LSA FY2023 Submitted!

Thank you to everyone who worked on your data quality cleanup for the LSA.  It is all of your hard work of entering and correcting HMIS data that makes for a smooth Federal Report submission process.  

Homelink CE Project Auto-Exits

Starting February 16th, the Homelink CE project will begin auto-exiting enrollments that have been inactive for longer than 60 days.

Data Quality Points-of-Contact have been sent lists of active enrollments that will be affected by this update and will need to determine if the enrollments should be closed or remain open. If the enrollments are to stay open, a service must be added before the 16th.

Update to Data Request Form

Effective February 1, the HMIS Data Request form will be updated to include additional questions. The purpose of the update is to better identify recurring data requests and if the new request requires an edit to the version most recently in use. What is a recurring data request? It is a custom query designed to answer particular questions for an agency's use. A recurring data request is similar to a one time data request but has a need to be ran on an ongoing basis. This is different than a custom report that can be found in the HMIS application.

If a recurring data request is selected the form will provide a drop down list, each recurring data request begins with the acronym identifying the agency it belongs to (for example H4H). The form will guide you through all required questions.

If you have any questions while filling out this form please submit a ticket and we can assist. 

System Performance Measures (SPMs) 

The SPM Report is a HUD mandated report which is run on the fiscal year of Oct. 1 to Sept 30 and is submitted annually. This year's FY2023 report due date to HUD is Mar 13, 2024. The report consists of seven measures which show how our community is collaborating on a system-wide level to prevent and end homelessness. These reports are used to make data driven decisions to better serve the homeless population. Most measures include both HUD-funded and non-HUD-funded projects. The measures on the report are as follows: 

• Measure 1: Length of time persons remain homeless. 
• Measure 2: The extent to which persons who exit homelessness to permanent housing destinations return to homelessness within 6, 12, and 24 months. 
• Measure 3: Number of homeless persons. 
• Measure 4: Employment and income growth for homeless persons in CoC Program-funded projects. 
• Measure 5: Number of persons who become homeless for the first time. 
• Measure 6: Homelessness prevention and housing placement of persons defined by Category 3 of HUD's homeless definition in CoC Program-funded projects. 
• Measure 7: Successful placement from Street Outreach and successful placement in or retention of Permanent Housing. 

Data Quality Tips and Tricks 

In an effort to make this a successful SPM submission, please run the following reports for your project(s) using the reporting period of 10/1/2022 to 9/30/2023: 

• HUD Data Quality Report 
• Project Annual Assessments Due Report 
• Client Exit Destination Report  
• Missing Move-in Date (NEW)  

Report Areas of interest are:  

• Review Enrollments to ensure Entry and Exit Dates are accurate for all clients. 
• Add any missing or incorrect Living Situation data 
• Type of residence and Length of stay at prior living situation. 
• Approximate date this episode of homelessness started  
• Number of Times and Number of Months homeless in past three years 
• Verify Client’s Move-In Dates are entered correctly. 
• Review and correct any missing or indeterminant Exit Destinations. 
• CoC funded projects: ensure all Annual Assessments are completed for clients who have been in the project for one year or longer. 
• Ensure that the Income Amount entered on the HUD Financial Assessment is rounded to the nearest dollar, do not include cents in this assessment. 
• Don’t forget to document annual Cost of Living increases from SSI, SSDI and other federal income. 

Our HMIS Data Quality Analyst team has begun reviewing data in the SPM reports. We will be reaching out to all projects in need of data corrections. If you have any questions or need any assistance completing data corrections, please submit a ticket to the HMIS Team at HMIS.Support@havenforhope.org . 

SPM Trainings in February



We will be conducting two SPM data cleanup trainings in February. Both trainings will be the same content, so you only need to attend one. 

• Wednesday, February 14, 2024  10:00am-11:30am 
• Thursday, February 15, 2024  1:00pm-2:30pm 

Please look for emails the week of Feb 5th for the training links! 

Reminders for all participating agencies!

As a reminder to all agencies: If there are multiple family members being housed or sheltered in your projects, ALL participating members should be added in HMIS, not just Head of Household.

Our community's data should reflect all individuals served, even if there is only one point of contact within a family. HMIS is capable of reflecting individual family circumstances such as:

• Large blended families
• Family members joining at a later date than the Head of Household
• Family members exiting the household before the Head of Household

& many more!

If there are any family members that are not yet reflected in your project enrollments, please take the time to do so whenever possible so we are all correctly counting number of individuals served. As an additional reminder, all family members over the age of 18 will need to sign their own Release of Information in order for their information to be "Shared" in HMIS.

Not sure how to add additional family members to the enrollment? The HMIS Team has a training guide for this exact purpose! You can find it in HMIS in the My Caseworthy workspace, under Training Guides>Family Enrollment & Exit Guide.pdf or by clicking here.

HMIS Team

VP of Transformational Services | David Huete

HMIS Director | Nina Gall

Business Systems Analyst | Jenni Hernandez

Security & Compliance Specialist | Ashley Boyer

HMIS Training Coordinator | Gloria Collins

Systems Administrator | Spencer Walker

Application Support Specialist | James Moses

Senior Data Analyst | Lori Stewart

Data Quality Analyst | Tracie Dixon

Why am I receiving this email?

If you are receiving this email, it is because you either have an active San Antonio/Bexar County HMIS account, or you are designated as an important point-of-contact for HMIS-related updates. As an HMIS User, it is important for you to stay up-to-date on all major updates regarding the database.

We ask that you do not Unsubscribe from these alerts as long as you use HMIS.

If you believe this description no longer applies to you, please submit a ticket to HMIS.Support@Havenforhope.org to request your account be deactivated.

(Our Contact lists are uploaded on a monthly basis, so please allow time to account for this.)