Minnesota UDEs and Program Specific Data Elements
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Question Text or Name
Short Name
Program
Data Collected About
When the Data Are Collected
Answer Options
Rationale
Data Collection Instructions
Question Series and Dependencies, if applicable
County where resides
County where resides
MN Universal Data Element (UDE)
HoH Only
Project Start
Update

[Picklist of all MN counties]

To link client household data to the relevant Minnesota county. Necessary to improve counts of persons who are served within a CoC that operates across multiple counties

Select the county where the head of household is staying at the time of project entry. A new County where resides record must be created at any time during a project stay if a client moves into a different county while enrolled.

Extent of homelessness by Minnesota's definition on the day before program entry
Extent of Homelessness
MN Universal Data Element (UDE)
HoH and Other Adults
Project Start
1.
Not currently homeless

Not currently homeless can be used for homelessness prevention projects.

State (Location of prior residence)
Prior Permanent Residence Series
MN Universal Data Element (UDE)
HoH and Other Adults
Project Start

[Picklist of 50 States, Washing, D.C., and Other Country - Outside US]

A permanent address is an apartment, house, or room where the client last lived for 90 days or more. Shelters and time-limited housing are not permanent addresses.

County of prior residence (MN only)
Prior Permanent Residence Series
MN Universal Data Element (UDE)
HoH and Other Adults
Project Start

[Picklist of all MN Counties]

A permanent address is an apartment, house, or room where the client last lived for 90 days or more. Shelters and time-limited housing are not permanent addresses.

City of prior residence (MN only):
Prior Permanent Residence Series
MN Universal Data Element (UDE)
HoH and Other Adults
Project Start

[Lookup field of all Minnesota Cities]

A permanent address is an apartment, house, or room where the client last lived for 90 days or more. Shelters and time-limited housing are not permanent addresses.

If Native American, of which tribe are you an enrolled member?
Tribal Membership
MN Universal Data Element (UDE)
All Clients
Record Creation
1.
Lower Sioux Indian Community in the State of Minnesota

To connect and refer tribal members to available services and to assist Tribal Nations with obtaining accurate homeless data.

If the client self-identifies as “American Indian, Alaska Native, or Indigenous” as one of the Race and Ethnicity categories, then a response to “If Native American, of which tribe are you an enrolled member?” is required. If none of the client’s self-identified racial categories are “American Indian, Alaska Native, or Indigenous,” the question can be left unanswered.

Race
Have you been referred to the Homeless Veteran Registry?
Veteran Question Series
MN Universal Data Element (UDE)
Adult Clients Only
Project Start
1.
Yes

A veteran is someone who has served on active duty in the armed forces of the United States. This does not include inactive military reserves or the National Guard unless the person was called up to active duty. The questions below attempt to enumerate these distinctions, and this is why it is asked in addition to Veteran Status (3.07).

This should be updated for clients who turn 18 while participating in the program on the Entry Assessment into the project. Has client ever served on active duty in the U.S. Armed Forces (e.g. served in full-time capacity in the Army, Navy, Air Force, Marine Corps, or Coast Guard) OR served in the National Guard or as a reservist?

Did you serve on Active Duty, or in the National Guard or Reserves?
Did you serve on Active Duty, or in the National Guard or Reserves?
Veteran Question Series
MN Universal Data Element (UDE)
Adult Clients Only
Project Start
1.
No

A veteran is someone who has served on active duty in the armed forces of the United States. This does not include inactive military reserves or the National Guard unless the person was called up to active duty. The questions below attempt to enumerate these distinctions, and this is why it is asked in addition to Veteran Status (3.07).

This should be updated for clients who turn 18 while participating in the program on the Entry Assessment into the project. Has client ever served on active duty in the U.S. Armed Forces (e.g. served in full-time capacity in the Army, Navy, Air Force, Marine Corps, or Coast Guard) OR served in the National Guard or as a reservist?

Domestic Violence
Domestic Violence
MN Universal Data Element (UDE)
HoH and Other Adults
Project Start
Update

Starting July 1, 2019, MN opted to consider this HUD Common Program Specific Data Element as a Minnesota Universal Data Element. While MN can't make edits to this question, it can change the collection requirement(s). For details about this data element, please see the 4.11 Domestic Violence section on HUD's HMIS Data Standards Tool.

Rationale (from HUD Data Standards): To indicate whether heads of household and other adults served are survivors of domestic violence. Ascertaining whether a person is a survivor of or fleeing from domestic violence is necessary to provide the person with the appropriate services to prevent further abuse and to treat the physical and psychological injuries from prior abuse. Also, ascertaining that a person may be experiencing domestic violence may be important for the safety of project staff an

Other - Help - Cannot find question (this item is used for the Feedback Form, ignore otherwise)
MN Universal Data Element (UDE)
MN HSG / MHFA LTH
DHS LTHSSF
MN HSG / MHFA FHPAP
DHS HS (all)
DHS HS (Housing and SSO)
DHS OEO THP
DHS OEO HYA YSH
DHS OEO HYA (all)
DHS SOR
DHS OEO ESP (HUD)

This item is used for the Data Element Feedback Form.

