HomeCOVID-19Project SetupHMIS Project Administration during the 2020 COVID-19 Outbreak

1.1. HMIS Project Administration during the 2020 COVID-19 Outbreak

HMIS Project Administration during the 2020 COVID-19 Outbreak

Ohio Balance of State Continuum of Care

This document identifies how new COVID-19 related projects will be set up in HMIS, lays out the process by which the Ohio Balance of State HMIS Team will set up Projects and bed/unit inventory in HMIS, how users will enter data into HMIS, and how and what reporting will be available to satisfy future reporting requirements.

OHFA COVID-19 Emergency Housing Assistance Program

The COVID-19 Emergency Housing Assistance Program created and funded by the Ohio Housing Finance Agency (OHFA) makes funding available to HCRP Leads and their partners for rapid re-housing, homelessness prevention, emergency rental assistance, and, on a limited basis, for hotel/motel stays for high-risk individuals. You can find OHFA’s program guidelines here.

Homelessness Prevention and Rapid Re-housing (HP&RR)

Households who qualify for HCRP HP or HCRP RRH, but whose expenses will be paid with the OHFA dollars will be entered into the appropriate HCRP HP or HCRP RRH project in HMIS.

Users are to enter the household into their HCRP HP or HCRP RRH project in the normal way. When entering the Service Transaction, pick the Funding Source of “OHFA” and enter the amount used for that Service.

Hotel/Motel Overflow via OHFA Funds

On a limited basis, projects may use OHFA funds to move at-risk households into a h/motel (not as part of an RRH project stay).

If you plan to utilize OHFA funds in this way and you do not have an Emergency Shelter Overflow provider, please submit a New Project Form to ohioboscoc@cohhio.org.

HMIS users will enter the household into their ES Overflow provider. Add Service Transactions to the head of household’s record with a Funding Source of “OHFA” and enter the amount used for the h/motel unit.

Emergency Rental Assistance (ERA)

HCRP Leads and partners may use OHFA funding to provide emergency rental assistance (ERA) to households and individuals with income up to 50% AMI.

·         Target households could include those who experienced a decline in income or job loss stemming from COVID-19

·         Do NOT need to meet at-risk of homelessness definition

·         This is considered a non-homeless-dedicated project

If your agency is intending to assist households with ERA dollars, then please send a New Project Form to ohioboscoc@cohhio.org and once it is approved, the HMIS Team will create a new provider for you.

HMIS users will enter the household into their new OHFA ERA project. Add Service Transactions to the head of household’s record and select the Funding Source of “OHFA” and enter the amount used for the service.

Reporting

Projects who are receiving OHFA money will have to send custom reporting to OHFA at some point in the future. These workflows will give us the ability to create what we can in a reasonable way.

Once the grant is over, the HMIS Team will create custom reporting to match as closely as makes sense to what OHFA is saying they want.

Shelter and Congregate Facilities De-concentration

Hotel/Motel Overflow (potentially FEMA-funded)

Any congregate facility that has been using h/motel units to help deconcentrate their facility to provide safe physical distancing can track these households in HMIS.

If your agency already has an Emergency Shelter Overflow project in HMIS, you can enter these households into that project and follow the workflow here. Otherwise, please send a New Project Form to ohioboscoc@cohhio.org and once it is approved, the HMIS Team will create a new provider for you.

HMIS users will enter the households being housed in h/motel rooms following the standard shelter entry/exit workflow, then the user will record a Motel Voucher Service Transaction. Select a Funding Source of “COVID-19 De-concentration” and enter the amount paid for the h/motel unit.

Isolation/Quarantine

Isolation/Quarantine Units

Some providers have established off-site isolation and/or quarantine units for their homeless clients. Isolation units are for those who have tested positive for the Coronavirus and must be isolated. Quarantine units are for those who have been exposed to the virus, but have not yet tested positive. In most communities, h/motel units are used for I/Q purposes. It is likely that costs associated with creating and supporting I/Q units will be eligible to be reimbursed with FEMA funds. Providers should maintain as much documentation related to I/Q unit costs as possible, including client-level documentation that supported the need for I/Q.

If you plan to provide Isolation/Quarantine units and you do not already have an Emergency Shelter Overflow project in HMIS, please submit a New Project Form to ohioboscoc@cohhio.org and once it is approved, the HMIS Team will create a new provider for you.

If your agency is only providing isolation/quarantine units in your existing facility, please contact the HMIS Team to discuss options for project set-up and data entry.

HMIS users will enter households assisted in off-site Isolation/Quarantine units following the standard shelter entry/exit workflow, then the user will record a Motel Voucher Service Transaction. Select a Funding Source of “FEMA – I/Q” and enter the amount paid.

If your community has established I/Q units for anyone in the community who cannot isolate or quarantine at home, not just for those experiencing homelessness, contact the HMIS and CoC teams to discuss project set-up, if you are intending to use HMIS to track client level data.

New Project Form

When completing a New Project Form for a new COVID-19 related project, please complete the form using instructions for the following fields:

New Project Program Type:

Select “Emergency Shelter” if the project is for an ES Overflow project. If the project is for Emergency Rental Assistance, leave this section blank, as these projects are not homeless dedicated and we will set it up as a Project Type of “Other”.

Homeless Dedicated:

All three conditions are met for ES Overflow projects. None of the conditions are met if the project is an Emergency Rental Assistance project.

New Project Start Date:

Enter a date after 4/2/2020.

Bed and Unit Counts:

Unless your Emergency Shelter Overflow project is a single-site facility with a set number of beds, leave this section blank.

Funding Source:

Select “Local or Other Funding Source (please specify below)” by specifying the funding source and the grant start date.

 

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2.1. Screening Tool Workflow