies.                                                               imminently losing their housing or
                                                                               unstably housed and at risk of losing
     b) Enter the number of homeless system programs that are                  their housing. Homelessness
        participating in the HMIS through data integration. These are          prevention programs include those
                                                                               funded by HPRP and identified by the
        programs that enter data into a data collection system that is not     CoC as part of its service system.
        the designated HMIS and send client-level data extracts from
        their systems for integration with other data in the CoC. The
        programs reported in question 2b are a subset of those reported in question 2a.

     c) Enter the total unduplicated count of homeless system clients in the HMIS. These counts
        include clients entered at any point from the HMISs inception to the end of the operating year,
        regardless of whether they were served during the operating year being reported on in this APR.
        Only homeless system clients should be counted. Clients served by non-homeless system
        programs that may also be using the same HMIS implementation should be excluded.
        Anonymous records or records with insufficient identifiers to de-duplicate should also be
        excluded.
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     d) Enter the total number of new clients entered into homeless system programs in the HMIS
        during the operating year. A new client is any client entered during the operating year, whose
        earliest homeless system program entry date within the HMIS is equal to or greater than the
        first day of the operating year. A client who was entered into the HMIS by a program in another
        CoC and first served by the CoC during the operating year should not be considered a new client
        for either the CoC or the Implementation for the purposes of this question.

     e) Enter the total number of users of the HMIS as of the end of the operating year. This includes all
        distinct persons who have the ability to log into the HMIS for system administration, data entry,
        resource viewing, or reporting purposes. For the CoC, only include homeless system programs.
        For the entire HMIS implementation, include users from all programs, whether or not they are
        homeless system programs.

     f)   Enter the subset of users listed under question 2d who have logged into the system within the
          last 30 days of the operating year.

     g) Enter the total number of full-time equivalent (FTE) staff dedicated to managing the HMIS. For
        staff who have both HMIS and non-HMIS duties, only include the FTE allocation associated with
        the HMIS activities. For staff fully dedicated to HMIS in an implementation that is larger than
        the CoC, include the allocation of staff associated with the particular CoC in the CoC column and
        the full-time equivalent of all HMIS staff in the “Entire HMIS implementation” column.


HMIS Dedicated Project Report
H3 HMIS Participation by Program Type

For this question, only report programs in the CoC associated with this HMIS dedicated project, based
on participation at the end (last day) of the operating year. A program is considered participating if it
makes reasonable efforts to record all the universal data elements and all other required data elements
as determined by HUD funding requirements on all clients served and discloses these data elements
through agreed upon means to the HMIS Lead Agency at least once annually. Per the HMIS Data
Standards, for purposes of this question, if multiple distinct services (e.g., emergency shelter and follow-
up rental assistance) are offered, each component should be treated as a separate program. Please note
-- victim services providers should not be counted in the total number of programs in the CoC or the
total number of programs participating in HMIS.




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                                                                       Total programs = Include all homeless
                                                                       assistance programs within the CoC
                                                                       (participating in HMIS and non-
                                                                       participating).




The total number of programs participating in HMIS cannot be greater than the total number of
homeless programs.



H4 HMIS Functionality

This question has six sub-questions. In each, indicate whether your HMIS supports any of the specified
functionality. Base your responses on the software functionality as it has been configured and is in use
within the CoC associated with this HMIS dedicated grant.

An HMIS supports functionality if by the end of the operating year that function is available in the
software version your CoC is using. If the software does not support that function or if it is an “add-on”
offered by the vendor, but not purchased for use in the CoC, then select “no” under “Does your HMIS
support this functionality?”

Use of the functionality may mean daily use by case workers or annual use by data administrators. As
long as the function is used some time during the operating year mark “yes” to used. If you have the
function in your software version but no one in the CoC uses it, mark “no” to used.

Refer to Appendix A: HMIS Functionality Descriptions at the end of this guidebook for a brief description
of each function.




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H4a. HMIS Functionality – General
                                      e-snaps data entry notes:

                                         For each “Does your
                                         HMIS support this
                                         functionally question”
                                         select “yes or “no”.

                                         Press SAVE

                                         Go back up to the start
                                         of this page. For each
                                         question that you
                                         indicated “yes” the
                                         HMIS supports this
                                         functionality you will
                                         now have to answer
                                         either “yes” or “no” to
                                         indicate whether you
                                         actually use this
                                         functionality.




H4b. HMIS Functionality – Reporting




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H4c. HMIS Functionality - Data Quality




H4d. HMIS Functionality – Security




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H4e. HMIS Functionality - Data Exchange




H4f. HMIS Functionality Information

The final functionality question is a narrative question which asks you to describe any current plans you
have to enhance your HMIS software with new functionality or to begin using existing functionality.
(Response is limited to a maximum of 2,000 characters.)




                                                                        Note: There is a 2,000 character
                                                                        limit for each text box question
                                                                        that asks for a narrative response
                                                                        throughout the e-snaps APR.




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H5 Electronic Data Sharing                                                                 Choose an answer to
                                                                                           “electronic data sharing
This question is asking you to provide information on the electronic data                  among CHO’s”.
sharing within the CoC that the HMIS dedicated project is funded under.
                                                                                           Press SAVE

                                                                                           If you answered
                                                                                           anything other than
                                                                                           “not permitted” for
                                                                                           electronic data sharing
                                                                                           then you will answer
                                                                                           the “data sharing
                                                                                           allowed” question.




