The universe of HMIS project, client, and enrollment data used to generate the LSA is broad in scope. It uses systemwide enrollment data for HMIS-participating continuum ES, SH, TH, RRH, and PSH projects and includes project descriptor data for OPH projects. It may include enrollments with exit dates and projects with operating end dates as far back as the LookbackDate (ReportStart – 7 years).

The HMIS data required for the LSA are shown below.

---
title: HMIS Data for LSA
---

erDiagram
    hmis_Organization ||--|{ hmis_Project : has
    hmis_Project ||--|{ hmis_ProjectCoC : "operates in"
    hmis_Project ||--|{ hmis_Funder : has
    hmis_Project ||--|{ hmis_HMISParticipation : has
    hmis_Project ||--o{ hmis_Affiliation : "may have"
    hmis_ProjectCoC ||--|{ hmis_Inventory : has
    hmis_ProjectCoC ||--o{ hmis_Enrollment : has
    hmis_Client ||--|{ hmis_Enrollment : has
    hmis_Enrollment ||--o{ hmis_HealthAndDV : "may have"
    hmis_Enrollment ||--o{ hmis_Services : "may have"
    hmis_Enrollment ||--o{ hmis_Disabilities : "may have"
    hmis_Enrollment ||--o{ hmis_Exit : "may have"

    classDef default stroke:#374D7C, fill:#E2EBFF, color:#374D7C

The business logic in this section defines core concepts: report parameters, reporting cohorts, basic criteria for record selection, and identification of household types in various contexts.

Any given enrollment may be relevant for a variety of reporting purposes, each of which has specific criteria, but there is a common set of criteria that applies to the identification of relevant HMIS data in every aspect of LSA reporting.

There are also adjustments to HMIS move-in and exit dates that may be required to resolve conflicts with other HMIS data that apply regardless of how a particular enrollment is being used for reporting.

To simplify subsequent steps and to reduce repetition, the logic associated with selection of valid enrollments and resolution of data conflicts is described here for all HMIS HouseholdIDs active on or after LookbackDate in HMIS-participating continuum ES/SH/TH/RRH/PSH projects that meet the core criteria.

As described, it is a process that creates records in two ‘temporary tables’ – tlsa_HHID and tlsa_Enrollment. They are highly de-normalized and include both HMIS data (e.g., ProjectID) and calculated variables (e.g., HHType) that are set once in these tables and referenced repeatedly in subsequent steps.

  • A record is created in tlsa_HHID for each HouseholdID with columns for frequently used data, including effective/adjusted move-in and exit dates where relevant (section 3.3).
  • A record is created in tlsa_Enrollment for each validated EnrollmentID with columns for frequently used data, including effective/adjusted move-in and exit dates where relevant (section 3.4).

Household type is determined by the ages of household members. The calculation of age and household type is context-dependent – some processes require household type based on ages at project entry; others require household type based on age at the later of project entry or the start of a given cohort period. As described:

There are multiple age columns in tlsa_Enrollment (EntryAge, ActiveAge, etc.) and multiple household type columns in tlsa_HHID (EntryHHType, ActiveHHType, etc.). Descriptions of business logic associated with age and household type processes are not repeated in subsequent sections.

3.1 Report Parameters and Metadata (lsa_Report) 

flowchart LR 


	M1[/User-entered parameters/]
	M2[/Hard-coded vendor data/]
	L2[[lsa_Report]]


	L2:::LSA
	
	M1:::Man
	M2:::Man
	
	M1 & M2 --> L2

	classDef Temp stroke:#FF5978, fill:#FFDFE5, color:#8E2236
	classDef LSA stroke:#FBB35A, fill:#FFEFDB, color:#8F632D 
	classDef HMIS stroke:#374D7C, fill:#E2EBFF, color:#374D7C
    classDef Man stroke:#999999, fill:#EEEEEE, color:#000000
	classDef Box stroke: #999, fill:none, color: #FFFFFF

User-entered report parameters and hard-coded vendor data are included in LSAReport for upload to HDX 2.0. When they are applied in subsequent steps, their source is represented in graphics using lsa_Report. References to individual report parameters are always underlined – e.g., ReportStart – in descriptions of business logic.

Source

User-entered parameters and hard-coded data provided by the vendor.

Target

lsa_Report
ReportID
ReportStart
ReportEnd
ReportCoC
LSAScope
SoftwareVendor
SoftwareName
VendorContact
VendorEmail

Logic

ReportID

ReportID is a system-generated integer that distinctly identifies an instance of LSA output and is repeated in each of the CSV files to confirm that they were produced together.

ReportStart

For the annual year-long LSA submitted to HUD, the report start date must be the first day (October 1) of the fiscal year for which the LSA is being produced.

For submission as the HIC, the report start date must be the date of the count.

It must be possible for a user to select any date on or after October 1, 2018.

The data type for the column is date; values should be formatted as ‘yyyy-mm-dd’.

ReportEnd

For the annual year-long LSA submitted to HUD, this must be the last day (September 30) of the fiscal year for which the LSA is being produced.

For submission as the HIC, this must be the same as ReportStart, i.e. the date of the count.

It must be possible for a user to select any date >= ReportStart. However, since the LSA is resource-intensive, HMIS vendors may limit the ability of users to specify date ranges beyond one year in length.

The phrase “report period,” in the context of this document, refers to the period between ReportStart and ReportEnd, inclusive of those two dates.

The data type for the column is date; values should be formatted as ‘yyyy-mm-dd’.

ReportCoC

CoC Code (ReportCoC) – The HUD-assigned code identifying the continuum for which the LSA is being produced. Users must be able to select one CoC from a drop-down list that includes all 2.03 Continuum of Care Codes for which they are authorized to generate the LSA.

The column is limited to six characters – e.g., ‘XX-999’ – and must match the HDX 2.0 value for the CoC for which the user is uploading data.

