Data Entry for Joint Component TH-RRH Projects

This article will provide information about HUD-funded Joint Component Transitional Housing (TH) and Rapid Re-Housing (RRH) projects and guide you through some key considerations for creating Entry/Exit records for clients enrolled in your Joint Component TH-RRH projects in HMIS.

General Component Information

As part of the 2017 CoC Program competition, HUD announced that communities could apply for a new type of project that combines the activities of a transitional housing project with those of a rapid re-housing project. This project type provides a new way to meet some of the pressing challenges that communities are facing. These projects provide a safe place for people to stay – transitional housing – with financial assistance and wrap around supportive services determined by program participants to help them move to permanent housing as quickly as possible. (Source: CoC Program Components - Joint TH/PH-RRH). The Youth Homelessness Demonstration Program (YHDP) also funds Joint Component TH-RRH projects, which are set up and have data collection requirements the same as any other CoC-funded project.

Data Entry Considerations

No matter what the design of your joint TH-RRH program is, it is important to note that all clients must be offered both components. Clients who are enrolled in Transitional Housing must be offered Rapid ReHousing services, and clients who receive Rapid ReHousing assistance must be offered placement in Transitional Housing. While clients must be offered both Transitional Housing and Rapid ReHousing services, they have the choice to decline either component. This can result in a range of different scenarios, with different requirements for HMIS data entry depending on the services the client chooses to engage with.

Enrollments

Scenario 1: Client accepts both Transitional Housing and Rapid ReHousing

In this scenario, the enrollment dates for the Rapid ReHousing project should reflect the date that they were determined to be eligible for the project and interested in receiving services, and the enrollment dates for the Transitional Housing project should reflect the actual dates they are residing in the TH facility. These enrollments will typically be on the same day, but may be different if the client begins receiving case management or other services through the Rapid ReHousing project prior to moving in to the Transitional Housing project.

Once the client moves into a permanent housing unit using the RRH rental assistance associated with the joint TH-RRH program, a Housing Move-In Date should be recorded in the Rapid ReHousing project, and the client should be exited from the TH project with a destination of “Rental by client, with RRH or equivalent subsidy.”

Scenario 2: Client accepts Transitional Housing but not Rapid ReHousing

In this scenario, the client will be enrolled in both the Transitional Housing project and the Rapid ReHousing project. The enrollment dates for the both projects should reflect the actual dates they are residing in the TH facility.

Once the client leaves the Transitional Housing project, they will be exited from both the Transitional Housing project and the Rapid ReHousing project. Because the client did not obtain housing with assistance from the Rapid ReHousing project, no Housing Move-In Date will be recorded.

Scenario 3: Client accepts Rapid ReHousing but not Transitional Housing

In this scenario, the client should be enrolled in the Rapid ReHousing project, but not in the Transitional Housing project.Once the client moves into a permanent housing unit using the RRH rental assistance associated with the joint TH-RRH program, a Housing Move-In Date should be recorded in the Rapid ReHousing project. This will be recorded as an Interim Update unless the client is being discharged from the Rapid ReHousing project on the day they begin residing in their new unit, in which case it will be recorded as part of the client's Project Exit.

Please note that if a client who initially refused Transitional Housing later chooses to accept TH assistance, you will use the workflow described in Scenario 1.

Annual Assessments

Data collection for HUD-funded Joint TH-RRH projects must include an annual assessment for all households in the project for one year or more. If the household has enrollments for one year or more in both the TH and RRH provider, an annual assessment must be recorded for each provider. The date of the annual assessment must be within 30 days of the anniversary date of the Head of Household’s project start date. If the project start dates for the TH and RRH enrollments are different, the date of the annual assessments for each TH and RRH enrollment must be based on the respective project start dates for each project.

Interruptions in Housing

Per the CoC Program Joint Component Funding: Project Setup and Reporting in HMIS (pdf):

"In the event that a joint component RRH client (or any other RRH client) loses their housing and the joint component RRH project stops paying rental assistance but is continuing to support re-housing, the project should exit the client from the RRH project and create a new Project Start Date in the same RRH project immediately following the prior enrollment. The RRH project would continue working with the client until a new unit is found, at which point a new Housing Move-in Date would be recorded. If the client is placed in the TH project during this period, they would have a new TH start date, as well, reflecting their actual time in the TH project. This ensures both that the client’s history of move-in dates is preserved and that people who are not currently in housing are captured appropriately in reporting."

For more detailed information about joint component data entry, including a demonstration of data entry in each scenario, please see the video below (password: ServicePoint).

Reporting

Each Joint Component project will be required to submit an APR comprising two separate CSV files:

One CSV-APR for the TH project.
One CSV-APR for the RRH project.

The CoC APR Guidebook provides guidance for uploading multiple CSV files into Sage.

Additional Resources

Learn more about the HUD-funded Joint Component TH-RRH programs:

Need Assistance?

If you have any other questions about Joint Component TH-RRH projects or need assistance, please use the "Contact the Helpdesk" button in the lower right-hand corner of the screen to request assistance.