Electronic data sharing among Contributory HMIS Organizations –Choose the statement that best
describes the approach to electronic data sharing within the HMIS. Respond based on the level of
electronic data sharing within the HMIS among homeless system providers within the CoC associated
with this HMIS dedicated project. (Note that even when data sharing is authorized among providers, it
may be governed by client consent procedures.) This question only relates to the data sharing that may
occur within the HMIS itself and does not include data sharing among case managers during the case
management process outside of the HMIS.

The choices are:

     •   All – meaning client records are shared (e.g., can be accessed) by all participating homeless
         system programs within the CoC.

     •   Greater than 50% - meaning client records are shared among 50% or more of the participating
         homeless system programs within the CoC.

     •   Less than 50% - meaning client records are shared among fewer than 50% of the participating
         homeless system programs within the CoC. An example would be data sharing among three
         homeless assistance programs, one of whom provides housing, another who provides case
         management, and a third who provides mental health treatment.

     •   Case by Case basis – meaning sharing client records only occurs on a case-by-case basis, such as
         when a client authorizes one agency to share with another specified agency for purposes of a
         referral.

     •   Not permitted – meaning that client data are never shared electronically within the HMIS among
         participating homeless system providers.



29
If you selected any of the categories other than “Not permitted”, describe the type of client information
that is routinely shared among authorized programs:

     •   All – meaning all data contained in records is shared between the authorized programs,
         including case plans, notes, and other service transaction data,

     •   Limited – meaning that authorized programs only share limited data from each client record.
         Limited data may include client identifiers, demographic information, or other HUD universal
         and program-specific data elements.

     •   Required Data Only – meaning that you only identifiers needed for other users to locate an
         existing client record, in order to avoid creating multiple records for the same client within the
         HMIS.

     •   Not applicable - meaning you do not permit electronic data sharing in the CoC.




30
H6 User Training - Type, Requirements, Frequency and Completion

This question is asking you to identify the training requirements for the CoC associated with the HMIS
dedicated project, frequency of training offered within the CoC, and the number of users within the CoC
who have completed each type of training. The fields are dependent fields and will open depending on
your answer to questions.




                                                           H6 - Step by step
                                                           Has training been defined and/or conducted:
                                                           1. If you offer any type of training, answer “yes”.
                                                           2. Press “save”.
                                                           3. A series of training topics will show. Enter
                                                                either “yes” or “no” for each option to identify
                                                                whether your HMIS training covers that specific
                                                                topic.
                                                           4. Press “save”.
                                                           5. For every topic in which you selected “yes”, a
                                                                series of questions will appear - you will be
                                                                asked to:
                                                                    a. Identify the training requirements
                                                                    • Required for all users
                                                                    • Required for some users (based on user
                                                                         type or role).
                                                                    • Optional
                                                                    b. Select the frequency offered.
                                                                    • At least monthly
                                                                    • At least every 6 months.
                                                                    • At least every year
                                                                    • Unplanned or as needed
                                                                    • Not offered
                                                                    c. Identify the number of users that
                                                                         completed this specific type of training
                                                                         during this operating year.
                                                           If you do not provide any training, answer “no”.
                                                           1. Press “save & next” and you will go to the next
                                                                APR question.




31
H7 Follow-Up Training Requirements

Identify whether there are follow-up training requirements for HMIS beyond basic HMIS software
training (yes/no). If you selected “yes,” then in a brief narrative, (2,000 characters or less), describe the
follow-up training requirements and offerings for the operating year that you are reporting on.




H8 HMIS Data Timeliness Procedures

Identify if your Contributory HMIS Organizations are required to enter HMIS data within a specific
timeframe after client intake, contact or exit (yes/no). If you selected “yes,” then in a brief narrative,
(2,000 characters or less), describe your data timeliness policies and procedures.




32
H9 HMIS Data Quality Procedures

Identify whether you have standard operating procedures for monitoring the quality of the data stored
in HMIS for completeness and/or accuracy. Examples include regular monitoring of data completeness
rates for each data element or reviewing bed/unit utilization rates to identify whether programs are
entering or exiting clients. If you selected “yes,” then in a brief narrative, (2,000 characters or less)
describe your data quality policies and procedures.




H10 HMIS Bed and Unit Participation

There are a series of six bed and unit participation sub-questions which identify point-in-time count data
from the HMIS system for the CoC associated with this HMIS dedicated project.

H10 number     Housing being reported on                  Date being reported on
               Emergency Shelters in the CoC
H10a                                                      last Wednesday in January of the operating year
               Transitional Housing in the CoC
H10b                                                      last Wednesday in January of the operating year
               Permanent Supportive Housing in the
H10c                                                      last Wednesday in January of the operating year
               CoC
               Emergency Shelters in the CoC
H10d                                                      last Wednesday in July of the operating year
               Transitional Housing in the CoC
H10e                                                      last Wednesday in July of the operating year
               Permanent Supportive Housing in the
H10f                                                      last Wednesday in July of the operating year
               CoC




33
Each of the six sub-questions uses the following format.
                                                                                      Year round unit
                                                                                      information is for
                                                                                      families with
                                                                                      children – which is
                                                                                      consistent with
                                                                                      the Housing
                                                                                      Inventory charts
                                                                                      the CoC submits
                                                                                      annually with the
                                                                                      grant application.




