# Wisconsin HMIS Implementation

### Summary

The Department of Administration (DOA), Division of Housing & Intergovernmental Relations (DHIR) is responsible for the administration of all state-level homeless assistance programs including: HUD Emergency Shelter Grant (ESG), Housing Opportunities for People with AIDS (HOPWA), State Shelter Subsidy Grant (SSSG), Transitional Housing Program (THP), Balance of State Continuum of Care Supportive Housing Program (SHP) (69 of 72 counties). Grants are awarded on a competitive basis. There are four Continuum of Care jurisdictions in Wisconsin: Milwaukee County, Dane County, Racine County and the Balance of State. The DHIR is the applicant for the CoC SHP for the Balance of State application.

### Background

History. In 1997 several agencies funded through the DHIR for homeless assistance activities were researching the availability of case management software applications for persons in transitional and supportive housing programs. Throughout 1998 and 1999, the DHIR assisted agencies in researching and reviewing several software packages. In November 1999, the DHIR became involved in what was to become the National Human Services Data Consortium (NHSDC). Milwaukee County implemented an Access-based client tracking system in 1997 called ACIS for use in its centralized intake process for homeless individuals and families. In 1998, 13 agencies shared information in this primarily demographic data system. In 1999 ACIS was converted to a web-based system. In 1999, Milwaukee County recognized that the need to expand data collected to include information about service provision.

Vision. The DHIR recognized that the data collected about homeless persons in Wisconsin was woefully inadequate. The methodology used to count homeless persons was based primarily on point-in-time monthly census reports from 36 shelter programs and the quarterly reports submitted by HUD ESG-funded agencies. In this methodology, data was collected from about half of the shelter programs. The DHIR acknowledged its need for empirical data about homeless families and individuals, including, to the greatest extent possible, an unduplicated count and tracking of client outcomes to measure program efficacy. The DHIR and local agencies needed quantifiable data in order to better target funds and document the need for additional funds.

### Implementation

Software Selection. The DHIR established required elements for software selection and purchase. Selection of a software product with these key elements would facilitate implementation.

- Robust, web-based application

- Client-driven confidentiality

- Software flexibility, including depth of data collected & reportability

- Demonstrated vendor capacity and commitment

- Reasonable cost

- High level of data security

In December 2000, DHIR staff recommended that the Department of Administration (DOA) purchase a commercial HMIS software for implementation statewide utilizing one central database. Data at the server level would be encrypted to maximize data security. The agencies participating in HMIS are considered Partner Agencies. This partnership establishes the requirements and responsibilities for the participating agencies, including the payment of participation and annual support fees.

Agency Participation. In December 2000, representatives from all four CoC jurisdictions previewed and discussed thenew software. In January 2001, the DHIR surveyed homeless assistance grantees to assess interest in HMIS participation. Over 60 agencies responded favorably. In February 50 SHP and THP grantees reviewed and discussed the new system at their annual winter meeting. DHIR staff participated in local homeless consortium meetings in Madison and Milwaukee to discuss the software. Several factors raised the comfort level for agencies to participate in the HMIS:

- Encryption of data at the server level

- All or parts of each client's record can be closed to some or all of the Partner Agencies (client determines)

- The software does not use client's SSN as a unique identifier

- Ability to report unidentified data at agency, community, county, regional and/or statewide levels

- Partner Agency involvement in establishment of procedures and protocols

- Sliding fee scale for Participation fees and Annual Support fees

Agencies applying for HUD ESG funds in spring 2001 were awarded 10 bonus points if the agency was willing to participate in the HMIS in 2001. For the 2002 HUD ESG application process, agencies that agreed to participate in 2001 and have not done so by March 2002 will lose 10 points. Agencies that implement the software by March 2002 as well as those agencies now agreeing to participate will receive 10 bonus points in the scoring process.

Monthly and quarterly program reporting requirements have been reduced and/or eliminated for agencies implementing the software by January 1, 2002 and fulfilling the DHIR's minimum data entry expectations. Additional benefits to the agencies include:

- Decrease duplicative client intakes and assessments

- Coordinate services and streamline referrals

- Track client outcomes

- Prepare reports for funders, boards and other stakeholders

- Inform program design and policy decisions

- Identify and quantify service needs and service gaps by agency, community, region and/or statewide

- On-line access to statewide database of service providers

Partner Agencies are now encouraging other agencies in their communities to participate. The Domestic Violence (DV) agencies have asked DHIR staff to attend DV Coalition meetings to increase DV agency participation.

Rollout. Training sessions were held in four locations around the state between May 1 and October 31. Since every Partner Agency is required to have a HMIS administrator and due to training site limitations, a train the trainer approach was used. On average, agencies sent about half of their HMIS users to training. The next training session is not planned until spring 2002, however, the DHIR may provide training in communities where a significant number of homeless assistance agencies want to participate prior to April 2002.

To date, 84 agencies have agreed to participate. Of these, 21 are DV agencies, two are tribal agencies, 13 are faith-based organizations, 27 provide Supportive/Transitional housing, 35 provide emergency shelter services (shelter or vouchers), 10 provide only other housing services, such as prevention services and 1, with several subcontracts, administers the Veterans Assistance program for homeless veterans statewide. These agencies provide homeless assistance services in 68 of the 72 counties in Wisconsin.

Staffing. Currently, three DHIR staff members are responsible for administrating the HMIS. Due to other work responsibilities, this staffing method provides approximately an .65 FTE for the project. This staffing level is minimally adequate for the number of Partner Agencies (82). The DHIR plans to hire one FTE in 2002 thereby enabling the three current staff to cumulatively provide a .50 FTE to the HMIS project.

Resources for Users. To minimize user dependence on DHIR staff, a procedures hierarchy has been established. HMIS users with questions are instructed to: use the on-line help, ask other staff in the agency, ask the agency's HMIS administrator, ask someone from another Partner Agency, discuss at User Group meeting, email the System Administrator at the DHIR. Note: the DHIR established a HMIS help email address that is automatically forwarded to one of the three System Administrators.

In addition to sponsoring periodic statewide HMIS User Meetings, the DHIR is encouraging and assisting Partner Agencies to establish local User Groups.

All documents, policies and forms are available on the DHIR Bureau of Housing website.

Lessons Learned. Don't "skimp" on training time, assess computer literacy prior to attendance at HMIS training, everything will take more time than expected, schedule training sessions at least 6 weeks apart, establish training database for users to practice on, have adequate system administrator staff (minimum 1.5 FTE for statewide implementation), provide "paper" manual with on-line help function, and find ways to reward agencies for participating in HMIS.

U.S. Department of Housing and Urban Development
451 7th Street S.W., Washington, DC 20410
Telephone: (202) 708-1112 TTY: (202) 708-1455