HPSP (Homelessness Prevention and Stabilization Pilot) Data Entry Guide

Elizabeth Duong

Oct 18, 2024

Background

The Homelessness Prevention and Stabilization Pilot (HPSP) Program combines homelessness prevention and robust case management aimed at promoting housing stability. Homelessness Prevention is a short-term (no longer than 12-months) financial intervention program provided to households made up of individuals or families at risk of homelessness or experiencing a housing crisis. The goal is to achieve housing stability, to pay rental arrears, past due utility bills (electricity, gas, water, and trash), and forward rent and/or utility bills based on financial need. The robust case management focuses on developing financial stability and supportive services plans to identify community-based programs and resources that support the household in achieving housing stability. The expected program enrollment for households will be 12-months, based upon need and evaluated on a quarterly basis.

Agencies that are participants in the United Way's HPSP projects have specific data collection requirements that must be completed in HMIS. In addition to the HUD standard data collection, agencies are required to answer supplemental entry questions, complete Individualized Housing Stability Plan (IHSP) and Stabilization Survey assessments, and enter services.

HPSP Training

This video contains most but not all of the same information in this article.

Accessing the HPSP Projects

Data for the HPSP projects need to be entered under the Orange County United Way (OCUW) agency, as they manage these projects. To complete data entry for the HPSP projects, click on the agency dropdown beneath your name in the top right corner of the HMIS screen, and select Orange County United Way. If you need access to enter data for the HPSP projects and the Orange County United Way is not available in this dropdown, please inform your HMIS Agency Admin. Your HMIS Agency Admin will need to communicate with OCUW's HMIS Agency Admin to review and approve your access.

Agency Assignment by District

Each agency participating in HPSP has been assigned a specific district or districts where they will be serving households. Each district is set-up as a separate HPSP project in HMIS. Agencies should only be completing HPSP data entry for the district(s) they have been assigned.

District 1: Abrazar
District 2: Mercy House, Families Forward, Pathways of Hope, Abrazar
District 3: Families Forward
District 4: Pathways of Hope
District 5: South County Outreach

HPSP Entry Questions

HPSP entry questions are answered on the Enrollment screen at the time a Head of Household is enrolled in the project. If you have questions about the enrollment process, please review the Enrolling Clients in a Project article.

A custom question has been added to the entry screen to capture the agency that is working with the household

Assessments

Stabilization Survey Assessment

The Stabilization Survey Assessment is designed to identify a client’s various strengths and barriers in the areas of:

Housing and Basic Utilities
Landlord mediation and Tenant Education
Income and Expenses
Employment
Savings
Debt
Credit Score
Health and Wellbeing
Child Stability
Legal
Transportation

The survey is also intended to allow the case manager to build rapport with the client by discussing these important components of their wellbeing. This survey should naturally lead to discussion on goals and the creation of the Individualized Housing Stability Plan (IHSP), which is detailed below. For this reason, the first time these assessments are completed, the Stabilization Survey should be completed first.

Here are some additional components related to the Stabilization Survey Assessment:

First Assessment must be completed within 21 days of enrollment and then quarterly
Responses will cascade to the next assessment to minimize data entry
All fields are required, but there is an option for client prefers not to answer

The Individualized Housing Stability Plan (IHSP)

The Individualized Housing Stability Plan (IHSP) Assessment is designed track and develop SMART (Specific, Measurable, Achievable, Relevant, and Time Bound) goals. The goal categories are the same as the areas in the Stabilization Survey (see above list). This is intended to aid the Case Manager in facilitating a goal setting conversation based on the identified areas of need.

Here are some additional component related to the IHSP Assessment:

First Assessment must be completed within 21 days of enrollment and then monthly
Responses will cascade to the next assessment to minimize data entry
Case Manager sets goal(s) with client, determines strategy(ies) to reach goal, as well as target and achieved dates for each strategy. Once all strategies are complete or the goal has otherwise been completed, mark goal as complete.
When there is an update to the client’s IHSP, including adding a goal, editing a goal, or achieving a strategy or goal, Case Managers should create a new IHSP to record this change. Case Manager does not need to update previously created IHSPs.
Status of fields included in the IHSP Assessment
- Assessment Date: Required
- First IHSP Date: Required
- Barriers: Required
- Strengths and Resources: Required
- Goal 1 Category: Required
- Goal 1: Required
- Goal 1 Strategy 1: Required
- Goal 1 Strategy 1 Target Date: Soft Required
- Goal 1 Strategy 1 Achieved Date: Soft Required
- Goal 1 Strategy 2: Soft Required
- Goal 1 Strategy 2 Target Date: Soft Required
- Goal 1 Strategy 2 Achieved Date: Soft Required
- Goal 2 Category: Optional
- Goals 2-4: Optional
- Total Monthly Income: Required
- Total Monthly Expenses: Required
- Total Savings: Required
- Total Debt: Required
- Average Credit Score: Soft Required
- Is client from District 2 or 3 and received stability payments: Soft Required
- Payment has gone toward: Optional (only displays if Case Manager selects they are receiving the stability payments)

To access the assessments in HMIS, please follow the steps below.

Navigate to the Assessments tab under the Head of Household's HPSP program enrollment.
Click Start next to the assessment you wish to complete and input the participant's responses.

Services

HPSP Provider will complete the HPSP Referral and Linkage Services

At least one referral/linkage must be provided within 90 days of enrollment
HPSP Referrals and Linkages
- Housing
- Utilities
- Tenant Education
- Credit Counseling
- Benefits Support
- Employment
- Physical Health care
- Behavioral Health Care
- Childcare
- Legal Services
- Transportation
- Education
- Other

OCUW Staff will complete the HPSP Financial Assistance Services

Event Date: when submission occurred/created
Expense Date: payment dispersed
Stabilization payments are only available for Districts 2 & 3

HPSP Direct Financial Assistance Payments
- Rental Arrears
- Forward Rent
- Past Due Utility Bills
- Future Utility Bills
- Internet Bill Debt
- Internet Forward Bills
- Rental Deposits
- Utility Deposits
- Childcare
HPSP Stabilization Payments
- Stabilization Payments
- Default Expense Amount $400

To access these services in HMIS, please follow the steps below.

Navigate to the Provide Services tab under the Head of Household's HPSP program enrollment.
Select the service category of the service you would like to enter.
Select the service item that you would like to enter.
Enter the Date of the service. Enter in the additional details such as Expense Amount as needed.
Enter any notes related to the service.
Select the Submit button.

The other option to enter in the HPSP Stabilization Payments service is through the Attendance-Based screen. The Attendance Module provides a way to record, view, and manage attendance-based (daily attendance or multiple attendance) services for several participants at once for one or more dates.

HPSP Stabilization Payments
- Stabilization Payments
- Default Expense Amount $400

To access the Attendance Services in HMIS, please follow the steps below.

Navigate to the Launch Pad and select the Attendance icon.
Hoover next to the HPSP Stabilization Payments: Stabilization Payments service and click on the Edit icon.
The date will default to today's date, adjust the date as needed to record the dates the participant was provided HPSP Stabilization Payments.
Use the Client Search bar to search the HPSP participants that received HPSP Stabilization Payments assistance.
Click on the Add to record the service.
When you select a new date, you will see a list of participants that were offered this service within the last 4 months. You can click the Add to record the service as they are provided to the participants.