Supportive Services for Veteran Families (SSVF) Data

Bigger Picture

Updated 5/22/14

Session Topics

• Privacy and Security Requirements• HMIS participation within VA system• CoC Coordination• Working with multiple HMIS implementations• Making Data Work for You

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Goals of HMIS

• Produce an unduplicated count of homeless persons for each Continuum of Care

• Help understand the extent and nature of homelessness locally, regionally, and nationally

• Understand patterns of service use• Measure the effectiveness of programs

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VA Participation in HMIS

• The utility of HMIS data at the local level depends on participation by all programs that serve people who are homeless and at risk of homelessness, regardless of funding source

• VA is committed to grantee participation in HMIS to support community-based service planning and coordination for Veterans who are homeless and at risk of homelessness

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SSVF Data in Context

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NationalSSVF Program

Local Continuum

of Care

Your SSVF Program

Client

SSVF and HMIS

• SSVF programs are required to participate in HMIS.

• If you have not already begun working to set up your SSVF program in HMIS, you should do this immediately

• Technical assistance is available to your program, your HMIS, and the HMIS vendor

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Working with multiple HMIS Implementations

• If your program operates within the jurisdictions of multiple HMIS implementations; you can now select a single HMIS for purposes of data collection and reporting.

• In the future, after revised HMIS data standards are effective, SSVF enrollments will be tied to a CoC code so HUD and VA will be able to disaggregate SSVF data by affiliated CoC.

• Other reports such as the Quarterly Report and the Coversheet should reflect total grantee activity regardless of the number of separate HMIS projects involved.

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Security & Privacy Standards

• What data needs to be protected? • How should it be protected?• Who do the standards apply to?• Where is the full list of privacy and security

standards located?

HUD 2004 Technical Standards

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Security & Privacy: Minimum Standards

• Comply with other federal, state, and local confidentiality law

• Comply with limits to data collection (relevant, appropriate, lawful, specified in privacy notice)

• Have written privacy policy, which must be posted it on your web site

• Post sign at intake or comparable location with general reasons for collection and reference to privacy policy

• May infer consent for uses in the posted sign and written privacy policy

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SSVF Data Security Policy

• It is the responsibility of the grantee to take precautions to protect client information for all persons served; this applies to both hard copies and electronic data. – Protect computers with identifying information with a

username and password– Don’t share or write down passwords– Log out or lock computer when away from desk– Do not e-mail exported files

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Additional Security Measures for Sensitive Data

• If there is reason to believe that the abuser of a victim of domestic violence has access to HMIS data or is a proficient hacker, the grantee can: – Contact their regional coordinator, who will help to

develop a plan to enter data without compromising the participant’s safety.

– It may be appropriate to delay data entry until after the participant has been discharged. 

– If your HMIS tracks addresses and employers, opt out of these elements for these participants

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Sample Notification (consent) Form

Sample 1

(Homeless Management Information System Name)

VA SSVF Program Client Notification Form

(SSVF Grantee Name) collects personal information directly from you for reasons that are discussed in our privacy policy. We may be required to collect some personal information by law or by organizations that provide funding to operate this program. Other personal information that we collect is important to run our programs, to improve services for homeless persons, and to better understand the needs of homeless persons. We only collect information that we consider to be appropriate.

Your privacy rights are explained in the (Name of CoC) privacy policy, available on request. The privacy policy also explains how your personal information is used and the steps we take to protect that information. On a monthly basis your personal identifying information and other information about services provided to you by the SSVF program will be shared with the US Department of Veteran Affairs for purposes of program administration, grant monitoring, and evaluation.

This VA SSVF program requires that you provide information to determine eligibility for SSVF benefits and to allow the VA to keep your Veteran records current and complete.

The (CoC Name) allows agencies to view limited information about homeless persons served in other programs. Sharing information helps us to coordinate and improve services to all our clients. [Optional: While participation in the (HMIS Name) is mandatory for this program, you may choose to not share your personal information with other agencies.]

Signature of Client/Parent Guardian, Date

Optional for verbal consent to share:

Verbal Consent, Case Manager Signature

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Grantee Roles and Responsibilities:

The SSVF Grantee is responsible for all activity associated with agency staff and use of the HMIS

– CoC Participation– HMIS Participation and Governance Compliance– Privacy and Security Compliance– HMIS Policy and Procedure Compliance– Data Quality Compliance– Community Planning/Use of Data

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Grantee Roles and Responsibilities:

• CoC Participation– Attend/Participate regularly in CoC meetings and

workgroups– Represent Veteran population in planning process– Improve coordination with other service providers– Increase awareness of homeless Veteran needs– Identify additional resources for homeless Veterans

• HMIS Participation and Governance Compliance– HMIS Agency Participation Agreement– HMIS End user Agreements– Client Consent & authorization

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Grantee Roles and Responsibilities:

• Privacy and Security Compliance– Know HMIS Privacy and Security requirements– Communicate HMIS Privacy and Security requirements to

data custodians and system users– Regularly monitor for compliance

• HMIS Policy and Procedure Compliance– Establish business controls and practices to ensure

compliance to HMIS policies– Communicate HMIS policy and procedure requirements to

data custodians and system users– Monitor compliance and periodically review business

controls and practices for effectiveness15

Grantee Roles and Responsibilities:

Community Planning/ Use of Data

– Provide quality data for community planning– Actively participate in planning process– Provide data on program characteristics (Program

Descriptors) for HMIS and CoC program inventory and reporting purposes

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Continuum of Care (CoC)

• What is it?

• How does it function in the community?

• How does SSVF fit in?

• Why is CoC collaboration so important?

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CoC Coordination

• Coordinated Assessment • Coordinate Referrals• Homeless Point-in-Time Count• Housing Inventory Chart• Annual Homeless Assessment Report

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Making Data Work for You

Data can be used for more than tracking reports. Also use for:

– Measuring program outcomes– Can obtain follow-up information – Targeting populations– Determine appropriate staffing levels– Determine appropriate level of service required

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Other Resources

• VA HMIS Training Curriculum (Data Guide) http://www.va.gov/homeless/ssvfuniversity.asp?page=/program_requirements/hmis_and_data

• HUD OneCPD Resource Exchange: https://www.onecpd.info/

• 2010 HMIS Data Standardshttps://www.onecpd.info/resource/1190/hmis-data-standards-2010-revised-notice/

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Questions?

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Contact ssvfhmis@abtassoc.com