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Updates and Reminders to HUD's Data Submission Timeline for CoCs

In October 2019 HUD’s Office of Special Needs Assistance Programs (SNAPS) announced a data collection timeline. Consistent with our commitment to be transparent HUD is announcing some updates and reminders to that calendar:

System-wide Report Open Date Completion Date
2020 HIC and PIT Count Data Submission in HDX 1.0 March 9, 2020 April 30, 2020
FY 2019 LSA Preparatory Work with HMIS Software Providers Early March 2020 June 2020
FY 2019 LSA Submission in HDX 2.0 Early July 2020 Early August 2020
FY 2019 LSA Data Cleaning and Confirmation in HDX 2.0 Early August 2020 Early September 2020

Meeting the data submission deadlines for the Housing Inventory Count (HIC), Point-in-Time (PIT) count, and Longitudinal Systems Analysis (LSA) has historically been a factor considered by HUD in the annual Continuum of Care (CoC) Program Competition. CoCs should consider the amount of time it may take to compile and enter information needed to meet the 2020 reporting requirements.

Before each deadline:

  • CoCs should review the list of timelines above, and work with CoC Program recipients and HMIS Leads to prepare for annual reporting requirements.
     
  • Homeless Management Information System (HMIS) Leads should work with their vendors to ensure they have access to the necessary reports and materials for their CoCs to meet upcoming deadlines. Leads should communicate regularly with the Continuum and CoC Program recipients to ensure that all stakeholders are informed and prepared.
     
  • CoC Program Recipients should monitor their projects’ data quality.

Note: HIC and PIT count data are submitted through the original Homelessness Data Exchange (HDX) “1.0.” The LSA is submitted through HDX 2.0. Please be sure you are visiting the correct site and updating your credentials as necessary. The two sites do not share passwords, so you will need to maintain/update two separate passwords – one for each site. View more information about HDX 1.0 and 2.0 on the HUD Exchange.


Coordinated Entry Data Collection

As the last part of the most recent HMIS Data Standards implementation, HUD expects CoCs to have the Coordinated Data Entry elements programmed in HMIS by April 1, 2020. The first reports associated with this data should be available by October 1, 2020.

We have talked to many CoCs and HMIS partners about concerns with meeting the implementation deadline. Some CoCs have expressed that this is a technical issue because it takes time to transition elements the CoC has been collecting over the past few years to HUD’s requirements. This is also an issue with implementation because CoCs need time to educate their stakeholders and train them on their process. We understand that many CoCs are using this update to the data standards to make other changes to their coordinated entry process. We have also heard from many CoCs that the absence of programming specifications tied to HUD’s Annual Performance Report (APR) for Supportive Services Only (SSO) Coordinated Entry grants is causing confusion about what HUD expects CoCs to report. These conversations were very helpful in understanding the competing demands and constraints CoCs are facing.

HUD has decided it will continue with the April 1, 2020 implementation date. The core reason is to inform CoCs what HUD’s expectations are and to have HMIS available to meet the technical need. However, HUD is aware that the initial data collection, including HUD’s APR, will have data quality issues that are normal with these kinds of transitions. HUD accepts the reality that CoCs will still be in the process of training local partners and educating partners on effective coordinated entry data collection. CoCs should continue to prioritize training and implementation and include proper data collection as part of that training process. HUD will work with its local Field Offices to understand this expectation that the first year of APRs for SSO Coordinated Entry grants will have more data quality issues.


Resources

Updated guidance on collecting and entering HIC and PIT data via the HDX will be posted to the PIT and HIC Guides, Tools, and Webinars page on the HUD Exchange website in advance of the open date in HDX. Updated LSA resources and guidance will be posted to the LSA Tools and Guidance page on the HUD Exchange in the coming months.


Questions

If you have any questions about system-wide data submission processes, please visit the Ask A Question (AAQ) portal. Under “My question is related to”: select “HDX Homelessness Data Exchange (including AHAR, HIC, LSA, PDX, PIT, Stella, Sys PM)”.

Note: Please submit your questions early. Due to high volumes near the deadline, HUD may not be able to respond until after the deadline.


The contents of this document, except when based on statutory or regulatory authority or law, do not have the force and effect of law and are not meant to bind the public in any way. This document is intended only to provide clarity to the public regarding existing requirements under the law or agency policies.

         
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