For each count, enter the data based on the inventory type (i.e., ES, TH, and PSH) and actual number of
persons served on the specified date.

        Year round beds - Enter the total year-round homeless assistance beds that are in the CoC on
        the last Wednesday of either January or July by household type (households without children
        and for households with children). Exclude beds provided by victim services providers in the
        CoC.

        Year round beds in HMIS - Enter the number of homeless assistance beds participating in HMIS
        on the last Wednesday of either January or July in the CoC by household type. A bed is
        considered “in HMIS” if the program makes reasonable efforts to record all the universal data
        elements on all clients served and discloses these data elements through agreed upon means to
        the HMIS Lead Organization at least once annually.

        Year round units - Enter the total year round homeless assistance units available on the last
        Wednesday of either January or July in the CoC by household type.

        Year round units in HMIS - Enter the total year round homeless assistance units participating in
        HMIS on the last Wednesday of either January or July in the CoC by household type.

        Number of persons in residential programs - Enter the number of persons recorded in the HMIS
        enrolled in this type of inventory on the last Wednesday of either January or July within the CoC
        by household type.

        Number of households in residential programs - Enter the number of households recorded in
        the HMIS enrolled in this type of inventory on the last Wednesday of either January or July
        within the CoC by household type.

The bed coverage, bed utilization and unit utilization will automatically complete for each question
when you press “save”.



34
H10g. If you did not have 100% bed coverage for emergency shelter, transitional housing and/or
permanent supportive housing in either January or the July of the operating year (as reported in H10a-
H10e) you will need to explain the barriers you are having in implementation and your plan for
improving your bed coverage in a brief narrative. Because this question is required, if you had 100%
coverage, type in: 100% coverage, not applicable in the text box.




                                                H11 is optional for grantees with operating
H11 HMIS Data Quality                           years ending on or before June 1, 2011.

There are two HMIS Data Quality charts for the universal data elements and one chart for the program
descriptor elements.

H11a. Reports on the data quality on all universal data elements for all Contributory Homeless System
      residential programs within the CoC associated with this HMIS dedicated project.

H11b. Reports on the data quality on all universal data elements for all Contributory Homeless System
      outreach and supportive services only programs within the CoC associated with this HMIS
      dedicated project.




                                                                                   Round up or
                                                                                   down to the
                                                                                   nearest whole
                                                                                   number.




35
       Note % Missing for Residential and Supportive Services Only programs - Missing rates apply to
       records of persons who were served during the operating year and should be based on the
       program entry or exit date that occurred during the operating year. For persons with multiple
       records during the operating year, the missing rate should be based on the program entry or
       exit date closest to the end of the operating year (occurring on or before the last day of the
       operating year). Missing values should be determined based on data in HMIS as of the date of
       data extraction for the APR to allow for delayed data entry or cleaning.

       Note % Missing for Outreach– Missing data rates should be based on the total clients engaged
       by the program. Clients who have been contacted but not engaged do not need to be included
       in the universe of clients for the purpose of calculating missing data rates.

H11c. Reports on the data quality on all program descriptor elements for all homeless system
programs within the CoC that the HMIS is funded under. (These data elements became effective with
the New Data Standards and were to be in place within the HMIS on June 1, 2010.)




       Missing values should be determined based on data in HMIS as of the date of data extraction for
       the APR.

       The universe of programs should include all homeless system programs in the CoC associated
       with this HMIS dedicated project. If no record at all exists for a particular program in the HMIS,
       the program should still be added to the “denominator” of programs for the purposes of
       calculating missing value rates.

       Victim service providers as defined by the Violence Against Women and Department of Justice
       Reauthorization Act of 2005 should be included in the universe of programs for determining
       missing value rates for all program descriptor data elements except Site Address.

36
       For bed and unit inventory information, the universe should be based on residential programs
       only. Inventory information consists of multiple data elements. A program must only be
       counted as missing the information if no inventory information exists. The program does not
       have to be counted as missing the information if some inventory information in that data
       element record is incomplete.



HMIS Dedicated Project Financial Information
H12 HMIS Funding Sources

Report on the HUD SHP HMIS dedicated grant amount (including administration) expended during this
operating year. Report on all other funding sources and amounts expended within this operating year in
association with this HMIS dedicated grant.

Sources and dollar amounts should at a minimum include all monies received as match and leverage, as
was committed in the Exhibit 2 application for this HMIS dedicated grant.




37
H13 HMIS Expenditures by Type - Expenses

Report on all expenditures, by type, funded by this SHP- HMIS dedicated grant during the operating
year.




        Equipment includes central server(s), personal computers and printers, networking and security
        hardware.

        Software includes software/user licensing, software installation, software support and
        maintenance, and supporting software tools.

        Services includes training by third parties, hosting/technical services, programming (for
        configuration, system interface and/or reporting), security assessment and setup, on-line
        connectivity (internet access), facilitation and disaster recovery.

        Space and Operations includes all space and operational costs pro-rated for the CoC associated
        with this HMIS dedicated grant.

