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HMIS 101: Introduction to AKHMIS
WHAT IS HMIS?
An HMIS is a secure online database containing client-level data. It is used by organizations that provide services to people experiencing – or at risk of – homelessness. HMIS stands for Homeless Management Information System. The database software used for the Alaska HMIS is called Community Services. Alaska’s HMIS is shared by housing and homeless providers across the state.
DATA LITERACY
Let’s consider data literacy as it relates to HMIS data. Data literacy is the ability to read, work with, analyze, and communicate with data. Data literacy does not have to be complicated, and everyone needs some level of data literacy to understand HMIS.
Data literacy gives clients autonomy over their own data. Let’s say you are working with a person who is uneasy about sharing their information during the intake process of your program. This is an opportunity for you to validate their concerns about sharing their personal information. Disclosing personal information can feel risky, especially if a person has had negative experiences when sharing their information with service providers before. You can explain how their information can be used to help them access housing resources and provide assurances about how HMIS data is used and protected.
Data literacy empowers direct service staff in the work they do to advocate for clients. Let’s say you are working with a person who is a good candidate for a rental unit opening. You would like to connect with the client to talk to them about the rental property, but first you need to know if they are eligible for the unit. Using a person’s HMIS data, you can see if they have income they might be able to use to help pay for rent, and you can use their HMIS data to help locate them so you can let them know about the rental unit.
Data literacy empowers organization leadership to support staff and collaborate with community partners. Let’s say your organization reviewed HMIS data for the services provided to clients over the past year. The data shows that there are more clients than the program can support with case management services. Using the program’s HMIS data, your organization can advocate for hiring more case management staff to accommodate the growing number of clients.
Data literacy equips funders to financially support the work. Let’s say a group of local funders have an opportunity to fund a program in the community, but there is only enough money in the grant to fund one program. When organizations apply for the grant, funders can review the HMIS data for each organization to determine who would be the best candidate to receive the grant.
HOW DOES ALASKA’S HMIS OPERATE?
Alaska’s two CoC Lead Agencies fund the statewide HMIS. CoC stands for Continuum of Care. A CoC is a geographic region where housing and supportive services are provided. The Alaska Balance of State CoC region includes all Alaska communities other than Anchorage. The Anchorage CoC region includes all communities within the Municipality of Anchorage.
The AKHMIS Advisory Board provides data expertise and HMIS guidance to Alaska’s two CoC Lead Agencies. The Advisory Board is comprised of members from within both of Alaska’s CoC regions.
The HMIS Lead Agency provides technical assistance, training, data standards guidance, custom reporting, and data analysis expertise to HMIS end users, HMIS participating organizations, the Advisory Board, and the CoC Lead Agencies. The Institute for Community Alliances – or ICA – is the designated HMIS Lead Agency for the Alaska HMIS.
HMIS DATA REQUIREMENTS
At a minimum, HUD and the Alaska CoCs require the following data for each person in a household, regardless of age: Name, Date of Birth, Social Security Number, Veteran Status, Enrollment CoC, Relationship to Head of Household, Race and Ethnicity, Gender, the presence or absence of HUD-defined and Alaska Mental Health Trust-defined disabling conditions, and Alaska Native Regional Corporation Affiliation. For adults and heads of household, additional minimum required data are Sexual Orientation and Prior Living Situation information. Prior Living Situation information helps determine which people are experiencing chronic homelessness in a community.
Depending on the type of funding an organization receives – and the type of services they provide – they may be required to collect additional Common Program Specific Data Elements. For each person in a household, regardless of age, these data elements include specific HUD Disabling Conditions and Health Insurance Coverage. For adults and heads of household, additional data elements include Monthly Income, Non-Cash Benefits, and Domestic Violence History.