HUD (United States Department of Housing and Urban Development) housing statistics provide critical data on how tax dollars are used to support people in need. The 2021 Housing Tenant Characteristics revealed that out of all the tenants living in Housing Credit properties, 24.4% were White, 27.3% were Black, 10.8% were Hispanic, and 1.3% were American Indian or Alaska Native. These hard facts help the government understand where gaps in equality persist.
The only way HUD can gain these critical benchmarks is through HMIS (Homelessness Information Management System) reporting for Continuum of Care (CoC) and other homeless initiatives. HUD compliance is mandatory, as it helps deliver continued access to federal funding and allows nonprofits to deliver essential services to vulnerable populations.
HUD reporting requirements can be difficult to decipher. HUD admits to temporary data errors for different parts of their reports, including specific unit status at public housing agencies (PHAs). That's why PlanStreet's HMIS software is HUD-compliant, to alleviate these burdens and deliver top-of-the-line data for the fight against homelessness.
What Is HMIS Reporting and How Does It Work?
HMIS reporting is the process of collecting, organizing, and submitting standardized data about individuals and families experiencing homelessness and the services provided to them.
All of this information is collected in an HMIS, which includes:
- Client intake forms
- Assessments
- Service delivery
- Exit information
If collected manually through paper forms, it requires heavy administrative time to translate into HUD-required reporting.
CoCs need automated solutions that start every client digitally, avoiding manual data input that can be riddled with errors (the average error rate is 1%). Error rates can fluctuate if the data entered is complicated, if the person entering is in a rush or tired, or if someone's handwriting is hard to read.
The Challenges of HUD and HMIS Reporting
Manual entry is just one of the many struggles CoCs face in homelessness data management. Some of the common challenges include:
- Data Communication Across Stakeholders: It can be difficult to glean all the information needed if it's not collected at a single source. For example, in HUD's Pay for Success (PFS) model, L.A. county was able to collect critical jail data because of the long-standing relationship with partner agencies. However, in Alaska, it was difficult to collect critical homelessness data because partners were not engaged.
- Incomplete Data: It can be difficult to accumulate all of the resources needed to drive a reduction in homelessness. Less than a third of respondents to the Community Solutions survey felt that their HMIS reports collected all of the information they needed to end homelessness.
- Lack of Technical Training: Many CoCs struggle to understand the depth of the software they're using. Clunky, outdated legacy systems make it difficult to customize reports to fit HUD needs, and more importantly, the information needed to drive decision-making.
- Inconsistent Data Standards: When different departments, such as police, hospitals, and shelters, have different definitions for each data point, it can be difficult to synthesize the information for HUD reports.
Paired with tight deadlines for reporting, CoCs are stuck spending hours on paperwork rather than client planning.
4 Ways PlanStreet Supports HUD Compliance
It's critical for homeless service providers to choose a HUD case management software built to streamline common issues. PlanStreet is one of the best software options on the market for HUD-compliant data management. Entire counties can adopt PlanStreet to standardize intake, exit, and service data collection.
PlanStreet simplifies and streamlines HUD compliance with the following tools.
1. Seamless Data Capture for HUD-Mandated Fields
Data sharing and interoperability become seamless with PlanStreet. Our software includes pre-built forms and templates to correspond exactly with HUD's universal and program-specific data elements. Your agency will never miss a data point required for compliance.
2. Automated HUD-Compliant Report Generation
When it's time to file reports, PlanStreet takes the stress off your plate. Simply click the type of report you want, and PlanStreet generates it automatically. Plus, with automated data validation, it checks for completeness and accuracy in real time. If something is missing, it will be flagged. It also confirms there are no typical user errors, ensuring every piece of data is correct before submission.
3. Import and Export Capabilities for CoC Systems
When you switch to PlanStreet, you don't have to worry about losing any previous data. Our team helps import client and case data without losing existing information. The system supports configurable intake and assessment forms that can be mapped to HUD-mandated data fields, ensuring imported data aligns with CoC and HMIS requirements.
Additionally, information can be exported to be shared across agencies within a CoC network. This includes HUD reports like the CoC Annual Progress Report (APR) and Emergency Solutions Grants (ESG) CAPER.
4. Secure and Auditable Data
CoC agencies and government-funded organizations need top-of-the-line security features compliant with HUD's requirements. PlanStreet goes above and beyond, with:
- FedRAMP Ready: Our cloud platform meets federal security standards, including NIST 800-53 controls.
- Encryption: FIPS 140-3 validated encryption protects data in transit and at rest.
- Role-Based Access Controls: Access to data is limited by configurable permissions based on user roles.
- HIPAA and HITRUST Compliance: The standard for healthcare-level data.
Additionally, agencies that spend over $750,000 of federal funding are required to submit an audit. PlanStreet gives you the reporting tools needed to show how every dollar was spent.
Real-World Impact on Agencies: The Women's Housing Economic and Development Corporation (WHEDco)
WHEDco is a community nonprofit based in the Bronx, NY, that creates and maintains affordable housing. However, they struggled with data management, burdened by labor-intensive participant and outcome-tracking processes. The staff spent excessive time compiling manual reports.
They turned to PlanStreet to streamline staff workflows and synthesize processes. After implementing our platform, they have:
- Built-in analytics to automatically track KPIs, monitor outcomes, and remain compliant.
- A single platform to manage programs and review records.
- Custom workflows for intake, assessment, service delivery, and follow-up, increasing efficiency.
Now, WHEDco is thrilled to work with more accurate data, higher staff efficiency, and data-driven decision-making.
Want to learn more? Read our full case study.
Simplify HUD Compliance With PlanStreet
HUD compliance doesn't have to strip all the time out of your day. With PlanStreet's comprehensive HUD case management system, you can easily collect all the data you need to remain compliant, starting with the first intake form and ending with the final exit interview.
Change your agency's HUD reporting for the better and schedule a demo with PlanStreet today.
Frequently Asked Questions
To simplify CoC data reporting for your agency, implement an HMIS reporting software like PlanStreet. We can help you stay compliant with HUD by simplifying data collection, easing administrative burdens.
- PlanStreet provides pre-configured HUD-compliant data fields and intake forms that automatically capture required information, so you don't have to cross-check data.
- Automatic generation of HUD-required reports such as the APR and ESG CAPER.
- With case management and grant tracking on one platform, agencies can monitor client progress, outcomes, service delivery, and spending allocation in relation to HUD funding.
CoCs track and report homelessness data through a variety of methods. The HMIS collects client-level data on individuals and families experiencing homelessness across shelters, outreach, and housing programs. Annually, they also complete Point-in-Time (PIT) Counts, where a CoC measures how many people are experiencing homelessness in a single area in one night.
Required HUD reports for CoCs include the APR, ESG CAPER, and System Performance Measures (SPMs) using data from HMIS and PIT counts. These reports help HUD assess each program's effectiveness, funding usage, and system outcomes.