Help is Here! Resources for the FY2027 HMIS Data Standard Changes

Today is the day! The launch date for Minnesota's updated HMIS data standards is here! We know you’ve been gearing up for a smooth transition, and we’ve packed this update with the tools, training, and resources you need to help you feel like a pro.

It’s important to understand what has changed for your project’s data collection. Review the changes and resources below to help you understand what is required to be collected for projects in HMIS.

HMIS Data Element Changes

Don’t remember what is changing? Click on the + sign to expand the section. Each change is link to the corresponding release notes if you want to read more details.

• Changes to MN Universal Data Elements - Changes impacting all HMIS users

  New data elements

  • Death Data Elements

  • County where program operates (for site-based projects)

  Updates to current data elements

  • Minnesota's Extent of Homelessness - no longer collected for Day Shelter, Emergency Shelter, Street Outreach, Services Only and Homelessness Prevention. Coordinated Entry projects will begin collecting Minnesota's Extent of Homelessness during client updates. 

  Retired Data Elements

  • City of Prior Residence

  • Have you been referred to the Homeless Veteran Registry? 

• Changes to State Program-Specific Data Elements - MN Housing FHPAP, HSWH, HTF and LTH/HPH

  FHPAP

  • New data elements:

    • Housing Subsidy

    • Total Cost of Rent

  • Update FHPAP Funding Type picklist

  Homework Starts with Home

  • Updates to Housing Subsidy picklist and display rules

  • Updates to Housing Cost display rules

  LTH/HPH and HTF

  • Update: Only collect If applicable, reason for leaving residence? if there is a Housing Move-in Date

  • Updates to Housing Subsidy picklist and display rules

  • Updates to Housing Cost display rules

• Changes to State Program-Specific Data Elements - DHS Housing Support, LTHSSF, HYA and THP

  Housing Support

  • Update Current Residence Status picklist

  • Update Housing Subsidy picklist and display rules

  • Updating Housing Cost display rules

  • Only collect If applicable, reason for leaving residence? if there is a Housing Move-in Date

  LTHSSF

  • New Data Element: Minnesota's Extent of Homelessness

  • Retired: If applicable, reason for leaving residence and Did the household stay in their apartment when they exited the program? 

  • Remove most address fields from the Client Residence form

  • Update Current Residence Status picklist

  • Update Housing Subsidy picklist and display rules

  • Updating Housing Cost display rules

  HYA and THP

  • Update: Remove the options for Was the household asked to leave the program?

    • Client doesn't know

    • Client prefers not to answer

Resources

You need some help? No worries, we got you. Below are a variety of resources so choose you own adventure.

🔍Review Program Data Requirements

We got two resources to help you know what you project needs to collect and when.

• Minnesota HMIS Data Dictionary - This page includes universal, funder program specific, coordinated entry system (CES), and local data elements. Use the Filter to select the type of data you are looking for, e.g., funder specific

• Program Requirements Knowledge Base collection - Overview articles for each funder on requirements and program specific data elements

📖 Explore Our New Knowledge Base Articles

We will have four brand new Knowledge Base articles.

• What to do if my client passes away?

• What is MN extent of homelessness?

• How to complete total cost of rent for FHPAP projects

• How to complete housing subsidy

☕ Drop into October Q&A Office Hours

Got questions about these changes? Grab a cup of coffee and join our live Data Standards Coffee Break Q&A Sessions to chat directly with the team. No registration required, just click the link to join the meeting when it's time.

• Wednesday, October 15th (10:00 AM – 10:45 AM): Join Here

• Wednesday, October 29th (2:00 PM – 2:45 PM): Join Here

🍂 November Byte-Sized HMIS Webinar

Looking ahead to November, join us for our monthly 45-minute training and Q&A session focused on clean data, housing, and subsidy essentials:

Topic: Byte-Sized HMIS: Giving Thanks for Clean Data, Housing & Subsidy Essentials

🧠 Test Your Knowledge!

Test your Data Standards Changes knowledge! Complete and submit the quiz for a chance to win a prize. Winners and the answers to the quiz will be announced in the November HMIS Newsletter. Submissions due by November 13th.

• HMIS Data Standards Changes Quiz

📋Updated Data Collection Forms

We have updated the optional data collections forms you can download or print to collect information from your clients. They contain the required data elements needed to properly enter data into HMIS.  

📝 Track Reporting Changes

This year's data standard updates will have minimal impact. We've already updated our most popular reports ahead of time. After the rollout, we will test all remaining reports—track their live status in REPORTcollectionV2.

• State program reports: These are the most likely to be affected, but any issues should mostly be limited to an error showing up in a column.

• Other reports: Any additional report updates will be added and released as quickly as possible.

Need a Little Extra Help?

If you need personalized guidance on how these updates impact your specific project, we’re always here to support you:

• Drop us a line at the ICA Help Desk at mnhmis@icalliances.org.

• Want to talk through a change 1-on-1? Schedule a call using our Microsoft Bookings link

Thank you for all your hard work, dedication, and commitment to data quality as we make this transition together!