        Other provides you with the option to describe any other eligible SHP HMIS expenditure that
        you made that is not captured within one of the categories above.


H14 HMIS Narrative

In this optional brief narrative, (2,000 characters or less), add any other information you think is
important for HUD to understand about your HMIS implementation.


                                                                  Optional Question
Q42 Additional Comments

Describe in a brief narrative (no more than 2,000 characters) any additional comments on other areas of
the APR that you believe need explanation to HUD.


38
Submission Summary




Review your submission summary information. When the “Last Updated” is a date that means that the
form was completed on that date and all required fields have been entered. If the words “Please
Complete” appear it means that you have not completed one or more mandatory fields of information
for that question. Click on the question name and you will be returned to the page to complete or
correct information. An error message on the page requiring correction should appear to help guide
you to the information that is missing or wrong.

Export your information to a PDF file for your review and for your records.

Press Submit (e-snaps will not allow you to submit unless all of the forms labeled “Please Complete”
have been corrected.)



39
     You have completed your APR!




40
Appendix A: HMIS Functionality Descriptions for Question H4

Client intake: Enter universal and program-specific data elements about clients. This functionality
should be considered in use by the implementation if at least one program is using the client intake
interface to directly enter data at the time of intake, instead of doing client data entry on paper-based
forms and subsequently entering data.

Case management: Record case notes about clients, track client service needs and goals, and case
history.

Service tracking: Record and report on the type and date of specific services received by clients.

Outreach tools: Features specifically designed to support street outreach activities, which may include:
functionality to identify clients based on street location or physical features, as well as remote access
features available through hand-held devices. To answer “yes” for this functionality, software features
should exceed the minimum HMIS data elements required of street outreach programs to record
contacts and engagements.

Resource directory: Using a resource directory to search for programs that meet specific criteria based
on client needs.

Online referral: Refer clients to another program through the software in a manner that allows the
other program to see that the referral has been made.

Program eligibility and screening: Collect information about clients and determine eligibility either for
other programs in the HMIS or mainstream programs such as TANF or Food Stamps.

Daily bed register: Configure the number and types of beds available at each program or each site on a
daily basis. Enter clients into an open bed and track both bed utilization and client-level nights of
service.

Bed utilization report: Report on the percentage of beds and family units that are filled on any given
night and on an average night (by dividing the number of clients/households served by the total number
of beds/units available for occupancy during the specified time period), for single programs and across
programs.

Interagency data sharing: Agencies can view and update client-level information recorded by another
agency. To answer “yes” for this functionality the data sharing should extend beyond viewing basic
identifiers to determine whether the client is already in the system, but sharing can be dependent upon
client consent or other access protocols.

Custom reporting: Through a user-interface, choose data fields and filters to generate a report that is
not a standard “canned” report included as part of the software package. The ability to choose
parameters such as date ranges for a canned report does not constitute a custom reporting feature.



41
HUD’s Annual Performance Report (APR): Through a series of simple steps, generate a canned report
containing accurate data on inventory, outputs, client characteristics, and program performance that
approximates the format used for submitting the e-snaps Annual Performance Report for SHP, S+C, SRO,
and HPRP projects. Information that cannot be generated from the HMIS Data Standards, including
some Project Information, Financial Information, Narrative, and HMIS Dedicated Project information do
not have to be included in the report to answer “yes” for this section. CoCs using software that requires
users to generate each question separately should answer “no.”

HPRP Quarterly Performance Report (QPR): Through a series of simple steps, generate a canned report
containing accurate data on the number of persons and households served and program performance
that approximates the format used by HPRP grantees submitting quarterly performance reports (QPR).
Information that cannot be generated from the HMIS Data Standards, including grantee information and
financial information do not have to be included in the HMIS report to answer “yes” for this section.
CoCs using software that requires users to generate each question separately should answer “no.”

Annual Homeless Assessment Report (AHAR): Through a series of simple steps, generate a canned
report containing accurate data on homeless persons served that approximates the format required for
submitting data for the AHAR. CoCs using software thats require users to generate each question
separately should answer “no.” CoCs using software that requires users to generate one reporting
category at a time (e.g., Emergency Shelters for Families) may answer “yes.” Projects may state they
used this functionality if they attempted to submit data for the most recent Federal fiscal year’s AHAR
based on the report, even if the data was determined to be “not useable” in the final AHAR.

Housing Inventory: Through a series of simple steps, generate a canned report containing accurate data
on program inventory in a manner that approximates submitting housing inventory data as required by
HUD funding. These data should be based on program descriptor data elements in the HMIS Data
Standards and should include all programs regardless of whether they are entering client level data into
the HMIS. Projects that track housing inventory information for non-participating programs outside of
HMIS and use that data as the basis of their housing inventory submission are not considered to be
using this feature.

AHAR XML: Through a series of simple steps, generate a valid AHAR XML file that allows users to upload
their AHAR data rather than manually entering the information based on the AHAR XML Schema
provided by HUD. Projects should indicate that they used this feature if the CoC used AHAR XML files to
submit data for the AHAR during the operating year, even if the data was not considered useable in the
final AHAR report.

