Set Yourself Up for a Successful Year of Reporting: Collecting and entering the right data
Though we have just moved into the new year on the Gregorian calendar, the federal fiscal year (FY) 2022 has been chugging along for a few months now! If you’ll recall, there were several changes to both Minnesota and Federal data elements that went into effect on October 1, 2021. This article will give you some helpful tips for keeping on top of the data quality and completeness for these changes!
One of the easiest ways you can make sure you’re collecting the required data elements for your HMIS projects is to use the most up-to-date version of your program’s data collection forms, found on our Forms and Instructions page. If your agency maintains its own versions of data collection forms, make sure those forms are updated to reflect the FY 2022 Data Standards changes! Additionally, you can refer to the Supplemental Guide - FY22 HMIS Data Standards Changes, which provides an overview of all the changes in FY 2022 and the impact those changes had on data entry.
The best way to keep on top of the data quality for changes to universal data elements is by participating in the Quarterly Data Quality process. The MIN-01-DQR-251 - Quarterly Data Quality Monitoring report was revised in October 2021 to include the changes for the FY 2022 Data Standards. Retired elements remain displayed, but they are not included in scoring. Retired elements will be fully removed from the report later in 2022.
In addition to changes for universal data elements, several program-specific data elements have been changed. While many programs retired data elements, several new data elements were introduced in FY 2022. No programs required back data entry for the new data elements (except for YHDP), but you should be collecting this data for clients who entered your project on and after 10/1/2021. Below, you’ll find helpful information for specific programs that added data elements in FY 2022.
MN Housing LTH, DHS LTHSSF, DHS Housing Support, and Homework Starts with Home Programs
The new data element Previous Stable Housing, which asks the question “How long has it been since you left stable housing that lasted for a year or more?” is required for the Head of Household and Adults who entered a project on and after 10/1/2021. This question is collected at Project Start and should be answered on the Entry Assessment. This new data element will be included in your reports to funders starting in 2022.
Check out the program specific sections on our Forms and Instructions page for data collection forms and user guides!
HUD: CoC Program
The HUD CoC program added three new program-specific data elements in FY 2022. Only Permanent Supportive Housing projects funded by the HUD CoC program are required to collect these new data elements. These new data elements will be included in your reports to HUD starting October 1, 2022.
Well-Being
This question series is required for the Head of Household and should be collected at Project Start, Annual Assessment, and Project Exit. For existing clients with entries before 10/1/2021, collect at Project Exit; there is no need to back enter data to Project Start.
Moving On Assistance Provided
This data element is now collected for the Head of Household at any point within the project enrollment that the information changes (i.e., Occurrence Point). This new data collection requirement is part of HUD’s Moving On strategic initiative.
General Health Status
This question is required for the Head of Household and Adults and should be collected at Project Start and Project Exit. For existing clients with entries before 10/1/2021, collect as specified collection points occur; there is no need to back enter data to Project Start.
Check out the HUD CoC section on our Forms and Instructions page for data collection forms and user guide!
HUD: Youth Homelessness Demonstration Program
Youth Education Status
This new data element should be collected for all Head of Household clients at Project Start that have active entries as of 10/1/2021. Data collected should reflect the youth’s education status as of Project Start.
Check out the YHDP section on our Forms and Instructions page for data collection forms and user guide!
VA: SSVF Program
Financial Assistance – SSVF
The new response options in this data element are collected for All Clients receiving SSVF Financial Assistance at Occurrence Point; there is no need to back enter data.
HP Targeting Criteria
This data element has been fully revised, but it should still be collected for the Head of Household in Homelessness Prevention (HP) projects at Project Start. Some answers from the previous version have been mapped onto new questions, but there is no need to back enter data.
Check out the SSVF section on our Forms and Instructions page for the current user guide!