COVID-19 Survey (Optional Tool)
COVID Sub-assessment
MN Universal Data Element (UDE)
Optional Data Collection
All Clients
Occurrence

Read this article for questions and answers that are included in the COVID-19 Survey.

ICA developed a series of questions in consultation with a range of sources, including local agencies and the Minnesota Department of Health. This is an optional Survey within a client’s record in ServicePoint (HMIS). The Survey allows you to input the following information into HMIS related to COVID-19.

The COVID-19 Survey is an optional tool to support local pandemic response efforts. If using the tool, complete for all household members. Unless updating a previous survey to add test results or end dates of symptoms/isolation, complete a new survey.

How long has it been since you left stable housing that lasted for a year or more?
Previous Stable Housing
DHS LTHSSF
MN HSG / MHFA LTH
DHS HS (all)
HoH and Other Adults
Project Start
1.
Less than 3 months

To capture the breadth of homelessness by understanding how long a person

Intake staff should ask clients about their history of stable housing. Where ‘stable housing’ refers to owning a home or being on a lease. Stable housing does not include doubled up/couch hopping1 , transitional housing, or a stay in an institution. A definition of ‘stable housing’ does not include time-limited housing like transitional housing (TH), because TH is not considered “permanent stable housing.” The response should reflect the time since the person left the last stable housing they we

Client Residence
Client Residence Sub-Assessment
MN HSG / MHFA LTH
DHS LTHSSF
DHS HS (Housing and SSO)
DHS SOR
HoH Only
Project Start
Update
Project Exit

See a visual of all data collected in this sub-assessment here: MN Housing LTH User Guide page 6

To track a client’s residence while enrolled in a specific project.

  • Record all moves that change the Current Residence Status while client is in your project.
Housing Cost
Housing Cost Sub-Assessment
MN HSG / MHFA LTH
DHS LTHSSF
DHS HS (Housing and SSO)
HoH Only
Project Start
Update
Project Exit

See a visual of all data collected in this sub-assessment here: MN Housing LTH User Guide page 10

To track changes to the amount a client pays for rent.

  • Head of Household (including Singles and Youth) in Site Based or Scattered Site Supportive Housing
Housing Subsidy Information
Housing Subsidy Information Sub-Assessment
MN HSG / MHFA LTH
DHS LTHSSF
DHS HS (Housing and SSO)
DHS SOR
HoH Only
Project Start
Update
Project Exit

See a visual of all data collected in this sub-assessment here: MN Housing LTH User Guide page 11

To track a client’s housing subsidy while enrolled in a specific project

  • Head of Household (including Singles and Youth) in Site Based or Scattered Site Supportive Housing
Self-Sufficiency Outcomes Matrix (SSOM)
The Matrix
DHS HS (Housing and SSO)
DHS LTHSSF
HoH and Other Adults
Project Start
Update
Project Exit

The SSOM can be a useful engagement tool to work with participants to identify needs and goals. Additionally, the reports generated from this data provide a record of individual participant needs, progress, and outcomes.

All domains are required to have a 1-5 response unless the client is not parenting or does not have school-aged children. If client is not parenting or does not have school-aged children, answer N/A for Child Care and/or Children’s Education domains. For detailed information on assessing domains, contact DHS directly. Ask the client how they would rank themselves, while showing/reading them each option in each of the categories based on the short form, found here: http://hmismn.org/s/MN-Self-Suf

Does client have a disabling condition by DHS Housing Support Standards?
Does client have a disabling condition by DHS Housing Support Standards?
DHS HS (all)
All Clients
Project Start
1.
Yes

To specify that a person does not have to be certified as disabled by a federal or state government agency to have a disabling condition. Instead, this can be a condition, illness or injury that limits a person’s self sufficiency.

Collect information from the client to determine the answer to this question.

MAXIS ID
MAXIS ID
DHS HS (all)
HoH Only
Project Start

[Number Field]

MAXIS is a computer system used by state and county workers to determine eligibility for public assistance and health care. For cash assistance and food support programs, MAXIS also determines the appropriate benefit level and issues benefits. Recording the MAXIS ID in HMIS allows staff to easily look up client information across systems that they have access to.

Collect MAXIS ID information.

Application Submission Date
Application Submission Date
MN HSG / MHFA FHPAP
HoH Only
Project Start

[Date Field]

This tracks number of days from application submission date to Housing Move-in Date.