LSAScope

LSAScope is a user-selected report parameter.

Value Category
1 Systemwide
2 Project-focused
3 HIC

Systemwide (1) – LSA reporting procedures must identify projects relevant to the LSA based on project types and business logic defined by this document without requiring the user to select individual projects. LSAScope must be 1 for AHAR submissions to HUD.

Project-Focused (2) – Users must be able to specify a subset of one or more HMIS projects such that clients included in reporting are limited to those served in the selected projects. (Reporting on system use and chronic homelessness uses systemwide data regardless of LSAScope.) Projects available to select should be limited to:

  • Continuum projects (ContinuumProject = 1)
  • ES, SH, TH, RRH, and PSH projects (ProjectType in (0,1,2,3,8,13))

HIC (3) – The HIC is a single day report. LSA reporting procedures must identify projects relevant to the LSA based on project types and the business logic defined by this document without requiring the user to select individual projects. LSAScope must be 3 for HIC submissions to HUD.

User-Selected Projects (for Project-Focused LSA)

For a project-focused LSA, the HMIS ProjectIDs for the projects selected by the user are also a parameter. This parameter is applied when selecting PDDE data for export.

SoftwareVendor and SoftwareName

SoftwareVendor and SoftwareName must be hard-coded to ensure that the values are consistent across all HMIS implementations. Both columns are strings; they may not exceed 50 characters and may not include any of the following: < > [ ] { }.

VendorContact and VendorEmail

Vendors may elect to provide contact information or to populate these columns with ‘n/a.’ In either case, VendorContact and VendorEmail must be hard-coded by the vendor. Both columns are strings; they may not exceed 50 characters and may not include any of the following: < > [ ] { }.

3.2 LSA Reporting Cohorts and Dates (tlsa_CohortDates) 

flowchart LR 
	
	A[[lsa_Report]] --> B([tlsa_CohortDates])

    A:::LSA
    B:::Temp

	classDef Temp stroke:#FF5978, fill:#FFDFE5, color:#8E2236
	classDef LSA stroke:#FBB35A, fill:#FFEFDB, color:#8F632D

A ‘cohort’ refers to a group of clients and/or households who meet specific criteria and were served in a given time frame.

The user-entered LSA report period – ReportStart to ReportEnd – defines the active cohort, which includes people and households served in continuum ES, SH, TH, RRH, and PSH projects during that time frame. Reporting in LSAPerson and LSAHousehold is limited to the active cohort.

The LSA is not limited to the active cohort, however; it includes reporting for multiple time frames and cohorts.

LSAExit is limited to reporting on three exit cohorts, which include households who:

  • Exited from a continuum ES, SH, TH, RRH, or PSH project during three cohort time periods; and
  • Were not enrolled in any continuum ES, SH, TH, RRH, or PSH project in the 14 days after exit.

Finally, there are four point-in-time cohorts, which include people and households active in residence (i.e., with a bed night) in continuum ES, SH, TH, RRH, or PSH projects on four specific dates during the report period. Reporting on these cohorts is limited to counts in LSACalculated.

This section defines the logic associated with deriving the cohort periods based on ReportStart and ReportEnd.

Source

lsa_Report
ReportStart
ReportEnd

Source

Cohorts and cohort periods are referenced in subsequent steps using an intermediate data construct/temporary table called tlsa_CohortDates.

tlsa_CohortDates
Cohort
CohortStart
CohortEnd

Logic

Point-in-time cohorts are only included if the relevant date falls between ReportStart and ReportEnd and LSAScope <> 3 (HIC). Exit cohorts are included only if LSAScope <> 3.

Cohort Cohort Type CohortStart CohortEnd
-2 Exit Minus 2 (ReportStart - 2 years) (ReportEnd - 2 years)
-1 Exit Minus 1 (ReportStart - 1 year) (ReportEnd - 1 year)
0 Exit 0 ReportStart If [ReportEnd – 6 months] <= ReportStart, use ReportEnd

Otherwise, [ReportEnd – 6 months]
1 Active ReportStart ReportEnd
10 Point in time 10/31 October 31 of ReportStart year = CohortStart
11 Point in time 1/31 January 31 of ReportEnd year = CohortStart
12 Point in time 4/30 April 30 of ReportEnd year = CohortStart
13 Point in time 7/31 July 31 of ReportEnd year = CohortStart

3.3 HMIS Household Enrollments (tlsa_HHID) 


flowchart LR
	L1[[lsa_Report]] -->	H1[(hmis_Project
    hmis_Participation
    hmis_Enrollment
    hmis_Services
    hmis_Exit)] -->
	T2([tlsa_HHID])


	L1:::LSA
	T2:::Temp
	H1:::HMIS

	classDef Temp stroke:#FF5978, fill:#FFDFE5, color:#8E2236
	classDef LSA stroke:#FBB35A, fill:#FFEFDB, color:#8F632D 
	classDef HMIS stroke:#374D7C, fill:#E2EBFF, color:#374D7C
    	classDef Man stroke:#999999, fill:#EEEEEE, color:#000000
	classDef Box stroke: #999, fill:none, color: #FFFFFF

Not all the HouseholdIDs identified in this step will ultimately be used by LSA reporting processes. Subsequent steps define the specific criteria associated with each step. However, all subsequent steps are based on the following assumptions:

  1. Unless otherwise specified, all LSA reporting[1] is limited to enrollments that meet the core criteria defined in this step; and
  2. Any reference to EntryDate, MoveInDate or ExitDate (in bold) as a property of tlsa_HHID or tlsa_Enrollment is a reference to the effective/adjusted entry, exit and move-in dates consistent with the logic in this step.
  3. References to EntryDate, MoveInDate and ExitDate (italicized) are to raw HMIS data as entered.

