Data Entry Best Practices for Housing Projects: When to Input Project Start Date, Housing Move-In and Exit Destination

Accurate and timely data entry in the Homeless Management Information System (HMIS) is essential for client service delivery, performance measurement, and funding allocation. This article provides guidelines and best practices for recording key data points, including Project Start Date, Housing Move-In Date, Exit Destination, and Client Income Changes for rapid re-housing and permanent supportive housing projects.

Project Start Date

The Project Start Datemarks the beginning of the client engagement with the housing system of care. It is rare for a client to gain housing on the same day they engage with the system.

Best Practice: This date should be recorded in HMIS with basic client data as soon as the client is admitted to the project and is ready to engage with the system; when the HMIS ROI is signed or verbally consented to by the client.

Housing Move-In Date

The Housing Move-In Date is when the client physically moves into housing. This is not the date the client signs a lease for housing.

Best Practice: This date should be updated in the client record to accurately reflect the client’s living situation on the date the information was learned.

Exit Destination

The Exit Destination is the location or situation a client moves to upon exiting the program or housing system of care.

Best Practice: This should be recorded in a timely manner as soon as providers are able to update it.

If a client is marked as “No Exit Interview,” this data is flagged as a negative outcome in reporting. If the provider learns of the client destination later, update in HMIS on the information date (when the information was learned or received).

Client Income Changes: Tracking client income growth for CoC-funded programs is a System Performance Measure. Update in HMIS on the date the information concerning client income changes was received.

Note that you are updating the client income data. Do not overwrite the client income data from the project start date. This will show that the client has been receiving income the entire time they have been engaged with the system.

Why Timely and Accurate Data Matters

Service Access: Delayed or inaccurate data can hinder client access to services, causing gaps or delays in support.
Performance Measures: Inaccurate data skews System Performance Measures (SPMs), which can misrepresent the effectiveness of programs. If all clients are not entered into HMIS until they are housed, this creates the expectation that these services will be 100% effective for all clients entering the system. This could create skewed expectations for all housing projects.
Funding and Evaluation: HUD, the CoC, and others rely on accurate data to make decisions about resource allocation in the community. Misrepresented data can lead to inappropriate expectations for housing and impact future funding opportunities.

Conclusion

Accurate and timely data entry in HMIS supports better client services, reliable performance measures, and appropriate funding allocations. By all providers following these best practices, we can ensure that the data accurately reflects the client’s housing journey and program outcomes. For any questions or further clarifications, please contact the HelpDesk.