HMIS 101: Why We Collect Each Data Elements For HUD Universal and AK Specific Data Elements?
Collection of Universal Data Elements (UDEs) is REQUIRED for all projects, regardless of funding source.
HMIS data is used for producing unduplicated estimates of the number of people experiencing homelessness, identifying basic demographic characteristics, and analyzing patterns of service use.
DATA ELEMENT |
WHY WE COLLECT IT |
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One Value per Client Record Collected once per client, regardless of project stays. Incorrect or outdated data must be corrected in the original record. |
3.01 Name |
Client may provide preferred name. “Legal name” not required unless required by the funder. A full, legal name supports the unique identification of each person served. |
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3.02 Social Security Number (SSN) |
Social Security Number (SSN) significantly supports the unique identification of each person served. An important objective for ending homelessness is to increase access and utilization of mainstream programs. SSN is required for many mainstream programs and projects may need SSN to help clients access mainstream services. |
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3.03 Date Of Birth (DOB) |
Date of Birth (DoB) is used to calculate a client’s age at any point during a project stay and supports the unique identification of each person served. |
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3.04 Race and Ethnicity |
Clients self-identify with one or more of different racial and/or ethnic categories. The client may select as many race and/or ethnicity options that they identify with. |
Supports system planning, local, and national understanding of who is experiencing homelessness. |
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3.06 Gender |
Clients self-identify their gender identity with one or more of the gender categories |
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3.07 Veteran Status |
Indicates whether clients have ever spent time in the United States Armed Forces. Supports an accurate count of how many veterans experience homelessness, and useful for screening for possible housing/service interventions and for understanding veterans’ service needs. |
TYPE OF DATA |
DATA ELEMENT |
WHY WE COLLECT IT |
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PROJECT STAY DATA
One or More Value(s) per Project Stay for a Client or Household |
3.08 Disabling Condition |
Indicates whether clients have a HUD defined disabling condition. Used with other information to identify whether a client meets the criteria for chronic homelessness. |
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3.10 Project Start Date |
The date a client began participation in a project. |
Necessary to calculate and report on time spent participating in a project, and for accurate client counts at a point in time. |
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3.11 Project Exit Date |
The date a client ended participation in a project. |
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3.20 Housing Move-In Date |
Documents the date that a household admitted into a Permanent Housing project actually moves into housing. Necessary to calculate length of time to housing. Critical to point-in-time and housing inventory counts as it differentiates households that are enrolled but still literally homeless from households that have already moved into permanent housing. |
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3.917 Prior Living Situation |
To identify the type of living situation and length of time in that situation just prior to project start for all adults and heads of households. Used with other information to identify if a client appears to meet the criteria for chronic homelessness at various points of enrollment. |
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3.12 Destination |
Indicates where a client will stay immediately after exiting a project. Critical for purposes of outcome measurement. |
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3.15 Relationship To Head of Household |
Identifies one person to whom all other household members can be linked to at the time they enter a project. Facilitates the identification and enumeration of households and enables reporting on household composition. |
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3.16 Enrollment CoC |
Links client data to the relevant CoC to ensure accurate counts of persons served. |
Alaska-Specific Data Elements
Collection of Alaska-Specific DEs (AKSDEs) is REQUIRED for all projects, regardless of funding source.
The AKSDEs were designed by the Alaska CoCs to collect information important to organizations that fund Alaska-specific community programs. Providers use this information to apply for funding from these organizations and/or to fulfill reporting requirements of these funders to continue to receive funds.
TYPE OF DATA |
DATA ELEMENT |
WHY WE COLLECT IT |
ALASKA-SPECIFIC PROJECT STAY DATA
One or More Value(s) Per Project Stay for a Client |
Alaska Mental Health Trust Authority (AMHTA)-Specific Disabilities |
To indicate clients' self-identification of one or more of five different mental health-related disabilities:
The Alaska Mental Health Trust Authority is a state corporation that administers the Alaska Mental Health Trust, a perpetual trust, to improve the lives of beneficiaries. Collection of information related to the disabilities that the Trust funds is critical to preserve the availability of this funding stream. |
Alaska Native Regional Corporation |
To indicate clients' self-identification of affiliation with up to two of the 13 Alaska Native Regional Corporations:
These Native-owned corporations provide stewardship of ancestral lands and financial and other resources for Alaska's native people. Supports local system planning and understanding of who is experiencing homelessness and supports connection of clients to available resources. |
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Sexual Orientation & Sexual/Relationship Orientation |
Self-identified sexual orientation (and optional, additional sexual or relationship orientation) for all adults and heads of households. Clients are informed prior to responding of the voluntary nature of the question and that a refusal to respond will not result in a denial of services. See article Alaska Specific Data Element: Sexual Orientation & AK Sexual/Relationship Orientation (ASO) Supports local system planning and understanding of who is experiencing homelessness. |