Source

lsa_Report
ReportCoC
LookbackDate
ReportEnd
hmis_Organization
VictimServiceProvider
hmis_Project
ContinuumProject
ProjectID
ProjectType
RRHSubType
OperatingStartDate
OperatingEndDate
hmis_HMISParticipation
HMISParticipationType
HMISParticipationStatusStartDate
HMISParticipationStatusEndDate
hmis_Enrollment
EnrollmentID
PersonalID
ProjectID
HouseholdID
EntryDate
RelationshipToHoH
EnrollmentCoC
MoveInDate
hmis_Services
EnrollmentID
BedNightDate (DateProvided where RecordType = 200)
hmis_Exit
EnrollmentID
ExitDate

Target

The logic associated with values for columns with names in bold below is described in this step. The business logic associated with other columns is described in subsequent steps.

tlsa_HHID Column Description
HouseholdID Distinct HouseholdIDs served in continuum ES/SH/TH/RRH/PSH projects between LookbackDate and ReportEnd
HoHID The unique identifier for the head of household – i.e., the PersonalID from the enrollment associated with the HouseholdID where RelationshipToHoH = 1.
EnrollmentID From hmis_Enrollment
ProjectID From hmis_Enrollment
LSAProjectType From hmis_Project ProjectType and RRHSubType columns.If ProjectType = 13 and RRHSubType = 2, LSAProjectType = 13 If ProjectType = 13 and RRHSubType = 1, LSAProjectType = 15 Otherwise, LSAProjectType = hmis_Project.ProjectType.
EntryDate The effective entry date for the enrollment, which may differ from the recorded EntryDate in HMIS for night-by-night ES enrollments. (See logic section for EntryDate below.)
MoveInDate The move-in date for RRH/PSH enrollments, which may differ from the recorded MoveInDate in HMIS. (See logic section for MoveInDate below.)
ExitDate The effective exit date for the HoH enrollment, which may differ from the ExitDate recorded in hmis_Exit. (See logic section for ExitDate below.)
LastBedNight If ProjectType = 1, the latest BedNightDate for the HoH on or before ReportEnd
EntryHHType For all household enrollments, household type based on household member ages as of their EntryDate
ActiveHHType For all household enrollments, household type as the enrollment might be relevant to reporting on the active cohort. For those active in the report period, this is based on household member ages as of the later of EntryDate and ReportStart. For inactive enrollments, which may be relevant to reporting on system use or homelessness prior to the report period, this is always the EntryHHType.
Exit1HHType For all household enrollments, household type as the enrollment might be relevant to reporting on exit cohort -1. For household enrollments where ExitDate occurs in the cohort period, household type based on ages as of the later of EntryDate and CohortStart. For enrollments before and after the cohort period, which may be relevant to reporting on system use or returns, this is always the EntryHHType.
Exit2HHType For all household enrollments, household type as the enrollment might be relevant to reporting on exit cohort -2. For household enrollments where ExitDate occurs in the cohort period, household type based on ages as of the later of EntryDate and CohortStart. For enrollments before and after the cohort period, which may be relevant to reporting on system use or returns, this is always the EntryHHType.
ExitCohort Identifies the cohort period in which the ExitDate occurs, if any; set in section 7.1 Identify Qualifying Exits in Exit Cohort Periods
ExitDest Exit destination, if relevant
Active Identifies HouseholdIDs included in the active cohort
AIR Active in residence - Identifies the subset of active enrollments with at least one bed night in the report period
PITOctober Identifies the subset of AIR enrollments with a bed night on October 31 (if within the report period)
PITJanuary Identifies the subset of AIR enrollments with a bed night on January 31 (if within the report period)
PITApril Identifies the subset of AIR enrollments with a bed night on April 30 (if within the report period)
PITJuly Identifies the subset of AIR enrollments with a bed night on July 31 (if within the report period)
ExitCohort Identifies the exit cohort period, if any, in which the enrollment is relevant; set in section 7.1 Identify Qualifying Exits in Exit Cohort Periods
HHChronic Identifies households with a chronically homeless HoH or adult or other specific patterns of long-term homelessness. See section 5.12 Set Population Identifiers for Active HMIS Households
HHVet Identifies households with one or more veteran adults See section 5.12 Set Population Identifiers for Active HMIS Households
HHDisability Identifies households with a disabled HoH or other adult See section 5.12 Set Population Identifiers for Active HMIS Households
HHFleeingDV Identifies households fleeing or otherwise impacted by domestic violence See section 5.12 Set Population Identifiers for Active HMIS Households
HHAdultAge Identifies age-related populations (e.g., Senior 55+, Parenting Youth 18-24, Non-Veteran 25+) See section 5.12 Set Population Identifiers for Active HMIS Households
HHParent Identifies households where at least one household member has a RelationshipToHoH of ‘Child’ (2) See section 5.12 Set Population Identifiers for Active HMIS Households
AC3Plus Identifies AC households with 3 or more household members under 18 See section 5.12 Set Population Identifiers for Active HMIS Households

Logic

HMIS Data Requirements and Assumptions

The HMIS Lead must identify and merge duplicate records for individual clients prior to generating the LSA. The production of an unduplicated count of people experiencing homelessness is a fundamental purpose of HMIS. As such, it has been a requirement of every version of the HMIS Data Standards since March 2010 that an HMIS application must have functionality that allows the HMIS Lead to de-duplicate records with different PersonalIDs for the same client. For the LSA, it is particularly critical that HMIS Leads utilize this functionality; it is not otherwise possible to produce accurate longitudinal and/or systemwide reporting.

Unless otherwise specified by this document, reporting procedures must exclude any data which is inconsistent with the HMIS Data Standards and HMIS CSV Specifications. Both the programming specifications and sample code assume the existence of relational database tables with properties consistent with the HMIS CSV specifications, to include column names, primary keys, foreign keys, and column values limited to those defined for HMIS. Referential integrity is also assumed. There are defined requirements for addressing a limited number of data issues in LSA reporting; however, it is outside the scope of this document to anticipate every potential inconsistency. In systems that – for whatever reason – allow users to create records that are inconsistent with HMIS requirements, it is the responsibility of the vendor to be aware of these exceptions and exclude the records from LSA reporting.

