HESG Data Collection

This guide was developed in order to provide assistance to HEARTH Emergency Solutions Grant (HESG) grantees (including HESG-CV grantees) of the City of St. Louis Department of Human Services. It lists the required data elements, and includes guides on which services to record and how to record them. 

Table of contents

Required Data Elements

Financial Assistance Service

- Recording Financial Assistance Services

- Funding Sources

Supportive Services

- Recording Supportive Services

Required Data Elements

In addition to the HMIS Universal Data Elements, HESG grantees must collect the following data elements.

Street outreach only

Rapid rehousing and homelessness prevention only

Financial Assistance Services

The service codes and provider specific services in the right hand column are selected in WellSky Community Services to record each of the eligible activities in the left hand column for rapid rehousing and homelessness prevention grants. The requirement to document these services went into effect on January 1, 2020. 

Eligible expenses show below are recorded in WellSky Community Services using the Service Types in the middle column and the Service Details in the right hand column. Click here to see the location where these items are selected within WellSky Community Services.

Recording financial assistance services

1. Make sure you've set your Enter Data As and your back date. The client's entry into the project should have been recorded in the HMIS prior to recording any service transactions. 
2. Within the client record, click on Service Transactions.

3. On the Service Transaction Dashboard, click Add Service.

   Do not use "Add Multiple Services" when recording these services, as some required fields may not appear. 

4. At the top of the Add Service screen, select all clients in the household as of the date the service is provided.
5. Ensure that the correct Service Provider is displayed and that your Start Date and End Date are correct. The start and end date fields should match the day the client was approved for this particular financial assistance. 
6. Select the correct Service Type from the dropdown menu. Leave the Provider Specific Service field blank. 
7. Click Save & Continue.
8. Scroll down to Additional Service Information and complete fields in that box, if shown. 
9. Scroll down to Funding Sources and click Add Funding Source.
10. Select the appropriate funding source based upon the grant/component (see table below).
11. In the Amount box, enter the amount paid out of that fund. 
12. Scroll down to Need Information and update the Need Status and Outcome of Need according to the client's situation.
13. Click Save & Exit. 

Funding sources

Supportive Services

The service codes and provider specific services in the right hand column are selected in WellSky Community Services to record each of the eligible activities in the left hand column for rapid rehousing and homelessness prevention grants. The requirement to document these services went into effect on January 1, 2020.

Eligible expenses show below are recorded in WellSky Community Services using the Service Types in the middle column and the Service Details in the right hand column. Click here to see the location where these items are selected within WellSky Community Services.

Recording supportive services

1. Make sure you've set your Enter Data As and your back date. The client's entry into the project should have been recorded in the HMIS prior to recording any service transactions. 
2. Within the client record, click on Service Transactions.
3. On the Service Transaction Dashboard, click Add Service.Do not use "Add Multiple Services" when recording these services, as some required fields may not appear. 
4. At the top of the Add Service screen, select all clients in the household as of the date the service is provided.
5. Ensure that the correct Service Provider is displayed and that your Start Date and End Date are correct. The start and end date fields should match the day the client was provided the service. 
6. Select the correct Service Type from the dropdown menu. Leave the Provider Specific Service field blank. 
7. Click Save & Continue.
8. Scroll down to Additional Service Information and complete fields in that box, if shown. 
9. Scroll down to Need Information and update the Need Status and Outcome of Need according to the client's situation.
10. Click Save & Exit. 

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