In years when the Data Standards are updated, when are the data standards required to be implemented? What about reporting requirements (like SSVF uploads) on the old standards past the date the new standards take effect?

Date Published: October 2017

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HMIS vendors are given the updated HMIS Data Standards, mapping documentation, updated Annual Performance Report (APR) specifications, and Comma Separated Value (CSV) specifications in spring/summer each year. HUD expects current versions of data export to be backwards‚Äźcompatible, meaning that they should be able to include HMIS data collected before the effective date of the most recent version. HMIS vendors are provided with instructions on how to 'translate' or ‘map’ data collected under earlier versions of the HMIS Data Standards to the new version. You can always check the HMIS Data Standards resource page to get the most up-to-date mapping instructions.

HMIS vendors are expected to roll out trainings on the new standards by September each year. Users are expected to start collecting data under the new standards on October 1st each year they are updated. As soon as any reports are due that rely on data collected under the new data standards, the reports and data exports should include new or “translated” data. Please contact the local software provider to determine exactly when your updates will be available to you.

As was the case in past updates to HMIS Data Standards, HUD expects that clients who entered projects prior to October 1st and who are still actively housed or receiving services in a project, have their records updated in HMIS when the critical changes go into effect. This can be done several different ways including:

  • Actively gathering the new data on these active clients and entering it into the HMIS (possible for smaller projects, but not for larger projects).
  • Gathering new data on these clients during annual (or 3-month assessment for ESG) or exit (whichever comes first) and entering it into HMIS.

HUD and other federal partners understand that not all records for clients actively housed or receiving services on October 1, 2017 will be able to be updated based on the new data standards. However, HUD and other federal partners expect that incomplete records will be rare and limited to extenuating circumstances such as the client leaving the project without conducting an exit interview. Additionally, HUD and other federal partners do not expect communities to update the HMIS record for clients who exited before October 1, 2017 because clients entering and exiting prior to October 1, 2017 would have been entered into HMIS based on the requirements of the old data standards.

Tags: Data - Data Standards

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