Deleted data are never used for reporting. Any record marked as deleted must be excluded from LSA reporting.

Only data associated with valid enrollments in continuum projects are included in the LSA. A valid enrollment has, at a minimum, an EntryDate, a PersonalID, a ProjectID, a HouseholdID, a valid RelationshipToHoH, and an EnrollmentCoC associated with the head of household’s EnrollmentID. Data not associated with a valid enrollment – including bed nights in systems that allow users to create a record of a bed night without a valid enrollment – are excluded from the LSA.

For any given HouseholdID, there must be exactly one enrollment record where RelationshipToHoH = 1. If the HMIS allows users to create enrollments with no designated HoH and/or with more than one designated HoH:

  • Those enrollments will be excluded from LSA reporting.
  • A count of enrollments with <> 1 HoH will be included in LSAReport.NotOneHoH.
  • CoCs may upload LSA file sets where NotOneHoH > 0 to HDX 2.0 for local use and review.
  • CoCs may not submit LSA file sets where NotOneHoH > 0 to HUD for use in the AHAR. Invalid HoH data must be corrected and a new LSA file set must be uploaded.

A head of household must be present for the duration of a project stay. Entry and exit dates for household members will be adjusted if they fall outside of the period between the effective EntryDate and ExitDate (if any) for the head of household.

An ExitDate must be at least one day later than the EntryDate. Enrollments with a duration of less than a day will be excluded from LSA reporting.

Households with RRH enrollments in the report period where MoveInDate is equal to the ExitDate will be counted as housed in RRH. It is consistent with the RRH model that a project might provide services and/or financial assistance to assist a household in obtaining permanent housing that do not continue past the date that the household moves in. As such, a household is considered housed in RRH on their MoveInDate even if it coincides with the ExitDate. This is the only circumstance under which a bed night is counted for an ExitDate.

Households with PSH enrollments in the report period where MoveInDate is equal to the ExitDate will not be counted as housed in PSH. It is not consistent with the PSH model, which includes long-term residential services, that a household could be considered housed by the project with an exit on the move-in date.

Regardless of entry, move-in, exit, and/or bed nights recorded in HMIS, anything that occurs outside of date range in which a project is both operating and participating in HMIS is disregarded. Except for exits, anything that occurs on a project’s operating end date and/or HMIS participation end date is disregarded. Enrollments that span changes in a project’s status will be truncated.

A night-by-night ES enrollment begins with a bed night. For any enrollment where there is not a record of a bed night on the entry date:

  • The effective EntryDate for the enrollment will be the date of the earliest bed night (after the recorded EntryDate) associated with the enrollment.
  • LivingSituation will be reported as unknown, if applicable.

For night-by-night ES enrollments, any ExitDate must be one day after the last recorded bed night. For any exit where there is not a record of a bed night for the preceding date:

  • LSA reporting procedures will use an effective exit date of [last bed night + 1 day].
  • Destination will be reported as unknown, if applicable.

Night-by-night ES clients are to be auto-exited after an extended period without a bed night. For any night-by-night ES enrollment where there is no record of an exit and there is no record of a bed night in the 90 days ending on ReportEnd:

  • LSA reporting procedures will use an effective exit date of [last bed night + 1 day].
  • Destination will be reported as unknown, if applicable.

    HMISStart and HMISEnd

HMISStart refers to the most recent HMISParticipation.HMISParticipationStatusStartDate for the enrollment’s ProjectID where HMISParticipationType = 1 and:

  • HMISParticipationStatusStartDate <= ReportEnd; and
  • ExitDate is null or > HMISParticipationStatusStartDate; and
  • HMISParticipationStatusEndDate is null or (> EntryDate AND > LookbackDate).

HMISEnd refers to the HMISParticipationStatusEndDate associated with HMISStart; dates after ReportEnd should be evaluated as NULL.

BedNightDates, FirstBedNight and LastBedNight

For night-by-night shelter (ProjectType = 1) enrollments, a Services record where RecordType = 200 is counted as a BedNightDate if DateProvided is:

  • >= LookbackDate; and
  • >=OperatingStartDate; and
  • >= HMISStart; and
  • >=EntryDate; and
  • <= ReportEnd; and
  • <ExitDate (if not null); and
  • < OperatingEndDate (if not null); and
  • < HMISEnd (if not null).

FirstBedNight is the earliest BedNightDate associated with an enrollment.

LastBedNight is the latest BedNightDate associated with an enrollment.

Record Selection

Potentially relevant HouseholdIDs are those associated with one or more project enrollments that meet the following criteria.

  • VictimServiceProvider = 0
  • The project type is relevant to the LSA:
    • ProjectType in (0,1,2,3,8); or
    • ProjectType = 13 and Project.RRHSubType in (1,2)
  • ContinuumProject = 1
  • The project was operating during the relevant period:
    • OperatingStartDate <= ReportEnd
    • OperatingEndDate is NULL; or
    • OperatingEndDate > LookbackDate and >OperatingStartDate
  • RelationshipToHoH = 1
  • EnrollmentCoC = ReportCoC
  • There is no other enrollment record for the HouseholdID where RelationshipToHoH = 1
  • EntryDate <= ReportEnd
  • EntryDate < OperatingEndDate or OperatingEndDate is NULL
  • EntryDate < HMISEnd or HMISEnd is NULL
  • ExitDate is NULL or:
    • ExitDate > LookbackDate; and
    • ExitDate > EntryDate; and
    • ExitDate > HMISStart; and
    • ExitDate > OperatingStartDate
  • IfProjectType = 1, there is at least one BedNightDate record for the enrollment (see criteria above).

