Common use of Data Standards Clause in Contracts

Data Standards. 1. Grantee shall maintain the current and active guest list, as well as maintaining the records of former clients who are not longer active, in the designated HSH database. 2. When applicable, records entered into the ONE system shall meet or exceed the ONE System Continuous Data Quality Improvement Process standards: xxxxx://xxxxx.xxxxxxxxx.xxxx/hc/en-us/articles/360001145547-ONE-System- Continuous-Data-Quality-Improvement-Process. 2 HSH Shelter Grievance Policy: xxxx://xxx.xxxxx.xxx/wp-content/uploads/2018/08/Shelter-Grievance-Policy-Final- 8-25-16-4.pdf. 3. When applicable, Grantee shall meet City’s Coordinated Homeless Assessment of Needs and Guidance through Effective Services (CHANGES) data standards and requirements. 4. When applicable, Grantee shall enter data into the ONE System, but may be required to report certain measures or conduct interim reporting in CARBON, via secure email, or through uploads to a File Transfer Protocol (FTP) site. When required by HSH, Grantee shall submit the monthly, quarterly and/or annual metrics into either the CARBON database, via secure email, or through uploads to an FTP site. HSH will provide clear instructions to all Grantees regarding the correct mechanism for sharing data. Changes to data collection or reporting requirements shall be communicated to Grantees via written notice at least one month prior to expected implementation. 5. Any information shared between Grantee, HSH, and other providers about the served population shall be communicated in a secure manner, with appropriate release of consent forms and in compliance with Health Insurance Portability and Accountability Act (HIPAA) and privacy guidelines, as required.

Data Standards. 1. Grantee shall maintain ensure compliance with the current Homeless Management Information System (HMIS) Participation Agreement and active guest listContinuous Data Quality Improvement (CDQI) Process1, as well as maintaining the records of former clients who are including but not longer activelimited to: a. Entering all household data within three working days (unless specifically requested to do so sooner);‌ b. Ensuring accurate dates for household enrollment, household exit, and household move in the designated HSH database(if appropriate); and c. Running monthly data quality reports and correcting any errors. 2. When applicable, records Records entered into the ONE Online Navigation and Entry (ONE) system shall meet or exceed the ONE System Continuous Data Quality Improvement CDQI Process standards: xxxxx://xxxxx.xxxxxxxxx.xxxx/hc/en-us/articles/360001145547-ONE-System- Continuous-Data-Quality-Improvement-Process. 2 HSH Shelter Grievance Policy: xxxx://xxx.xxxxx.xxx/wp-content/uploads/2018/08/Shelter-Grievance-Policy-Final- 8-25-16-4.pdf.standard.1 3. When applicable, Grantee shall meet City’s Coordinated Homeless Assessment of Needs and Guidance through Effective Services (CHANGES) data standards and requirements. 4. When applicable, Grantee shall enter data into the ONE System, System but may be required to report certain measures or conduct interim reporting in CARBON, via secure email, or through uploads to a File Transfer Protocol (FTP) site. When required by HSH, Grantee shall submit the monthly, quarterly and/or annual metrics into either the CARBON database, via secure email, or through uploads to an FTP site. HSH will provide clear instructions to all Grantees regarding the correct mechanism for sharing data. Changes to data collection or reporting requirements shall be 1 HMIS Participation Agreement and Continuous Data Quality Improvement Process, available here: xxxxx://xxx.xxxxx.xxx/get-information/one-system/ communicated to Grantees via written notice at least one month prior to expected implementation. 54. Any information shared between Grantee, HSH, and other providers about the served population shall be communicated in a secure manner, with appropriate release of consent forms and in compliance with 24 C.F.R. Part 578, Continuum of Care; 45 C.F.R. Parts 160 and 164, the Health Insurance Portability and Accountability Act (HIPAA) and federal and state data privacy and security guidelines. 5. Failure to comply with data security, as requiredstorage and access requirements may result in loss of access to the HMIS and other data systems.

Data Standards. 1. Grantee shall maintain ensure compliance with the current Homeless Management Information System (HMIS) Participation Agreement and active guest listContinuous Data Quality Improvement (CDQI) Process1, as well as maintaining the records of former clients who are including but not longer activelimited to: a. Entering all tenant data within three working days (unless specifically requested to do so sooner);‌ b. Ensuring accurate dates for tenant enrollment, tenant exit, and tenant move in the designated HSH database(if appropriate); and c. Running monthly data quality reports and correcting any errors. 2. When applicable, records Records entered into the ONE system shall meet or exceed the ONE System Continuous Data Quality Improvement Process standards: xxxxx://xxxxx.xxxxxxxxx.xxxx/hc/en-us/articles/360001145547-ONE-System- Continuous-Data-Quality-Improvement-Process. 2 HSH Shelter Grievance Policy: xxxx://xxx.xxxxx.xxx/wp-content/uploads/2018/08/Shelter-Grievance-Policy-Final- 8-25-16-4.pdf.standard.1 3. When applicable, Grantee shall meet City’s Coordinated Homeless Assessment of Needs and Guidance through Effective Services maintain updated unit vacancy information on a weekly basis in the data system designated by HSH (CHANGESOffline Vacancy Tracker and/or ONE System) data standards and requirementsas required. Changes to vacancy reporting shall be communicated to Grantees in writing from HSH. 4. When applicable, Grantee shall enter data into the ONE System, but may be required to report certain measures or conduct interim reporting in CARBON, via secure email, or 1 HMIS Participation Agreement and Continuous Data Quality Improvement Process, available here: xxxxx://xxx.xxxxx.xxx/get-information/one-system/ through uploads to a File Transfer Protocol (FTP) site. When required by HSH, Grantee shall submit the monthly, quarterly and/or annual metrics into either the CARBON database, via secure email, or through uploads to an FTP site. HSH will provide clear instructions to all Grantees regarding the correct mechanism for sharing data. database Changes to data collection or reporting requirements shall be communicated to Grantees via written notice at least one month prior to expected implementation. 5. Any information shared between Grantee, HSH, and other providers about the served population shall be communicated in a secure manner, with appropriate release of consent forms and in compliance with 24 C.F.R. Part 578, Continuum of Care; 45 C.F.R. Parts 160 and 164, the Health Insurance Portability and Accountability Act (HIPAA) and federal and state data privacy and security guidelines. 6. Failure to comply with data security, as requiredstorage and access requirements may result in loss of access to the HMIS and other data systems.

