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6.5. Overlapping Project Stays Between RRH and PSH Projects

RRH – PSH Overlapping Project Stays

Permanent Supportive Housing (PSH) and Rapid Re-Housing (RRH) are both considered permanent housing project types and as such, a single household would normally be prioritized for either RRH or PSH. On rare occasions, a household may need to be served in both RRH and PSH. Recording this kind of scenario in HMIS is tricky because even though it is allowed, we do not want the data to incorrectly make it appear as if a household was served with duplicative resources. For more information, please check the Ohio Balance of State training and guidance about Rapid Rehousing and Permanent Supportive Housing.

End users should keep the following in mind when thinking about how to record Entry, Move-In, and Exit Dates in HMIS for households served by both RRH and PSH:

1.       There should only be one Move-In Date between a project stay’s Entry and Exit Dates.

2.       A Move-In Date should only fall within one project stay’s Entry and Exit Dates.

3.       When a Move-In Date = the Exit Date, it will count as being “between” a project stay’s Entry and Exit Dates.

Following are some example scenarios that outline how to manage HMIS data entry for households served by both RRH and PSH.

Scenario 1: Household prioritized for PSH is moving into an RRH unit until the PSH unit becomes available.

April 2, 2020: household is prioritized for and accepted into PSH, but a PSH unit isn’t available until July

April 15, 2020: household moves into a RRH unit because their medical needs are so great and they cannot find the temporary housing they need until July

July 1, 2020: the PSH unit becomes available, lease is signed

July 15, 2020: household moves into the PSH unit

Table 1 shows how the entry and exits dates for the RRH and PSH projects should be recorded in HMIS for Scenario #1:

Project

Entry Date

Move In Date

Exit Date

RRH

4/2/2020

4/15/2020

7/14/2020

PSH

7/15/2020

7/15/2020

?

Table 1

Note that the Entry – Exit date range does not overlap with the PSH’s Entry – Exit date range. This is necessary because PSH and RRH are both permanent housing project types, and any overlaps will be read as serving the same household with redundant services. Any overlap of Move-In Date – Exit Dates in PH project types would indicate a household was sleeping in two places at once, which is not possible.

The RRH’s Exit Date must be the Move-In Date – 1 day because the Move-In Date of the PSH project must fall outside the RRH’s Entry – Exit date range.

This workflow will throw Data Quality warnings because the PSH Entry Date = the Move-In Date, but that is ok. Warnings are meant to flag unusual situations, and this should be an unusual situation. In this case, there is no need to correct anything based on the warning.

 

Table 2 provides general guidance about how entry, exit, and move-in dates should be determined and recorded in HMIS when clients are served by both RRH and PSH projects in Scenario 1:

Project

Entry Date

Move In Date

Exit Date

RRH

Date the HH accepted to the RRH project

Date the HH literally moved into the RRH unit

Move-In/Entry Date of the PSH project MINUS 1 day

PSH

Date the HH moved into the PSH unit

Date the HH moved into the PSH unit

Date the HH stops receiving PSH services.

Table 2

Scenario 2: Household prioritized for PSH but moving costs and/or security deposit is being paid by RRH.

In this scenario, the household is moving into a PSH unit, so there will only be one Move-In Date. Please note that moving costs and deposits are often allowable expenses for PSH projects. If PSH projects need assistance to determine what funds or budgets may be used for these costs, please contact the CoC team.

April 2, 2020: household is prioritized for and accepted into PSH, but the RRH project will pay their moving costs and/or security deposit

April 12, 2020: household moves into the PSH unit

Table 3 shows how the Entry and Exits Dates for the RRH and PSH projects should be recorded in HMIS for Scenario #2:

Project

Entry Date

Move In Date

Exit Date

RRH

4/2/2020

[no Move-In Date]

4/11/2020

PSH

4/12/2020

4/12/2020

?

Table 3

Note that the Entry – Exit date range does not overlap with the PSH’s Entry – Exit date range. This is necessary because PSH and RRH are both permanent housing project types, and any overlaps will be read as serving the same household with redundant services.

The RRH’s Exit Date must be the Move-In Date – 1 day because the Move-In Date of the PSH project must fall outside the RRH’s Entry – Exit date range.

This workflow will throw Data Quality warnings because the PSH Entry Date = the Move-In Date, but that is ok. Warnings are meant to flag unusual situations, and this should be an unusual situation. In this case, there is no need to correct anything based on the warning.

Table 4 provides general guidance about how entry, exit, and move-in dates should be determined and recorded in HMIS when clients are served by both RRH and PSH projects in this type of scenario:

Project

Entry Date

Move In Date

Exit Date

RRH

Date the HH accepted to the RRH project for moving costs/security deposit expenses only

[no move-in date because the HH is not moving into a RRH unit]

Move-In/Entry Date of the PSH project MINUS 1 day

PSH

Date the HH moved into the PSH unit

Date the HH moved into the PSH unit

Date the HH stops receiving PSH services.

Table 4

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