Data Entry: Joint TH/RRH Component Project

This article will provide information about the HUD CoC funded Joint Transitional Housing (TH) and Rapid Re-Housing (RRH) Component and guide you through the steps for creating Entry/Exit records for clients enrolled in your HUD CoC Joint TH/RRH project in Community Services (fka ServicePoint).

General Component Information

As part of the 2017 CoC Program competition, HUD announced that communities could apply for a new type of project that combines the activities of a transitional housing project with those of a rapid re-housing project. This project type provides a new way to meet some of the pressing challenges that communities are facing. These projects provide a safe place for people to stay – transitional housing – with financial assistance and wrap around supportive services determined by program participants to help them move to permanent housing as quickly as possible. (Source: CoC Program Components - Joint TH/PH-RRH (https://www.hudexchange.info/homelessness-assistance/coc-esg-virtual-binders/coc-program-components/joint-th-ph-rrh/))

Data Entry Instructions

No matter what the design of your joint TH/RRH program is, each program needs two distinct providers in Community Services set up.

1. A transitional housing provider, which is where enrollments for clients residing in the TH portion are tracked, along with an accurate and complete inventory record for the TH beds.
2. A rapid re-housing provider, which is where enrollments for clients utilizing the RRH resources are tracked, along with an accurate and complete inventory record for the RHH beds.

Because each joint TH/RRH program may have a unique design, there are diverse ways to record enrollments. In general, all joint-component clients’ TH enrollments should reflect the actual dates they are residing in the TH facility. All joint-component clients’ RRH enrollments should reflect the full time they are receiving assistance from the joint-component project, whether or not they are receiving RRH rental assistance, specifically. The Housing Move-in Date (data element 3.20) will be used to differentiate joint- component clients who are housed from those who are receiving other services.

Scenario: Using the TH option, then moving into RRH option

In this scenario, a household has been entered into both the TH project and the RRH project on the same day. Then, the client moved into a permanent housing unit using the RRH rental assistance associated with the joint TH/RRH program. At the point of move in, the client should be exited from the TH project with a destination of “Rental by client, with RRH or equivalent subsidy.”

Project Start in TH and RRH (example)

You will create two Entry/Exit records (i.e., enrollments), one in the TH provider, one in the RRH provider.

1.      Enter EDA mode as the TH provider and open the client’s record in Clients.

a.      If entering data for a household, be sure to search for the head of household.

2.      When prompted, enter the date of the client’s entry into the project and select Back Date Mode.

a.      The date can be changed by clicking on Back Date in the top-right corner of the screen.

3.      Click on the Entry / Exit tab and select Add Entry / Exit.

a.      If entering a household, check the box next to each client included in the enrollment.

b.      Select HUD from the Type drop-down menu.

c.       If necessary, adjust the project start date, then select Save & Continue.

4.      For each client included in the entry, complete the data elements on the Entry Assessment in the Entry/Exit Data pop-up.

5.      Save & Exit.

6.      Exit EDA mode from the TH provider, enter EDA mode as the RRH provider, and open the client's record in Clients again.

7.      Repeat steps 2 - 5 from above.

a.      Housing Move-In Date: It is important to note that housing move-in date should only be answered by permanent housing projects, in this case, your RRH provider. Do not add a housing move-in date on the Entry Assessment unless the project start date is the same as the housing move-in date. For specific instructions on how to record Housing Move-In Date correctly, please refer to the article How to Record a Housing Move-In Date. (https://institute-for-community-alliances.helpscoutdocs.com/article/469-housing-move-in-date-data-entry-how-to-record-a-housing-move-in-date).

Project Exit from TH, Move-In to RRH (example)

You will add an Exit Date for the household's TH enrollment and add a Housing Move-In Date in the household's RRH enrollment.

1.      Enter EDA mode as the TH provider and open the client’s record in Clients.

2.      When prompted, enter the date of the client’s exit from the TH project and select Back Date Mode.

3.      Click on the Entry / Exit tab and click on the edit pencil next to the blank Exit Date in the TH provider row to add a project exit date.

4.      Complete the data elements in the Edit Exit Data window.

a.      If exiting a household, check the box next to each client included in the enrollment.

b.      If necessary, adjust the project exit date.

c.       In this example scenario, the Destination selected should be “Rental by client, with ongoing housing subsidy.”

d.      Rental Subsidy Type.

e.      Click Save & Continue.

5.      For each client included in the enrollment, complete the data elements on the Exit Assessment in the Entry/Exit Data pop-up.

6.      Save & Exit.

7.      Exit EDA mode from the TH provider, enter EDA mode as the RRH provider, and open the client's record in Clients again.

8.      The Back Date should match the household's Housing Move-In Date, adjust if necessary.

9.      Click on the Entry / Exit tab, then select the Interims icon for the RRH enrollment.

a.      Select "Update" as the Interim Review Type.

b.      The Review Date should match the household's Housing Move-In Date.

10.  Click on Save & Continue in the first pop-up.

11.  Scroll down and complete the Housing Move-In Date in the Head of Household's record.

12.  Save & Exit.

Annual Assessments

Data collection for HUD CoC Joint TH/RRH projects must include an annual assessment for all households in the project for one year or more. If the household has enrollments for one year or more in both the TH and RRH provider, an annual assessment must be recorded for each provider. The date of the annual assessment must be within 30 days of the anniversary date of the Head of Household’s project start date. If the project start dates for the TH and RRH enrollments are different, the date of the annual assessments for each TH and RRH enrollment must be based on the respective project start dates.

Reporting

Each Joint Component project will be required to submit an APR comprising two separate CSV files:

·         One CSV-APR for the TH project.

·         One CSV-APR for the RRH project.

The CoC APR Guidebook (https://www.hudexchange.info/resource/5315/sage-coc-apr-guidebook-for-coc-grant-funded-programs/) provides guidance for uploading multiple CSV files into Sage.

Frequently Asked Questions

 Question: Can the Joint TH/RRH component provide six months of follow up services?

Response: Regulation 578.37 (1) ii (D) states, “May provide supportive services for no longer than 6 months after rental assistance stops.” Projects may offer ‘follow up/aftercare’ services as part of their service package, however, participants may choose whether to participate in those services.

Learn more about the HUD CoC Joint TH/RRH Program Component:

CoC Program Joint Component Funding: Project Setup and Reporting in HMIS (https://files.hudexchange.info/resources/documents/CoC-Program-Joint-Component-Funding-Project-Setup-and-Reporting-in-HMIS.pdf)