EntryDate

To be included in the LSA, an enrollment must have an EntryDate that meets the following criteria:

  • <= ReportEnd
  • < OperatingEndDate (if not null)
  • < HMISEnd (if not null)

Under some circumstances, the LSA will use an adjusted EntryDate:

Priority Criteria Effective Entry Date
1 ProjectType = 1 FirstBedNight
2 EntryDate >= HMISStart; and EntryDate >= OperatingStartDate EntryDate
3 (any other) The later of OperatingStartDate/HMISStart

MoveInDate

The MoveInDate is set for the head of household from the HMIS enrollment record only if it occurs on or before the end of the report period and is logically consistent with the project type, the head of household’s entry/exit dates, and the project’s operating/HMIS participation dates. Under some circumstances, the LSA will use an adjusted MoveInDate:

Priority Criteria Effective Move-In Date
1 ProjectType not in (3,13) NULL
1 MoveInDate < EntryDate NULL
1 MoveInDate > Exit.ExitDate NULL
1 MoveInDate = Exit.ExitDate and ProjectType = 3 NULL
1 MoveInDate > ReportEnd NULL
1 MoveInDate >= OperatingEndDate or HMISEnd NULL
2 MoveInDate is NULL or (MoveInDate >= HMISStart and MoveInDate >= OperatingStartDate) MoveInDate
3 (any other) The later of OperatingStartDate/HMISStart

ExitDate

If the recorded ExitDate (or lack thereof) associated with an enrollment is inconsistent with other data, reporting must be based on an adjusted ExitDate consistent with the logic below. If applicable, Destination for these enrollments is reported as ‘Data missing or invalid’ (99).

  • An ExitDate > ReportEnd should be evaluated as NULL prior to making any adjustments.
  • Any adjustment that results in an effective ExitDate > ReportEnd should be evaluated as NULL.
Priority Condition Effective Exit Date
1 LastBedNight = ReportEnd NULL
2 [LastBedNight + 90 days] <= ReportEnd [LastBedNight + 1 day]
2 LSAProjectType = 1 and ExitDate < ReportEnd [LastBedNight + 1 day]
3 ProjectType = 13 and ExitDate = MoveInDate and ExitDate = ReportEnd NULL
4 ProjectType = 13 and ExitDate = MoveInDate [MoveInDate + 1 day]
5 OperatingEndDate and/or HMISEnd <= ReportEnd; and ExitDate is null or ExitDate > (the earlier of HMISEnd/OperatingEndDate) The earlier of OperatingEndDate/HMISEnd
6 (other) ExitDate

ExitDest

The LSA includes reporting on exit destinations for the active and exit cohorts. Destination for inactive enrollments may also be relevant to system engagement status for the active and exit cohorts. If the recorded ExitDate (or lack thereof) associated with an enrollment is inconsistent with other data, (see ExitDate above), destination is always reported as unknown where relevant. The only exception to this is for RRH exits when the recorded exit date is the same as the MoveInDate – the recorded destination is valid under those circumstances.

ExitDest should be set based on the first of the criteria below met by the associated data:

  • If tlsa_HHID.ExitDate is null, ExitDest = -1
  • If tlsa_HHID.ExitDate <> hmis_Exit.ExitDate and hmis_Exit.ExitDate <> tlsa_HHID.MoveInDate, ExitDest = 99
  • If tlsa_HHID.ExitDate is not null and hmis_Exit.Destination is null, ExitDest = 99
  • If hmis_Exit.Destination in (8,9), set ExitDest = 98
  • If hmis_Exit.Destination in (17,30,99), set ExitDest = 99
  • If hmis_Exit.Destination = 435 and hmis_Exit.DestinationSubsidyType is null, set ExitDest = 99
  • If hmis_Exit.Destination = 435, set ExitDest = hmis_Exit.DestinationSubsidyType
  • Otherwise, set ExitDest to hmis_Exit.Destination
Value Destination
-1 Not applicable
24 Deceased
98 Data not provided by client
99 Data missing or invalid
101 Emergency shelter, including hotel or motel paid for with emergency shelter voucher, Host Home shelter
116 Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside)
118 Safe Haven
204 Psychiatric hospital or other psychiatric facility
205 Substance abuse treatment facility or detox center
206 Hospital or other residential non-psychiatric medical facility
207 Jail, prison, or juvenile detention facility
215 Foster care home or foster care group home
225 Long-term care facility or nursing home
302 Transitional housing for homeless persons (including homeless youth)
312 Staying or living with family, temporary tenure (e.g. room, apartment, or house)
313 Staying or living with friends, temporary tenure (e.g. room, apartment, or house)
314 Hotel or motel paid for without emergency shelter voucher
327 Moved from one HOPWA funded project to HOPWA TH
329 Residential project or halfway house with no homeless criteria
332 Host Home (non-crisis)
410 Rental by client, no ongoing housing subsidy
411 Owned by client, no ongoing housing subsidy
419 Rental by client - VASH housing subsidy
420 Rental by client - Other ongoing subsidy
421 Owned by client, with ongoing housing subsidy
422 Staying or living with family, permanent tenure
423 Staying or living with friends, permanent tenure
426 Moved from one HOPWA funded project to HOPWA PH
428 Rental by client - GPD TIP housing subsidy
431 Rental by client - RRH or equivalent subsidy
433 Rental by client - HCV voucher (tenant or project based) (not dedicated)
434 Rental by client - Public housing unit
436 Rental by client - Emergency Housing Voucher
437 Rental by client - Family Unification Program Voucher (FUP)
438 Rental by client - Foster Youth to Independence Initiative (FYI)
439 Rental by client - Permanent Supportive Housing
440 Rental by client - Other permanent housing dedicated for formerly homeless persons

3.4 HMIS Client Enrollments (tlsa_Enrollment) 


flowchart LR
	L1[[lsa_Report]] -->

	H1[(hmis_Enrollment
    hmis_Services
    hmis_HealthAndDV
    hmis_Exit)] -->
	T1([tlsa_Enrollment])