Unduplication management: Flag distinct client records in the system that may represent the same
person and allow users to merge records or otherwise update data to ensure that the client will not be
double counted. Flag two records that, based on the unduplication method in use, will be counted as
the same individual but who--based on other information in the system not used in the standard
unduplication method--might be different people, and allow users to indicate that these records
represent different clients. In order to claim that the system supports this functionality, both the ability
merge and distinguish records must be available.

Missing values report: For each required universal, program-level, and program-descriptor data
element, generate the percent of records that are missing or recorded as “Don’t Know/Refused” based

42
on the applicable total of records. To be counted as supporting this functionality, the software should
produce this report at both the program and CoC levels, filtered by date ranges.

Unduplication quality report: Validate results of unduplicated counts based on the standard
unduplication method used against other possible combinations of fields. For example, if the software’s
primary unduplication approach is to match records based on parts of the first name, last name, and
date of birth, the report highlights records that have identical Social Security Numbers but do not match
using the standard field combination. The unduplication quality reporting must also highlight records
that match using the primary methodology but have conflicting values in other identifiable fields.

Data timeliness report: Calculate for each program the differences between the date on which data was
entered and the dates for which the data is applicable. For example, if an Entry Date of "April 4, 2010"
was recorded on April 9, 2010, the report would calculate a five-day lag time in recording data.

Encrypted data transmissions: Encrypt data as it travels from the server to the workstation using at
least industry standard algorithm and key sizes using technologies such as Secure Socket Layer (SSL) or
Transport Layer Security (TLS).

Encrypted data storage: Encrypt sensitive client information while at rest on the server using at least
industry standard algorithm and key sizes.

Password rotation: Require users to change their password on a periodic basis using a pre-determined
period of time.

Password format enforcement: The software enforces a pre-determined password format, such as
requiring a minimum number of letters and numbers.

Lock after inactivity: The software automatically logs user out after a pre-determined period of
inactivity.

Simultaneous access prevention: The software prohibits users from accessing the system from two
different workstations at the same time using the same login information.

Multi-mode or workstation authentication: The software contains controls that restrict access to the
system to particular workstations or that requires at least one additional authentication method beyond
entering a user name or password.

Failed login lockout: Software locks out user accounts for a pre-defined amount of time after a pre-
defined maximum number of unsuccessful login attempts.

Automated disabling of user ids: The software disables user accounts after a pre-defined maximum
number of days of inactivity. The HMIS software is able to reactivate disabled IDs when necessary.

Audit logs: The software maintains a viewable audit log of any actions outside the norm of routine
activity. Examples of non-routine activities include, but are not limited to, unauthorized access
attempts, login activities outside of the geographic perimeter or pre-defined locations, or numerous
user creations in a single day.

43
HUD HMIS XML Export: The HMIS allows users to export data for particular programs and date ranges
in the HUD HMIS XML format. To answer “yes”, the HMIS should support any version of the HMIS XML
schema released more than six months prior to the end of the operating year.

HUD HMIS CSV Export: The HMIS allows users to export data for particular programs and date ranges in
the HUD HMIS CSV format. To answer “yes”, the HMIS should support any version of the HMIS CSV
format released more than six months prior to the end of the operating year.

HUD HMIS XML Import: The HMIS allows users to import valid HMIS XML files produced by other
programs and systems. To answer “yes”, the HMIS should support any version of the XML schema
released more than six months prior to the end of the operating year.

HUD HMIS CSV Import: The HMIS allows users to import valid HMIS CSV files produced by other
programs and systems. To answer “yes”, the HMIS should support any version of the HUD HMIS CSV
released more than six months prior to the end of the operating year.




44
General Definitions:

Household Types:

Household – A “household” is either a single person or multiple persons who jointly participate in a
program.

Household without Children – A household that does not include any children, including
unaccompanied adults, multiple adult households, and pregnant women not accompanied by other
children. For the purposes of APR reporting, households without children that contain multiple persons
should be counted as one (1) household without children.

Household with Children – Any household with at least one child. There are two types of households
with children:

        Households with at least one adult and one child include households composed of at least two
        persons, one of whom is an adult and one is a child.

        Households with only children are composed only of persons age 17 or under, including
        unaccompanied youth, adolescent parents and their children, adolescent siblings, or other
        household configurations composed only of children.

Continuum of Care (CoC) Number – The CoC Number is a HUD-assigned unique number given to each
Continuum of Care. Projects should only have one CoC Number.

Grantee – Is the entity that signed the grant agreement with HUD.

Operating year – For SHP programs, the operating year is the 12-month period beginning on the
Operating Start Date. For new grants without funds for acquisition, construction or rehabilitation, the
operating start date is the first day of the month in which the grantee or sponsor begins incurring
eligible costs. The date is set by the grantee at the time of first draw down from HUD LOCCS. For new
projects with funds for acquisition construction or rehabilitation, the operating start date is the earlier of
(1) the first day of the month following completion of acquisition, construction or rehabilitation
activities or (2) the date the NOFA established as the deadline to begin operating the project. For
renewals, the operating start date is the day after the end of the previous grant term.

For dedicated HMIS projects, the operating year begins when any eligible cost included in the approved
project budget is incurred.

The operating year start date is automatically entered into the APR based on the date that corresponds
to the operating start date entered into LOCCS. The operating year end date is automatically calculated
based off the start date.

