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HUD's Data Submission Timeline for CoCs - HIC and PIT Count Deadline Update

March 18, 2020 Print ShareThis

Update as of March 18, 2020

HUD’s Office of Special Needs Assistance Programs (SNAPS) wants to thank you for your efforts to ensure people experiencing homelessness are as safe as possible during the COVID-19 epidemic. Their safety, as well as the safety of you and your staff, are our top priorities. In an effort to provide relief, we are announcing an extension to the 2020 Housing Inventory Count (HIC) and Point-in-Time (PIT) count timeline from April 30, 2020 to June 30, 2020. Although the timeline is extended, we encourage you to submit whenever you are ready. The current data collection timeline is below.

Additionally, HUD is extending the Coordinated Entry data element programming in Homeless Management Information Systems (HMIS) and data collection start date to October 1, 2020, with the first reports with this data due on October 1, 2021. However, HUD encourages Continuums of Care (CoCs) to continue to focus on full implementation of the coordinated entry data collection as issues with the COVID-19 response calm down.


In October 2019 HUD’s SNAPS Office announced a data collection timeline. Consistent with our commitment to be transparent HUD is announcing some updates and reminders to that calendar.

System-wide Report Open Date Completion Date
2020 HIC and PIT Count Data Submission in HDX 1.0 March 9, 2020 June 30, 2020 (Updated)
FY 2019 LSA Preparatory Work with HMIS Software Providers Early March 2020 June 2020
FY 2019 LSA Submission in HDX 2.0 Early July 2020 Early August 2020
FY 2019 LSA Data Cleaning and Confirmation in HDX 2.0 Early August 2020 Early September 2020

Meeting the data submission deadlines for the Housing Inventory Count (HIC), Point-in-Time (PIT) count, and Longitudinal Systems Analysis (LSA) has historically been a factor considered by HUD in the annual Continuum of Care (CoC) Program Competition. CoCs should consider the amount of time it may take to compile and enter information needed to meet the 2020 reporting requirements.

Before each deadline:

  • CoCs should review the list of timelines above, and work with CoC Program recipients and HMIS Leads to prepare for annual reporting requirements.
     
  • Homeless Management Information System (HMIS) Leads should work with their vendors to ensure they have access to the necessary reports and materials for their CoCs to meet upcoming deadlines. Leads should communicate regularly with the Continuum and CoC Program recipients to ensure that all stakeholders are informed and prepared.
     
  • CoC Program Recipients should monitor their projects’ data quality.

Note: HIC and PIT count data are submitted through the original Homelessness Data Exchange (HDX) “1.0.” The LSA is submitted through HDX 2.0. Please be sure you are visiting the correct site and updating your credentials as necessary. The two sites do not share passwords, so you will need to maintain/update two separate passwords – one for each site. View more information about HDX 1.0 and 2.0 on the HUD Exchange.


Coordinated Entry Data Collection

As the last part of the most recent HMIS Data Standards implementation, HUD expects CoCs to have the Coordinated Data Entry elements programmed in HMIS by October 1, 2020 (updated). The first reports associated with this data should be available by October 1, 2021.

We have talked to many CoCs and HMIS partners about concerns with meeting the implementation deadline. Some CoCs have expressed that this is a technical issue because it takes time to transition elements the CoC has been collecting over the past few years to HUD’s requirements. This is also an issue with implementation because CoCs need time to educate their stakeholders and train them on their process. We understand that many CoCs are using this update to the data standards to make other changes to their coordinated entry process. We have also heard from many CoCs that the absence of programming specifications tied to HUD’s Annual Performance Report (APR) for Supportive Services Only (SSO) Coordinated Entry grants is causing confusion about what HUD expects CoCs to report. These conversations were very helpful in understanding the competing demands and constraints CoCs are facing.


Resources

Updated guidance on collecting and entering HIC and PIT data via the HDX will be posted to the PIT and HIC Guides, Tools, and Webinars page on the HUD Exchange website in advance of the open date in HDX. Updated LSA resources and guidance will be posted to the LSA Tools and Guidance page on the HUD Exchange in the coming months.


Questions

If you have any questions about system-wide data submission processes, please visit the Ask A Question (AAQ) portal. Under “My question is related to”: select “HDX Homelessness Data Exchange (including AHAR, HIC, LSA, PDX, PIT, Stella, Sys PM)”.

Note: Please submit your questions early. Due to high volumes near the deadline, HUD may not be able to respond until after the deadline.


The contents of this document, except when based on statutory or regulatory authority or law, do not have the force and effect of law and are not meant to bind the public in any way. This document is intended only to provide clarity to the public regarding existing requirements under the law or agency policies.

Tags: CoC ESG HDX HMIS