	L1:::LSA
		
	T1:::Temp
	
	H1:::HMIS


	classDef Temp stroke:#FF5978, fill:#FFDFE5, color:#8E2236
	classDef LSA stroke:#FBB35A, fill:#FFEFDB, color:#8F632D 
	classDef HMIS stroke:#374D7C, fill:#E2EBFF, color:#374D7C
    	classDef Man stroke:#999999, fill:#EEEEEE, color:#000000
	classDef Box stroke: #999, fill:none, color: #FFFFFF

Source

lsa_Report
ReportStart
ReportEnd
tlsa_HHID
HouseholdID
ProjectID
LSAProjectType
EntryDate
MoveInDate
ExitDate
hmis_Enrollment
EnrollmentID
PersonalID
ProjectID
HouseholdID
EntryDate
RelationshipToHoH
DisablingCondition
hmis_HealthAndDV
InformationDate
DomesticViolenceSurvivor
CurrentlyFleeing
hmis_Client
PersonalID
DOB
DOBDataQuality
hmis_Services
EnrollmentID
BedNightDate (DateProvided where RecordType = 200)
hmis_Exit
EnrollmentID
ExitDate

Target

The logic associated with values for columns with names in bold below is described in this step. The business logic associated with other columns is described in subsequent steps.

tlsa_Enrollment Column Description
EnrollmentID Distinct EnrollmentIDs in continuum ES/SH/TH/RRH/PSH projects between LookbackDate and ReportEnd
PersonalID From hmis_Enrollment
HouseholdID From hmis_Enrollment, limited to _HouseholdID_s in tlsa_HHID
RelationshipToHoH From hmis_Enrollment
ProjectID From tlsa_HHID
LSAProjectType From tlsa_HHID
EntryDate From hmis_Enrollment
MoveInDate Based on tlsa_HHID – the move-in date for RRH/PSH enrollments, which may differ from the recorded MoveInDate in HMIS or for the HoH. (See below.)
ExitDate Based on hmis_Exit, the effective exit date for the enrollment, which may differ from the ExitDate recorded in hmis_Exit. (See below.)
LastBedNight If LSAProjectType = 1, the latest BedNightDate for the enrollment on or before ReportEnd
EntryAge The client’s age as of EntryDate
ActiveAge For enrollments active in the report period, the client’s age as of the later of EntryDate and ReportStart. For all other enrollments, this will be the same as EntryAge
Exit1Age For enrollments with an exit date between CohortStart and CohortEnd for exit cohort -1, client age as of the later of EntryDate and CohortStart for the relevant cohort period. For all other enrollments, this will be the same as EntryAge
Exit2Age For enrollments with an exit date between CohortStart and CohortEnd for exit cohort -2, client age as of the later of EntryDate and CohortStart for the relevant cohort period. For all other enrollments, this will be the same as EntryAge
DisabilityStatus From hmis_Enrollment; used repeatedly in subsequent steps for demographic reporting and to identify households and people included in various populations of interest
DVStatus From hmis_HealthAndDV; used repeatedly in subsequent steps for demographic reporting and to identify households and people included in various populations of interest
Active Identifies enrollments that meet the criteria for inclusion in the active cohort
AIR Active in residence - identifies the subset of active enrollments with at least one bed night in the report period
PITOctober Identifies the subset of AIR enrollments with a bed night on January 31 (if within the report period)
PITJanuary Identifies the subset of AIR enrollments with a bed night on April 30 (if within the report period)
PITApril Identifies the subset of AIR enrollments with a bed night on July 31 (if within the report period)
PITJuly Identifies the subset of AIR enrollments with a bed night on October 31 (if within the report period)
CH Identifies enrollment relevant to reporting on chronic homelessness

Logic

Record Selection

An enrollment should be included in tlsa_Enrollment if:

  • HouseholdID meets the selection criteria for inclusion in tlsa_HHID (HHID)
  • Enrollment.RelationshipToHoH in (1,2,3,4,5)
  • Enrollment.EntryDate <= ReportEnd
  • Exit.ExitDate is NULL or
    • Exit.ExitDate > LookbackDate; and
    • Exit.ExitDate > Enrollment.EntryDate; and
    • Exit.ExitDate > tlsa_HHID.EntryDate.
  • If tlsa_HHID.LSAProjectType = 1, there is at least one BedNightDate Services.RecordType = 200) record for the enrollment where DateProvided is:
    • Between LookbackDate and the earlier of Enrollment.ExitDate or ReportEnd; and
    • On or after Enrollment.EntryDate; and
    • On or after tlsa_HHID.EntryDate; and
    • On or before tlsa_HHID.ExitDate (if it is not NULL)

EntryDate

For night by night enrollments (tlsa_HHID.LSAProjectType = 1), EntryDate is set to the earliest BedNightDate for the enrollment that is consistent with the record selection criteria.

For all other enrollments, tlsa_Enrollment.EntryDate should be set to the later of:

  • hmis_Enrollment.EntryDate; or
  • tlsa_HHID.EntryDate.

MoveInDate

All requirements for MoveInDate that apply to the active household also apply to all household members’ individual enrollments. If the household’s effective MoveInDate is logically inconsistent with a household member’s entry/exit dates, additional logic applies to setting the household member’s effective MoveInDate.

  • If the household MoveInDate is prior to a household member’s EntryDate, the effective MoveInDate for the household member’s enrollment is the same as their EntryDate.
  • If the household MoveInDate is after a household member’s ExitDate, the household member does not have a MoveInDate.
  • If a household member exits the project on the date that the head of household moves in to permanent housing AND the household remains active in the project, the household member does not have a MoveInDate.
Condition Effective Move-In Date
HHID.MoveInDate < Enrollment.EntryDate Enrollment.EntryDate
HHID.MoveInDate > Exit.ExitDate NULL
HHID.MoveInDate = Exit.ExitDate and HHID.ExitDate is NULL NULL
HHID.MoveInDate = Exit.ExitDate and HHID.ExitDate > Exit.ExitDate NULL
(any other) HHID.MoveInDate

Last Bed Night for Night-by-Night Shelter Enrollments

Where tlsa_HHID.LSAProjectType = 1, LastBedNight refers to the most recent record (hmis_Services.RecordType = 200) of a bed night that meets the criteria for record selection.