Person Served – The term person (or client) served refers to all adults and children served by the
program during the operating year. This includes all persons for whom a program entry date has been


45
entered into HMIS. This does not include caregivers who live with a disabled adult and children who are
not in the care of a parent or guardian or not residing with them.

Project Sponsor – The organization responsible for carrying out the daily operation of the project, if the
organization is an entity other than the grantee.

Victim Service Provider – A nonprofit or nongovernmental organization including rape crisis centers,
battered women’s shelters, domestic violence transitional housing programs, and other programs
whose primary mission is to provide services to victims of domestic violence, dating violence, sexual
assault, or stalking.




46
Question Summary Table

Question                e-snaps Tab Name                                Question Title
Q1         Contact Information                          Contact Information
Q2         Submission Certification                     Submission Certification
Q3         Project Information                          Project Information
H1a        Lead Organization                            Lead Organization
H1b        Contact Person                               Contact Person
H1c        General Information                          General Information
H2         HMIS Implementation and Staffing             HMIS Implementation and Staffing
H3         HMIS Participation by Program Type           HMIS Participation by Program Type
H4a        HMIS Functionality                           HMIS Functionality - General
H4b        HMIS Reporting                               HMIS Functionality - Reporting
H4c        Data Quality                                 HMIS Functionality - Data Quality
H4d        Security                                     HMIS Functionality - Security
H4e        Data Exchange                                HMIS Functionality - Data Exchange
H4f        HMIS Functionality                           HMIS Functionality
H5         Electronic Data Sharing                      Electronic Data Sharing between
                                                        Contributory HMIS Organizations (CHOs)
H6         User Training Type                           User Training Type, Requirements, Frequency
                                                        and Completion
H7         Follow-up Training Requirements              Follow-up Training Requirements
H8         HMIS Data Timeliness Procedures              HMIS Data Timeliness Procedures
H9         HMIS Data Quality Procedures                 HMIS Data Quality Procedures
H10a       HMIS Bed and Unit Participation Chart - ES   HMIS Bed and Unit Participation Chart -
                                                        Emergency Shelters
H10b       HMIS Bed and Unit Participation Chart - TH   HMIS Bed and Unit Participation Chart -
                                                        Transitional Housing
H10c       HMIS Bed and Unit Participation Chart - PH   HMIS Bed and Unit Participation Chart -
                                                        Permanent Supportive Housing
H10d       HMIS Bed and Unit Participation Chart - ES   HMIS Bed and Unit Participation Chart -
                                                        Emergency Shelter
H10e       HMIS Bed and Unit Participation Chart - TH   HMIS Bed and Unit Participation Chart -
                                                        Transitional Housing
H10f       HMIS Bed and Unit Participation Chart - PH   HMIS Bed and Unit Participation Chart -
                                                        Permanent Supportive Housing
H10g       Explanations of Barriers                     Explanations of Barriers
H11a       HMIS Data Quality - Residential Programs     HMIS Data Quality - Residential Programs
H11b       HMIS Data Quality - Residential Programs     HMIS Data Quality – Street Outreach/SSO
                                                        Programs
H11c       HMIS Data Quality                            HMIS Data Quality – Program Descriptor Data
                                                        Elements




47
H12   HMIS Funding           HMIS Funding
H13   Expenditures by Type   Expenditures by Type
H14   HMIS Narrative         HMIS Narrative
Q42   Additional Comments    Additional Comments




48
                              Template for HUD’s Annual Performance Report
                                  For Continuum of Care (CoC)- HMIS Grants

This is a template designed to assist grantees required to complete the HMIS APR. It is a model of the
data collected in e-snaps. It is not intended to replace electronic data collection in e-snaps. Field layout
in e-snaps may differ from the layout presented below.


Q1. Contact Information

Project Name
Project Sponsor
Grantee
Grant Number
Prefix
First Name
Middle Name
Last Name
Suffix
Title
Street Address 1
Street Address 2
City
State
Zip Code
Format: 12345 or 12345-1234
E-mail Address
Confirm E-mail Address
Phone Number
Format: 123-456-7890
Extension
Fax Number
Format: 123-456-7890



Q2. Submission Certification

Name of Authorized Grantee Official
Title/Position




49
Q3. Project Information

Type of Grant                                   SHP
Component Type                                  HMIS
CoC Number and Name
Amount of Contract or Award
Operating Year Start Date
Operating Year End Date
Operating Year Covered by this APR              -- select --
Is this an extension APR                        -- select --


H1a. Lead Organization

Organization Name
Street Address 1
Street Address 2
City
State                                           -- select --
Zip Code


H1b. Contact Person

Prefix                                          -- select --
First Name
Last Name
Suffix                                          -- select --
Phone
Extension
Fax
Email Address
Confirm email address


H1c. General Information

Select your HMIS implementation type                           -- select --
List the CoC (s) covered by the HMIS implementation            -- select --
Number of HPRP Grantees included in the HMIS Implementation
Type of HMIS Software you have                                 -- select --
Name of HMIS Software
Are unduplicated counts generated out of a data warehouse      -- select --




