Information on DTA's HMIS

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CSPTech Massachusetts Homeless Management Information Systems (HMIS)

HMIS: Homeless Management Information Systems

Center for Social Policy
McCormack Graduate School 
University of Massachusetts Boston
100 Morrissey Blvd.
Boston, MA 02125-3393
Phone: (617) 287 5550
Fax: (617) 287 5544

DTA and Other HMIS Solutions in Massachusetts

Through CSP's New England Regional Technical Assistance contract and as a service to homeless management information system (HMIS) implementers in Massachusetts, this page has been developed to provide information on the HMIS currently under development by the Massachusetts Department of Transitional Assistance (DTA). CSP has gathered information through ongoing discussions with DTA as well as at several forums hosted by DTA around the state.

We also provide information on other HMIS solutions currently operating in Massachusetts, and the extent to which their system will be able to interact with DTA's sytstem for statewide reporting. We surveyed these providers via email.

Disclaimer: This page contains information as reported by the representives of the organizations listed. Neither the Center for Social Policy and HUD has independently verified the information provided. In addition, the Center for Social Policy or HUD does not officially endorse the use of any particular HMIS solution.

Notes from DTA Sessions in Boston 4/11/05 and Worcester 4/13/05

Merging records / Unduplicated Count
General Functionality
Reporting
Sending Data to DTA
Security
Technical Assistance
Steering Committee and Inter-agency Issues

Matt Simmonds, SimTech Solutions, provided an overview of DTA's new HMIS system to Continuum of Care representatives. Audience members were given an opportunity to ask questions.

Merging records / Unduplicated Count

Q: Will the system have the ability to merge duplicate records?
A: Yes, the system will have tools that will assist users with identifying potential duplicates and merging duplicate records if necessary.

Q: How will you get an unduplicated count?
A: The HUD minimal data elements will be used. DTA will use a weighting system (to be determined later) for each element

General functionality

Q: Would an agency need to re-enter data for the bed register each night?
A: No. You can use the system to pre-fill tomorrow's list

Q: When you enter a name, will you get potential matches?
A: Yes, the more letters you enter, the smaller the subset

Reporting

Q: Can agencies build custom reports?
A: Data can be downloaded into spreadsheets and agencies can run their own queries. Additional reporting features will be included in later versions.

Q: Will a Continuum be able to access aggregate data?
A: Yes.

Sending data to DTA

Q: If an agency wishes to upload data to DTA, how will it get delivered?
A: The vendor would need to send it in DTA's required format (likely HUD's XML schema).

SuperNOFA and HUD requirements

Q: HUD is very interested in getting a bed count in our community. Will DTA be able to help with that? A: A Steering Committee will be formed and this is a good issue for them.

Security

Q: Is the system open to DTA staff?
A: Yes, certain DTA staff members will have access. DTA stressed that they want to ensure that there are no breaches in security and will have systems in place to ensure that.

Q: Will DTA develop guidelines for security for providers and Continua?
A: Yes.

Q: Will people at the Continuum level be able to see identifying information?
A: Yes, contingent on agreements being signed. Agencies will specify who gets to see the data.

Q: Can you talk about some of the security features?
A: Organizations will need ids to access the system. Staff members must have passwords. Data transmission will be secured by 128-bit encryption.

Technical Assistance

Q: Will there be ongoing Technical Assistance
A: DTA will support the application

Steering Committee and Inter-agency issues

Cushing Giesey, DTA Attorney, spoke about the establishment of a Steering Committee, confidentiality and agreements for data sharing. DTA would like representation from all Continua for the Steering Committee. DTA is also developing Standard Operating Procedures that could be tailored to each Continuum and a number of agreements including an agency participation agreement, user agreement, interagency agreement with other state agencies and a client consent form. The following are some of the questions that followed the presentation:

Q: How will non-domestic violence shelters handle data entry for clients who may have experienced domestic violence?
A: That is an issue that could be discussed by the Steering Committee.