ExitDate

All requirements for ExitDate that apply to the active household apply to household members. In addition, no household member’s enrollment may continue past the head of household’s actual or effective exit date (tlsa_HHID.ExitDate).

For all project types other than night-by-night ES, if a household member’s enrollment remains active after the household exit date (actual or effective), the effective exit date for the household member is the same as the household’s exit date.

Condition Effective Exit Date
ExitDate > tlsa_HHID.ExitDate tlsa_HHID.ExitDate
ExitDate is NULL and tlsa_HHID.ExitDate is not NULL tlsa_HHID.ExitDate
ExitDate > ReportEnd NULL
(any other) ExitDate

For night by night ES enrollments (tlsa_HHID.LSAProjectType = 1), ExitDate is set to NULL if:

  • hmis_Enrollment.ExitDate is NULL; and
  • tlsa_HHID.ExitDate is NULL; and
  • [LastBedNight + 90 days] > ReportEnd.

Otherwise, ExitDate = [LastBedNight + 1 day].

DisabilityStatus

Because it is relevant and used repeatedly in subsequent steps both for demographic reporting and for identification of people and households who are part of specific populations of interest (e.g, Households with a Disabled Adult or Head of Household) , a preliminary enrollment-level value is included in tlsa_Enrollment.

Enrollment DisablingCondition Value DisabilityStatus
0 0
1 1
(any other) NULL

DVStatus

Because it is relevant and used repeatedly in subsequent steps both for demographic reporting and for identification of people and households who are part of specific populations of interest (e.g, Households Fleeing Domestic Violence), a preliminary enrollment-level value is included in tlsa_Enrollment.

It is the minimum DVStatus value in the table below based on DomesticViolenceSurvivor and CurrentlyFleeing values for any record associated with the enrollment and dated:

  • On or before ReportEnd; and
  • On or after tlsa_Enrollment.EntryDate; and
  • On or before tlsa_Enrollment.ExitDate, if it is not null.
DomesticViolenceSurvivor CurrentlyFleeing DVStatus
1 1 1
1 0 2
1 (any other) 3
0 (n/a) 10
In (8,9) (n/a) 98
(any other) (n/a) NULL

3.5 Enrollment Ages (tlsa_Enrollment) 


flowchart LR
	L1[[lsa_Report]] &	T1([tlsa_CohortDates
    tlsa_Enrollment]) --> 
	H1[(hmis_Client)] -->
	T2([tlsa_Enrollment])


	L1:::LSA

	
	T1:::Temp
	T2:::Temp
	
	H1:::HMIS

	classDef Temp stroke:#FF5978, fill:#FFDFE5, color:#8E2236
	classDef LSA stroke:#FBB35A, fill:#FFEFDB, color:#8F632D 
	classDef HMIS stroke:#374D7C, fill:#E2EBFF, color:#374D7C
    	classDef Man stroke:#999999, fill:#EEEEEE, color:#000000
	classDef Box stroke: #999, fill:none, color: #FFFFFF

Age is used to determine household type, for demographic reporting, and to identify households and people in reporting populations of interest. This section defines the logic associated with determining client age for all enrollments in all contexts that age may be relevant.

It uses data in tlsa_CohortDates and hmis_Client to set age group values for tlsa_Enrollment.

Source

lsa_Report
ReportStart
ReportEnd
tlsa_CohortDates
Cohort
CohortStart
CohortEnd
tlsa_Enrollment
EntryDate
RelationshipToHoH
ExitDate
hmis_Client
DOB
DOBDataQuality

Target

tlsa_Enrollment
EntryAge
ActiveAge
Exit1Age
Exit2Age

Logic

EntryAge

A client’s age at project entry is based on hmis_Client DOB and DOBDataQuality and the entry date for the enrollment.

All dates of birth must be validated; a client’s age must be handled as unknown if any of the following are true:

  • DOBDataQuality is anything other than ‘Full DOB reported’ (1) or ‘Approximate or partial DOB reported’ (2);
  • DOB is missing or set to a system default;
  • The calculation would result in an age over 105 years old;
  • DOB is later than EntryDate for the enrollment; or
  • RelationshipToHoH = 1 and DOB = EntryDate for the enrollment

The first of the criteria listed below met by the combination of values for DOB, DOBDataQuality, and EntryDate determines the EntryAge for each enrollment:

Priority Condition AgeGroup LSA Category
1 DOBDataQuality in (8,9) 98 Data not provided
2 DOBDataQuality not in (1,2) 99 Missing/invalid
3 DOB is missing or set to a system default 99 Missing/invalid
4 DOB > EntryDate 99 Missing/invalid
5 RelationshipToHoH = 1 and DOB = EntryDate 99 Missing/invalid
6 [DOB + 105 years] <= EntryDate 99 Missing/invalid
7 [DOB + 65 years] <= EntryDate 65 65 and older
8 [DOB + 55 years] <= EntryDate 64 55 to 64
9 [DOB + 45 years] <= EntryDate 54 45 to 54 years
10 [DOB + 35 years] <= EntryDate 44 35 to 44 years
11 [DOB + 25 years] <= EntryDate 34 25 to 34 years
12 [DOB + 22 years] <= EntryDate 24 22 to 24 years
13 [DOB + 18 years] <= EntryDate 21 18 to 21 years
14 [DOB + 6 years] <= EntryDate 17 6 to 17 years
15 [DOB + 3 years] <= EntryDate 5 3 to 5 years
16 [DOB + 1 years] <= EntryDate 2 1 to 2 years
17 (other) 0 <1 year

Once EntryAge is set, an additional adjustment may be required so that the date of birth (or lack thereof) used to calculate age is consistent across all enrollments. For any given PersonalID, if there is any enrollment in tlsa_Enrollment where EntryAge = 99, EntryAge for all enrollments should be set to 99.