50
H2. HMIS Implementation and Staffing

             Scope of HMIS Implementation                 CoC        Entire HMIS Implementation
Total Homeless System Programs in HMIS
How many homeless programs participate in HMIS
through data integration?
Total unduplicated homeless system clients in HMIS
Total new unduplicated homeless system clients in HMIS
in operating year
Total number of users
Total number of active users (logged into the system in
the last 30 days)
Total FTEs dedicated to HMIS


H3. HMIS Participation by Program Type

                              Number of Programs Participating in HMIS
             Type of CoC programs              Total number of      Total number of CoC programs
                                                 CoC programs           participating in HMIS
Emergency shelter
Transitional housing
Permanent supportive housing
Homeless Street Outreach
Homeless Prevention and Rapid Re-housing
Programs
Services only programs (excluding outreach)
Other
Safe Haven
Permanent housing (e.g., Mod Rehab SRO,
subsidized housing without services)
Total number of programs                      e-snaps calculates e-snaps calculates




H4a. HMIS Functionality - General

51
              HMIS Function                    Does your HMIS support this          Do you use this
                                                        functionality                 functionality
Client intake                                 -- Select --                     -- Select --
Case management                               -- Select --                     -- Select --
Service tracking                              -- Select --                     -- Select --
Outreach tools                                -- Select --                     -- Select --
Resource directory                            -- Select --                     -- Select --
Online referral                               -- Select --                     -- Select --
Program eligibility and screening             -- Select --                     -- Select --
Daily bed register                            -- Select --                     -- Select --
Bed utilization report                        -- Select --                     -- Select --
Interagency data sharing                      -- Select --                     -- Select --
Custom reporting                              -- Select --                     -- Select --


H4b. HMIS Functionality - Reporting

            HMIS Function                  Does your HMIS support this            Do you use this
                                                   functionality?                   functionality
HUD’s Annual Performance Report          -- Select --                      -- Select --
HPRP Quarterly Performance Report        -- Select --                      -- Select --
Annual Homeless Assessment Report        -- Select --                      -- Select --
Housing Inventory                        -- Select --                      -- Select --
AHAR XML                                 -- Select --                      -- Select --


H4c. HMIS Functionality - Data Quality

         HMIS Function                 Does your HMIS support this       Do you use this functionality
                                                functionality
Unduplication management            -- Select --                     -- Select --
Missing values report               -- Select --                     -- Select --
Unduplication quality report        -- Select --                     -- Select --
Data timeless report                -- Select --                     -- Select --




52
H4d. HMIS Functionality - Security

          HMIS Function                   Does your HMIS support this               Do you use this
                                                   functionality                      functionality
Encrypted data transmissions          -- Select --                           -- Select --
Encrypted data storage                -- Select --                           -- Select --
Password rotation                     -- Select --                           -- Select --
Password format enforcement           -- Select --                           -- Select --
Lock after inactivity                 -- Select --                           -- Select --
Simultaneous access prevention        -- Select --                           -- Select --
Multi-Mode or Workstation             -- Select --                           -- Select --
Authentication
Failed login lockout                  -- Select --                           -- Select --
Automated disabling of user ids       -- Select --                           -- Select --
Audit logs                            -- Select --                           -- Select --


H4e. HMIS Functionality - Data Exchange

         HMIS Function                  Does your HMIS support this       Do you use this functionality
                                                 functionality
HUD HMIS XML Export                  -- Select --                       -- Select --
HUD HMIS CSV Export                  -- Select --                       -- Select --
HMIS XML Import                      -- Select --                       -- Select --
HMIS CSV Import                      -- Select --                       -- Select --


H4f. HMIS Functionality

Describe any current plans to enhance your HMIS software or begin using existing functionality.
Maximum Characters: 2000




H5. Electronic Data Sharing between Contributory HMIS Organizations (CHOs)

Please select the option that best describes your community’s approach to interagency electronic data
sharing.

Electronic data sharing among CHOs …                  -- select --
If some electronic data sharing is allowed            -- select --
between CHOs, an authorized CHO can access …

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H6. User Training Type, Requirements, Frequency and Completion

Has Training been defined and/or conducted?         -- select --

Does your HMIS Training provided cover the following criteria

Standard Operating Procedures (SOP)                                   -- select --
Identify the Training Requirements                                    -- select --
Frequency Offered                                                     -- select --
Number of users that completed training in the operating year
Privacy and client consent policies and procedures                    -- select --
Basic HMIS software features                                          -- select --
Intermediate/advanced HMIS software features                          -- select --
Report writing/data analysis                                          -- select --
System administration training for agency IT staff                    -- select --
System security                                                       -- select --
Other                                                                 -- select --


H7. Follow-Up Training Requirements

Beyond the start-up training requirements specified in Q6, are HMIS users required to complete any
refresher or additional HMIS training in later periods?

         Yes
         No

If yes, please describe your additional HMIS training requirements:
Maximum Characters: 2000




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H8. HMIS Data Timeliness Procedures

Are CHOs required to enter HMIS data within a specific timeframe after client intake, contact, or exit?

         Yes
         No

If yes, describe the policies and procedures you have established to ensure that data timeliness is
followed:
Maximum Characters: 2000




H9. HMIS Data Quality Procedures

Do you have standard operating procedures for monitoring data stored in HMIS for quality, including
completeness and/or accuracy?