Q: Can fields in records get populated through information from other state agencies? For example, if someone is receiving Medicaid and a Case Manager leaves that blank, will it automatically fill in?
A: At this point, no. The Case Manager will control what gets put in. The Steering Committee will make decisions about interagency data sharing.

Q: Do agencies need to fill in HIV/AIDS status?
A: It is a HUD required field.

CSP Note: HIV/AIDS is a required "program-level" field for HUD-funded programs required to complete an Annual Progress Report (APR). However, it is not a "Universal" field that everyone is expected to complete, and it will not be part of the Annual Homeless Assessment Report (AHAR). However, the more generic "Disability" field is a Universal data element.

Q: Will clients know that information is being shared with other agencies?
A: Yes.

Q: Can agencies influence the Standard Operating Procedures? For examples, can agencies determine when it is not in the best interest of clients to share their data with other state agencies?
A: Yes, but if law requires disclosure then DTA must disclose.

Information on Other HMIS Solutions

CSP surveyed three HMIS solution providers currently operating in Massachusetts in order to learn more about their products, level of compliance, and ability to integrate with DTA. While these three solutions are operating in Massachusetts, there are numerous other solutions in use around the country.

For information on over 25 HMIS solutions, see the "Product Info" page on http://www.hmis.info, developed under HUD's National HMIS Technical Asssisntance Initiative. Since DTA is using HUD's National HMIS XML schema, which is being used elsewhere around the country, other solutions may also be able to export to the format. To learn more about this schema, which was developed by CSP, see our main HMIS page. Several other resources posted on our main HMIS page contain guidance on selecting or switching software, including HMIS Project Management: Topics and Tools, HMIS Consumer Guide, HMIS Electronic Consumer Guide, and HMIS Implementation Guide. CSP has also written a brief overiview of Areas to Consider in HMIS Software Selection.

Q: It appears that DTA will be incorporating data from other sources using a national XML schema. Can your product export data using that schema?
HousingWorks: Yes.
ServicePoint: Bowman currently has an XML schema available for exporting information from its ServicePoint application. If required, Bowman will make accommodations to export in the "national XML" format determined upon resolution of export definitions such as policy and procedure of migrating and translating restricted and open records from unlike systems.
Social Solutions: Yes, we are able to export data using the national XML schema.

Q: Does your product meet the data and security standards laid out in the Federal Register Final Notice of last July? If not, where does it miss? Did you do a thorough analysis of those requirements against your system?
HousingWorks: We meet these standards. We did a thorough analysis.
ServicePoint: Bowman completed a thorough analysis of the Federal Register Final Notice to ensure ServicePoint was compliant with the data and security standards. Note that although the Public Key Infrastructure (PKI) has not been implemented by existing Bowman customers due to the amount of time and cost involved in its deployment and maintenance, the PKI is an option available.
Social Solutions: Yes, we have done a thorough analysis and our system meets the July Federal Register security standards.

Q: Is there any other information about your product that is important for CoC reps to understand regarding the State's shift to running its own HMIS?
HousingWorks: DTA has already stated that it will accept data from HousingWorks. In addition, many DTA staff use the HousingWorks system to search and apply for housing and mainstream benefits. Currently all HousingWorks clients are approaching or at 100% data reporting of clients.
ServicePoint: ServicePoint enhances service delivery by including case management workflow, and the ability to track outcomes of referrals. It allows users to customize intake and assessment screens for specific workflow requirements and share client files with providers of services such as aging, mental health, substance abuse, and disaster recovery. Other features include eligibility screening, and the use of scan cards for entering services. ServicePoint's flexible, multi-level security allows for sharing or securing client information in varied manners.
Social Solutions: Using ETO Software will help organizations reduce duplication of data entry. ETO Software will allow organizations to accomplish case management, outcomes measurement, and deliver HMIS data at the same time. ETO Software will permit organizations to use one system across their entire organization covering multiple program areas and have access to their own data for internal reporting purposes.

Q: What is your website address as you would like it posted should people need further information?
HousingWorks: http://www.housingworks.net/static/brochure.pdf
ServicePoint: http://www.servicept.com
Social Solutions:http://www.socialsolutions.com

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