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Mandatory BoS KYHMIS Data Clean-Up Deadline and Webinar
The U.S. Department of Housing and Urban Development (HUD) System Performance Measures include a set of seven measures that each Continuum of Care (CoC) must submit to HUD annually. The set includes: total number of people experiencing homelessness, length of time people spend experiencing homelessness, percentage of people who leave homelessness to permanent housing, number of people who return to homelessness, and more.

Kentucky Housing Corporation (KHC) must submit the Kentucky Balance of State (KY BoS) CoC data in May.

All housing projects in the Kentucky Homeless Management Information System (KYHMIS) are required to be included in system performance measures, regardless of funding. At this time, SSO, PREV, and VSPs will not have to submit data for system performance measures.

Agencies must complete data quality and completeness clean-up using the System Performance Measures Data Clean-Up Guide  and submit an accurate 640 report by Wednesday, May 10, 2017 to the  HCA Help Desk with the subject line '640 Report'.

New this year is a Data Quality Tab that must be submitted with the System Performance Measures. This tab is where KHC will have to submit data for the BoS for multiple project types for four separate years (FY13-FY16) to give HUD an overview of where our CoC's data quality is in HMIS.
Mark your calendars for the System Performance Measures Data Clean-Up webinar from 1-2 p.m. on Thursday, May 4. To register, please contact Danielle Humes toll-free in Kentucky at 800-633-8896 or 502-564-7630, extension 434; TTY 711; or email
VI-SPDAT Version 1 Removal
Effective Monday, May 1, 2017, VI-SPDAT Version 1 will be removed from HMIS. All historical data will remain visible in the system. Most agencies will not be effective by this change as Version 2 has been active for a year. As you begin to complete yearly assessments you will complete these in VI-SPDAT Version 2. If you have questions contact the HCA Help Desk
HOME Commitment Deadlines are Close
All HOME and AHTF single-family projects, which were funded February - April 2017, have commitment deadlines of Friday, June 30, 2017. All project set-ups should be submitted no later than Friday, June 23, 2017, to allow enough time for approval.
ESG Application Coming Soon
KHC anticipates opening a competitive application funding round for the Emergency Solutions Grant (ESG) program in early May. Notification of funding availability and the application process will be published in upcoming KHC eGrams.
Potential applicants should be aware that KHC intends to establish a two-year funding cycle beginning with this impending application round, whereby projects that are awarded funding in 2017 will be eligible for renewal in 2018 without a competitive application process so long as certain minimum thresholds are met and funding is available from th HUD. Under this plan, the next opportunity to apply for ESG funding would be in 2019.
KHC reserves the right to open a competitive funding round in 2018 if certain conditions occur; such as additional funding becoming available from HUD or projects funded in 2017 electing not to renew in 2018. This proposed two-year funding plan is included in the  Draft 2017 Consolidated Action Plan  , which is currently available on KHC's website for review and public comment. For more information about how to submit public comment, refer to the article in this eGram titled "Public Comment Period."
While awaiting the release of the ESG application guidelines, potential applicants should refer to the HUD Exchange ESG page   and the ESG section of the HCA Help Desk for more information. 
New ESG, COC, and HOME TBRA toolkits Available on HCA Help Desk
Effective April 5, 2017, projects using ESG, COC and/or HOME TBRA must use documents from the new toolkits.
  1. Please take time with your staff to go over the toolkits thoroughly. Compliance will be monitoring for use of the new forms.
  2. There are new mandatory forms in some of the toolkits. Below is a list of some of the new mandatory required forms:
    • ESG, COC and HOME TBRA now have VAWA required forms included with each toolkit and agencies will be responsible for following VAWA requirements.
    • COC now has new mandatory Chronically Homeless forms.
    • COC now has new mandatory "Client Service Plan & Tracker for COC" forms.
  3. The General Authorization to Release form HCA 139 is now a sample form. This form can still be used in some cases, however, this form should not be used for any client who is or has experienced an event qualifying under VAWA. VAWA requires specific authorization rather than general authorization. To obtain specific authorization for information needed on a toolkit form, please have the client sign the authorization release statement included at the top of each form needing authorization.
  4. Links for updated HMIS forms have been included in each toolkit.
  5. There have been numerous updates throughout the toolkits; some are very noticeable and some are not.  Please discard any previous versions of toolkits documents and use only documents included in the updated versions, even if the forms look the same.
If you have any questions related to the new toolkits, please contact the HCA Help Desk
KYHMIS Invoices for New Users
Kentucky Homeless Management Information System (KYHMIS) user fee invoices were sent out April 3, 2017, to agencies who have added new users since January 1, 2017. Invoices must be paid through the KHC Payment Center, using your KYHMIS provider ID and zip code. Paper checks will no longer be accepted and will be returned to the agency. Late fees will be added to unpaid invoices on Monday, May 1, 2017.

If you have any questions, please submit a Help Desk request or call toll-free in Kentucky at 800-633-8896 or 502-564-7630, extension 446; TTY 711. 
KYHMIS BoS Trainings Online!
In an effort to improve efficiencies, the KYHMIS new user training for BoS is now offered online via the HCA Help Desk , under KYHMIS Training Documentation, Videos. These training videos can be accessed at any time for your convenience. Due to the new capabilities of the online training, in-person trainings will no longer be offered. Information needed to complete the homework assignments and gain access as a new user to KYHMIS can be found within the training segments.

For current users who wish to fulfill refresher training requirements, at this time, you will also access the same online training videos. Once you view the videos, credit will be given for this requirement.

If you have any questions, please
submit a request  or call toll-free in Kentucky at 800-633-8896 or 502-564-7630, ext. 446; TTY 711.

DO NOT REPLY-This is an unmonitored email address. 


Kentucky Housing Corporation prohibits discrimination on the basis of race; color; religion; sex; national origin; sexual orientation or gender identity; ancestry; age; genetic information; disability; or marital, familial, or veteran status. 


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