ActiveAge

ActiveAge is calculated for all enrollments. For enrollments active in the report period, it will only differ from EntryAge if the EntryDate < ReportStart (and may not differ then).

For inactive enrollments, it is equal to EntryAge. (Age for inactive enrollments may be needed to report on active client/household history.)

Priority Condition AgeGroup
1 ExitDate < ReportStart EntryAge
2 EntryDate >= ReportStart EntryAge
3 EntryAge in (98,99) EntryAge
4 [DOB + 65 years] <= ReportStart 65
5 [DOB + 55 years] <= ReportStart 64
6 [DOB + 45 years] <= ReportStart 54
7 [DOB + 35 years] <= ReportStart 44
8 [DOB + 25 years] <= ReportStart 34
9 [DOB + 22 years] <= ReportStart 24
10 [DOB + 18 years] <= ReportStart 21
11 [DOB + 6 years] <= ReportStart 17
12 [DOB + 3 years] <= ReportStart 5
13 [DOB + 1 years] <= ReportStart 2
14 (other) 0

Exit1Age/Exit2Age

Exit1Age/Exit2Age are set for all enrollments as they apply to reporting on exit cohorts -1 and -2.

Like ActiveAge, they will differ from EntryAge only when the enrollment meets the time criteria for inclusion in the cohort (ExitDate is between CohortStart and CohortEnd ) AND the EntryDate is before the start of the cohort period. Otherwise, the exit age = EntryAge.

Priority Condition AgeGroup
1 ExitDate not between CohortStart and CohortEnd EntryAge
2 ExitDate between CohortStart and CohortEnd and EntryDate >= CohortStart EntryAge
3 EntryAge in (98,99) EntryAge
4 [DOB + 65 years] <= CohortStart 65
5 [DOB + 55 years] <= CohortStart 64
6 [DOB + 45 years] <= CohortStart 54
7 [DOB + 35 years] <= CohortStart 44
8 [DOB + 25 years] <= CohortStart 34
9 [DOB + 22 years] <= CohortStart 24
10 [DOB + 18 years] <= CohortStart 21
11 [DOB + 6 years] <= CohortStart 17
12 [DOB + 3 years] <= CohortStart 5
13 [DOB + 1 years] <= CohortStart 2
14 (other) 0

3.6 Household Types (tlsa_HHID) 


flowchart LR

	T1([tlsa_Enrollment
    tlsa_CohortDates]) -->
	T2([tlsa_HHID])

	T1:::Temp
	T2:::Temp

	classDef Temp stroke:#FF5978, fill:#FFDFE5, color:#8E2236

This section defines the logic associated with determining household type for each active household.

It uses the tlsa_Enrollment EntryAge, ActiveAge, Exit1Age, and Exit2Age values set in the previous step to set tlsa_HHID EntryHHType, ActiveHHType, Exit1HHType and Exit2HHType.

Source

tlsa_Enrollment
HouseholdID
EntryDate
ExitDate
EntryAge
ActiveAge
Exit1Age
Exit2Age
tlsa_CohortDates
Cohort
CohortStart
CohortEnd

Target

tlsa_HHID
EntryHHType
ActiveHHType
Exit1HHType
Exit2HHType

Logic

Household type for each HouseholdID is based on counts of distinct PersonalIDs in tlsa_Enrollment by age status – adult, child, or unknown – for enrollments associated with the HouseholdID.

Age status is based on the Entry/Active/Exit1/Exit2Age value for each enrollment, as shown below.

Age Status Age Entry/Active/Exit1/Exit2Age
Adult 18 and over Between 21 and 65
Child Under 18 Between 0 and 17
Unknown Unknown 98 or 99

The criteria below are mutually exclusive; it is not necessary to apply them in priority order.

# Adults # Children # Unknown Age HHType LSA Value
>= 1 0 0 AO (Adult-only) 1
>= 1 >= 1 (any) AC (Adult-child) 2
0 >= 1 0 CO (Child-only) 3
(any) 0 >= 1 UN (Unknown) 99
0 (any) >= 1 UN (Unknown) 99

EntryHHType

Calculate for tlsa_HHID based on EntryAge for all records in tlsa_Enrollment with the same HouseholdID.

EntryHHType is based on all household members’ age at the time of their own project entry. It is not a point-in-time determination – for households whose members entered at different times, it may differ from the household type as of the head of household’s entry and/or household members’ entry dates.

ActiveHHType

If tlsa_HHID.EntryDate is >= ReportStart or tlsa_HHID.ExitDate < ReportStart, ActiveHHType = EntryHHType.

For all other households, ActiveHHType is based on ActiveAge values for records in tlsa_Enrollment with the same HouseholdID where ExitDate is NULL or ExitDate >= ReportStart. In other words, if the household is active in the report period, household type is based only on the ages of household members who were also active in the report period.

ActiveHHType is set for all household enrollments, but it is not an indicator that the household meets all of the criteria for inclusion in the active cohort, which are described in section 5.1 Get Active and AIR HouseholdIDs.

Exit1HHType/Exit2HHType

If tlsa_HHID.EntryDate is >= CohortStart or tlsa_HHID.ExitDate < CohortStart, Exit(1 or 2)HHType = EntryHHType.

For all other households, Exit1HHType is based on Exit1Age and Exit2HHType is based on Exit2Age for all records in tlsa_Enrollment with the same HouseholdID and:

  • tlsa_Enrollment.EntryDate < CohortEnd; and
  • tlsa_Enrollment.ExitDate is null or tlsa_Enrollment.ExitDate >= CohortStart
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