  • Project Type Applicability: Rapid Re-Housing, Homeless Prevention, and Street Outreach
City where resides
City where resides
MN HSG / MHFA FHPAP
HoH Only
Project Start

[Lookup of all MN Cities]

  • Project Type Applicability: Rapid Re-Housing and Homeless Prevention
Minnesota Homeless Prevention Assessment Tool (M-PAT)
M-PAT
MN HSG / MHFA FHPAP
HoH Only
Project Start

https://www.hmismn.org/s/FHPAP-Prevention-Assessment-Tool-Guide.pdf

Percent of Income Spent on rent
Percent of Income Spent on rent
MN HSG / MHFA FHPAP
HoH and Other Adults
Project Exit
1.
30% or less of income

To determine the percent of income spent on rent upon exiting the project into stable living.

  • Project Type Applicability: Rapid Re-Housing and Homeless Prevention
Services with a Financial Value
Services with a Financial Value
MN HSG / MHFA FHPAP
HoH Only
Occurrence
  • Rent Payment Assistance (BH-2800.7000): Short-term rent assistance.

Service Transactions are required to track number of financial services provided through FHPAP funding.

  • The service end date must be at least one day after the service start date, even if it is a one-time service.
Was youth assisted in completing a case plan?
Outcomes Measured - Case Planning
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Does youth have GED or High School Diploma?
Outcomes Measured - Education
DHS OEO HYA (all)
HoH Only
Project Start
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Is youth attending post-secondary education classes?
Outcomes Measured - Education
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Is youth attending High School or GED classes?
Outcomes Measured - Education
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Was youth provided education-related services during the reporting period?
Outcomes Measured - Education
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Was youth employed as of project start date?
Baseline Outcomes Measured
DHS OEO HYA YSH
HoH Only
Project Start
Was youth employed at any point in the reporting period?
Outcomes Measured - Employment
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Was youth provided employment-related support services?
Outcomes Measured - Employment
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Was youth provided support in connecting and building relationships with family during the reporting period?
Outcomes Measured - Family Reunification and Permanent Connections
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Was youth provided support in connecting and building a stable relationship with a positive, supporting adult (other than family or agency staff)?
Outcomes Measured - Family Reunification and Permanent Connections
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Is the youth eligible for extended foster care benefits?
Outcomes Measured - Foster Care Benefits
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

If yes, is the youth accessing or in the process of accessing extended foster care benefits?
If yes, is the youth accessing or in the process of accessing extended foster care benefits?
Outcomes Measured - Foster Care Benefits
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Is the youth eligible for extended foster care benefits?
Does the youth have identified healthcare (including mental health) providers and/or is connected to a clinic?
Outcomes Measured - Medical
DHS OEO HYA (all)
HoH Only
Project Start
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Has the youth exchanged sex acts for money, a place to stay, clothing, food, drugs, transportation, or other things to meet their needs?
Outcomes Measured - SEY/SEX Trafficking
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

If yes, has the youth been offered or referred to Safe Harbor Services?
If yes, has the youth been offered or referred to Safe Harbor Services?
Outcomes Measured - SEY/SEX Trafficking
DHS OEO HYA (all)
HoH Only
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Has the youth exchanged sex acts for money, a place to stay, clothing, food, drugs, transportation, or other things to meet their needs?
Does youth have State ID or Tribal ID card?
Outcomes Measured - Vital Documents Portfolio
DHS OEO HYA (all)
HoH Only
Project Start
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Does youth have Social Security Card?
Outcomes Measured - Vital Documents Portfolio
DHS OEO HYA (all)
HoH Only
Project Start
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Does youth have their Birth Certificate?
Outcomes Measured - Vital Documents Portfolio
DHS OEO HYA (all)
HoH Only
Project Start
Update
1.
Yes

 Outcomes can be updated throughout the individual’s participation in the program. A response of “yes” or “no” is required for every single outcome area listed in the Outcomes Measured section. “Yes” indicates the client accomplished the outcome. “No” means they are either not focused on that outcome or are making progress, but the outcome has not yet been achieved. See Adding Outcomes section for detailed instructions on entering Outcomes in HMIS. 

Was the household asked to leave the program?
Was the household asked to leave the program?
DHS OEO THP
DHS OEO HYA YSH
HoH Only
Project Exit
1.
Yes

Clients who are exited on or after 7/1/2018 should have this question answered on the Exit Assessment. Record whether the household was asked to leave and if so, provide the reason.

If yes, what was the reason the household was asked to leave the program?
If yes, what was the reason the household was asked to leave the program?
If yes, what was the reason the household was asked to leave the program?
DHS OEO THP
DHS OEO HYA YSH
HoH Only
Project Exit
1.
Non-payment of rent

Clients who are exited on or after 7/1/2018 should have this question answered on the Exit Assessment. Record whether the household was asked to leave and if so, provide the reason.

Was the household asked to leave the program?
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