Data Standards. 1. Grantee shall maintain ensure compliance with the current HMIS Participation Agreement and active guest listContinuous Data Quality Improvement (CDQI) Process2, as well as maintaining the records of former clients who are including but not longer activelimited to: a. Entering all client data within three working days (unless specifically requested to do so sooner); b. Ensuring accurate dates for client enrollment, client exit, and client move in the designated HSH database(if appropriate); and c. Running monthly date quality reports and correcting errors. 2. When applicable, records Records entered into the ONE system shall meet or exceed the ONE System Continuous Data Quality Improvement Process standards: xxxxx://xxxxx.xxxxxxxxx.xxxx/hc/en-us/articles/360001145547-ONE-System- Continuous-Data-Quality-Improvement-Process. 2 HSH Shelter Grievance Policy: xxxx://xxx.xxxxx.xxx/wp-content/uploads/2018/08/Shelter-Grievance-Policy-Final- 8-25-16-4.pdf. 3. When applicable, Grantee shall meet City’s Coordinated Homeless Assessment of Needs and Guidance through Effective Services (CHANGES) data standards and requirements. 4. When applicable, Grantee shall enter data into the ONE System, but may be required to report certain measures or conduct interim reporting in CARBON, via secure email, or through uploads to a File Transfer Protocol (FTP) site. When required by HSH, 2 HMIS Participation Agreement and Continuous Data Quality Improvement Process, available here: xxxxx://xxx.xxxxx.xxx/get-information/one-system/ Grantee shall submit the monthly, quarterly and/or annual metrics into either the CARBON database, via secure email, or through uploads to an FTP site. HSH will provide clear instructions to all Grantees regarding the correct mechanism for sharing data. Changes to data collection or reporting requirements shall be communicated to Grantees via written notice at least one month prior to expected implementation. 54. Any information shared between Grantee, HSH, and other providers about the served population shall be communicated in a secure manner, with appropriate release of consent forms and in compliance with 24 C.F.R. Part 578, Continuum of Care; 45 C.F.R. Parts 160 and 164, the Health Insurance Portability and Accountability Act (HIPAA) and federal and state data privacy and security guidelines. 5. Failure to comply with data security, as requiredstorage and access requirements may result in loss of access to the HMIS and other data systems.

Data Standards. 1. Grantee shall maintain ensure compliance with the current Homeless Management Information System (HMIS) Participation Agreement and active guest listContinuous Data Quality Improvement (CDQI) Process1, as well as maintaining the records of former clients who are including but not longer activelimited to: a. Entering all household data within three working days (unless specifically requested to do so sooner); b. Ensuring accurate dates for household enrollment, household exit, and household move in the designated HSH database(if appropriate); and‌ c. Running monthly data quality reports and correcting any errors. 2. When applicable, records Records entered into the ONE system System shall meet or exceed the ONE System Continuous Data Quality Improvement CDQI Process standards: xxxxx://xxxxx.xxxxxxxxx.xxxx/hc/en-us/articles/360001145547-ONE-System- Continuous-Data-Quality-Improvement-Process. 2 HSH Shelter Grievance Policy: xxxx://xxx.xxxxx.xxx/wp-content/uploads/2018/08/Shelter-Grievance-Policy-Final- 8-25-16-4.pdfstandard. 3. When applicable, Grantee shall meet City’s Coordinated Homeless Assessment of Needs and Guidance through Effective Services (CHANGES) data standards and requirements. 4. When applicable, Grantee shall enter data into the ONE System, but may be required to report certain measures or conduct interim reporting in CARBON, via secure email, or through uploads to a File Transfer Protocol (FTP) site. When required by HSH, Grantee shall submit the monthly, quarterly and/or annual metrics into either the CARBON database, via secure email, or through uploads to an FTP site. HSH will provide clear instructions to all Grantees regarding the correct mechanism for sharing data. database Changes to data collection or reporting requirements shall be communicated to Grantees via written notice at least one month prior to expected implementation. 54. Any information shared between Grantee, HSH, and other providers about the served population shall be communicated in a secure manner, with appropriate 1 HMIS Participation Agreement and Continuous Data Quality Improvement Process, available here: xxxxx://xxx.xxxxx.xxx/get-information/one-system/ release of consent forms and in compliance with 24 C.F.R. Part 578, Continuum of Care; 45 C.F.R. Parts 160 and 164, the Health Insurance Portability and Accountability Act (HIPAA) and federal and state data privacy and security guidelines. 5. Failure to comply with data security, as requiredstorage and access requirements may result in loss of access to the HMIS and other data systems.