         Yes
         No

If yes, describe data quality policies and procedures here:
Maximum Characters: 2000




H10a. HMIS Bed and Unit Participation Chart – Emergency Shelters

Point in Time counts of Emergency Shelters for the last Wednesday in January of the operating year

                                                         Without Children            With Children
Year round beds
Year round beds in HMIS
Year round units
Year round units in HMIS
# of persons in residential programs
# of households in residential programs
Bed coverage                                          e-snaps calculates        e-snaps calculates
Bed utilization                                       e-snaps calculates        e-snaps calculates
Unit utilization                                                                e-snaps calculates
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H10b. HMIS Bed and Unit Participation Chart – Transitional Housing

Point in Time counts of Transitional Housing for the last Wednesday in January of the operating year

                                                        Without Children           With Children
Year round beds
Year round beds in HMIS
Year round units
Year round units in HMIS
# of persons in residential programs
# of households in residential programs
Bed coverage                                         e-snaps calculates       e-snaps calculates
Bed utilization                                      e-snaps calculates       e-snaps calculates
Unit utilization                                                              e-snaps calculates


H10c. HMIS Bed and Unit Participation Chart – Permanent Supportive Housing

Point in Time counts of Permanent Supportive Housing for the last Wednesday in January of the
operating year

                                                        Without Children           With Children
Year round beds
Year round beds in HMIS
Year round units
Year round units in HMIS
# of persons in residential programs
# of households in residential programs
Bed coverage                                         e-snaps calculates       e-snaps calculates
Bed utilization                                      e-snaps calculates       e-snaps calculates
Unit utilization                                                              e-snaps calculates

H10d. HMIS Bed and Unit Participation Chart – Emergency Shelters

Point in Time counts of Emergency Shelters for the last Wednesday in July of the operating year

                                                        Without Children           With Children
Year round beds
Year round beds in HMIS
Year round units
Year round units in HMIS
# of persons in residential programs
# of households in residential programs
Bed coverage                                         e-snaps calculates       e-snaps calculates
Bed utilization                                      e-snaps calculates       e-snaps calculates
Unit utilization                                                              e-snaps calculates

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H10e. HMIS Bed and Unit Participation Chart – Transitional Housing

Point in Time counts of Transitional Housing for the last Wednesday in July of the operating year

                                                        Without Children            With Children
Year round beds
Year round beds in HMIS
Year round units
Year round units in HMIS
# of persons in residential programs
# of households in residential programs
Bed coverage                                         e-snaps calculates        e-snaps calculates
Bed utilization                                      e-snaps calculates        e-snaps calculates
Unit utilization                                                               e-snaps calculates


H10f. HMIS Bed and Unit Participation Chart – Permanent Supportive Housing

Point in Time counts of Permanent Supportive Housing for the last Wednesday in July of the operating
year

                                                        Without Children            With Children
Year round beds
Year round beds in HMIS
Year round units
Year round units in HMIS
# of persons in residential programs
# of households in residential programs
Bed coverage                                         e-snaps calculates        e-snaps calculates
Bed utilization                                      e-snaps calculates        e-snaps calculates
Unit utilization                                                               e-snaps calculates


H10g. Explanation of Barriers

If you did not have 100% bed coverage in any of the inventory types for all of the above categories,
then please explain your barriers and plan for improving your bed coverage.
Maximum Characters: 2000




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H11a. HMIS Data Quality – Residential Programs

                        Universal Data Elements for Residential Programs
              Data Element                   % Don’t Know/Refused              % Missing
First Name
Last Name
SSN
Date of Birth
Race
Ethnicity
Gender
Veteran Status – Adults Only
Disabling Condition
Residence Prior to Program Entry
Zip Code of Last Permanent Address
Housing Status (at entry)


H11b. HMIS Data Quality – Outreach/SSO Programs

                    Universal Data Elements for Street Outreach/SSO Programs
              Data Element                    % Don’t Know/Refused             % Missing
First Name
Last Name
SSN
Date of Birth
Race
Ethnicity
Gender
Veteran Status – Adults Only
Disabling condition
Residence Prior to Program Entry
Zip Code of Last Permanent Address
Housing Status (at entry)




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H11c. Program Descriptor Elements

                                            Program Descriptor Elements
                    Data Elements                                             % Missing
Program Name
Site Configuration Type
Site Address
Geocode
Site Type
Housing Type
CoC Number
Program Type Code
Bed and Unit Inventory Information
Residential homeless system programs only
Target Population B


H12. HMIS Funding

                                  HMIS Project Funding Sources
                Funding Source                                             Amount
HUD SHP grant (dedicated HMIS project)
HUD CDBG
HUD ESG
HUD HOPWA
HUD SHP administration
Local government
Local private
Participation fees from agencies
Other (please specify below)

Total from all sources                                e-snaps calculates

H13. HMIS Expenditures by Type

                                 SHP HMIS Dedicated Grant Expenditures
                       Expenditure Type                                Expenditure Amount
Equipment (server, computers, printers)
Software (software fees, user licenses, software support)
Services (training, hosting, programming)
Personnel (costs associated with staff)
Space and operations
Stipends to agencies
Other (please specify below)

Total                                                               e-snaps calculates

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H14. HMIS Narrative (Optional)

Is there any other information that you think is important for understanding your HMIS
implementation?
Maximum Characters: 2000




Q42. Additional Comments




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