Program Specific HUD ESG 1

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  • 1.Minnesota’s Homeless Management Information System (HMIS) HUD-ESG Program Requirements Program Specific 142
  • 2.This training is to provide supplemental data entry and reporting instructions specific to HUD-ESG projects. For complete instructions, you should also review these videos: ClientPoint Module – Entry/Exit (Data Entry 123) If your Emergency Shelter project is using ShelterPoint for data entry, you should instead watch the ShelterPoint Module (Data Entry 123) ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161) Universal and Common Data Elements (Foundations 115) Overview
  • 3.HUD-ESG Reference Guide ESG CAPER Instructions HUD-ESG Program Manual (HUD) Data Collection Forms All required data elements All resources (as well as funder contact information) are posted here under ESG: Materials
  • 4.This training covers data entry workflow for projects using the ClientPoint Module in ServicePoint. This training does not cover the data entry workflow for projects using the ShelterPoint Module. Important Note
  • 5.Emergency Solutions Grant (ESG) from U.S. Department of Housing & Urban Development provides funding to: Engage homeless individuals and families living on the street; Improve the number and quality of emergency shelters for homeless individuals and families; Help operate these shelters; Provide essential services to shelter residents; Rapidly re-house homeless individuals and families; and Prevent families and individuals from becoming homeless. Funding can be used for 4 project types: Street Outreach, Emergency Shelter, Homelessness Prevention, and Rapid Re-Housing (Transitional Housing is no longer a project type, however some Transitional Housing projects were grandfathered in as projects) About the Program
  • 6.Program Specific Data Elements Unique to HUD-ESG Projects
  • 7.Project Entry or Update in the Entry/Exit tab, complete the HUD ESG All-Inclusive Assessment Contact (4.12) Date of Engagement (4.13) Residential Move-in Date (4.17) Project Exit in the Entry/Exit tab, complete the Exit HUD Assessment Housing Assessment Disposition (4.18) Housing Assessment at Exit (4.19) Data Collection – Program Specific Data Elements
  • 8.Required for Street Outreach projects and NBN Shelter Provides information on the number of contacts required to engage the client Record the date and location of each contact with a client. (Contact = interaction between a worker and a client ranging from simple verbal conversation about the client’s well-being, case management, or needs or may be a referral to service.) Contact (4.12) Subject: Head of Household and adults (18+) Data Collection Point: At project entry, at project exit and each contact between entry and exit Project Types: Street Outreach and Night-by-Night (NBN) Shelter
  • 9.Required for Street Outreach projects and NBN Shelters. Record the date the client became engaged. Only one date of engagement is allowed between project entry and project exit. (Date of Engagement = the date on which an interactive client relationship results in a deliberate client assessment or beginning of a case plan.) The date of engagement should be entered into HMIS at the point that the client has become engaged. If the client exits without becoming engaged the engagement date should be left blank. If a client returns after project exit and has a new project entry, a new date of engagement is to be established. Date of Engagement (4.13) Subject: Head of household and adults (18+) Data Collection Point: At project update Project Types: Street Outreach and Night-by-Night (NBN) Shelters
  • 10.Required for Rapid Re-Housing projects only. Indicate the date on which the client achieved placement in permanent housing. Residential move in date is the date of the first night the client stays (sleeps) in a permanent housing unit (fixed, regular, and adequate nighttime residence intended to be permanent). At project entry must have recorded whether the client is residing in housing through the Rapid Re-Housing project by indicating “Yes” or “No.” Residential Move-in Date (4.17) Subject: All clients Data Collection Point: At project entry. Edit as necessary to reflect changes during the course of enrollment. Project Types: Rapid Re-Housing
  • 11.Indicate the appropriate disposition of the client following a housing crisis assessment once at or before project exit. Where client was referred to Only projects that conduct a Coordinated Entry with HUD-ESG funding will have to answer this data element Housing Assessment Disposition (4.18) Subject: Head of households Data Collection Point: At project exit (or update as required) Project Types: All projects that provide Coordinated Entry
  • 12.Required for Homelessness Prevention projects only. Determine the response value that best describes the client’s housing circumstances from project entry to project exit. “Moved into a transitional or temporary housing facility or program” includes transitional housing for homeless and non-homeless persons, treatment facilities, or institutions. Housing Assessment at Exit (4.19) Subject: All clients Data Collection Point: At project exit Project Types: Homelessness Prevention
  • 13.Updates are required annually within 30 days of primary client’s or household’s anniversary date. Select Annual Assessment for Interim Review Type. Complete the HUD CoC and ESG Update Assessment or HUD ESG All-Inclusive Assessment from the Entry/Exit tab. Update
  • 14.Data Entry Workflow for ClientPoint
  • 15.Create an Entry/Exit for each night a client stays in shelter (ClientPoint) Best for shelters where clients leave every morning and it is unknown whether they will return that night. Create an Entry when client comes into shelter and an exit when they leave (ClientPoint) Best for shelters where clients tend to stay for longer periods of time Use ShelterPoint to automatically create Entry/Exits and check clients into a bed (bed management) (ShelterPoint) Night-by-Night (ClientPoint or ShelterPoint) See next slide for NBN workflow Data Entry Options for Emergency Shelters
  • 16.The Entry/Exit method should be used for all ESG-funded Emergency Shelters unless: The shelter serves a large number of clients on a nightly basis Clients are permitted to spend nights at the shelter on an irregular basis and There is a high degree of client turnover ESG-funded shelters which meet the criteria above may be set up in HMIS to use the Night-by-Night method to track emergency shelter utilization. NBN shelters have different data collection requirements. Night-by-Night (NBN) Shelters
  • 17.Reference Guide Overview of the Data Entry Workflow for HUD-ESG Projects using the “Entry/Exit Workflow” in ClientPoint
  • 18.Live demonstration at
  • 19.Reports
  • 20.Reports required by funder: ESG CAPER, you can use this report for data checking How often are they submitted: Annually, within 90 days of grant year Special report running/submission rules: Uploaded to IDIS by your ESG grantee Reports – Funder Required
  • 21.Your HUD-ESG grantee will determine report due dates and send you information via email. Review the ESG CAPER Instructions for step-by-step on running the CAPER, tips on analyzing your data in the report, and submitting the CAPER to your ESG grantee. ESG CAPER Instruction available at Reports – Funder Required
  • 22.ESG CAPER Report Prompts
  • 23.Live demonstration at
  • 24.For Additional Assistance Refer to online resources available at Contact the Helpdesk (Available: 8:30-4:30 M-F) Form: Website Form Email: Please use client ID number and initials instead of name in email correspondence Voicemail: (651) 280-2780 or 1(855) 280-2780 All calls go directly to voicemail We route your Helpdesk request to the appropriate team member and will respond within 1 business day THANK YOU FOR WATCHING!