Summary of Changes

All edits/updates/additions to the 2024 version of the manual are listed below in chronological order by page number. Should you have any questions or concerns about the 2024 version of the manual, please contact us here.

Entire Document     Removal of Statewide 211 Information and Referral Line (211) language throughout entire PPM due to change in sharing agreement.

Entire Document    “parent” changed to “parent or legal guardian”

Pg. 1 Update      Document approval dates in paragraph 2 updated.

Pg. 2 Addition     “Each term will begin on January 1^st of each year and end December 31^st.”

Pg. 3 Addition     “…the CoC’s…”, “HUD funded”

Pg. 3 Removal     “either….or strongly encouraged…”

Pg. 3 Addition     “..,completing a project build request, and end user training.”

Pg. 6 Change     “Users are not to share passwords on a personal computer for log-in” changed to “Users are not to store passwords on personal or shared devices for easier log-in.”

Pg. 6 Addition    “Secure random passwords or passphrases generate and stored by a password manager are recommended.”

Pg. 8 Removal     “..may assign and activate user ID’s, and..”

Pg. 9 Addition    “5.4 User Roles and Expectations – Users should only have Enter Data As access to project under the agencies they work for with the exception of CoC’s that have their CES within HMIS, where trained CES Access Point users may create a CES entry. Users should only edit information under projects within their agency. If a user has accidentally made changes to another project, they should contact their HMIs System Administrator via their ticketing system”

Pg. 12 Addition    “Merging duplicate records should only be complete by a CoC designated System Administrator.”

Pg. 12 Change     “Should” to “..will set aside time quarterly”

Pg. 12 Addition    “If a valid merge request is received, the CoC System Administrator will complete the merge at their earliest convenience.”
Pg. 12 Addition     “….if the client is actively enrolled in any projects the System Administrator will contact the Agency immediately to let them know of the merge and the final Client ID.”

Pg. 12 Removal   “HMIS Lead Agencies are responsible to conduct periodic reviews of potential duplicate client records and address those using the criteria listed above.”

Pg. 14 Addition     “…when such updates: 1. Impact data quality by introducing errors or inconsistencies. 

• Increase the likelihood of duplication of client files in the system.
• Contain non-homeless data or data that do not align with the mission and purpose of the HMIS.
• Fail to meet the technical standards and requirements set by the HMIS.
• Are from sources not verified or approved by the SC HMIS Steering Committee.

The CHO requesting an import will be responsible for any fees imposed by the vendor and the CoC for the import of data. CoCs reserve the right to charge an agency for all costs associated with data imports, including but not limited to fees related to data cleaning, verification, and integration processes.”

Pg. 16 Addition      “Comparable Database A comparable database is a relational database that meets all HMIS Data Standards and does so in a method that protects the safety and privacy of the survivor. A relational database is a collection of information that organizes data points with defined relationships for easy access and reporting. Excel and Google Sheets (spreadsheets) are not relational databases and do not meet the standards to be considered HMIS comparable in nature. HMIS Data Standards means that the comparable database must be able to collect all fields (data elements) required for an HMIS by the kind of project it is (e.g., Emergency Shelter, Rapid Re-housing). It must also allow the user to enter specific data at multiple data collection stages (record creation, project start, status update, annual assessment, and project exit) to support reporting and performance measurements required by HUD for all CoC and ESG program recipients and subrecipients.”

Pgs. 36- 43 Change     Updated the footer links to the current year’s HMIS Data Standards Manual

Pg. 47 Change     “Third & Subsequent Violations – the User and CHO will be notified of the violation in writing by their respective HMIS staff from the CoC Lead Agency. The respective HMIS staff will immediately suspend their license and notify the local CoC HMIS Committee of the violation. The User’s license will remain suspended until the local CoC HMIS Committee makes a determination whether or not to terminate the license. If the local CoC HMIS Committee determines the User should retain their User license, the respective CoC HMIS staff will provide necessary training to the User and/or CHO to ensure the violation does not continue. If the local CoC HMIS Committee determines the User’s license should be revoked, the license will be terminated, and the User account disabled.”

Pg. 52 Addition and Removal    “…including any evidence available…..against you.”

Pg. 53 Change       “Sanction” to “Violation Resolution”

Pg. 57 Addition     “CHO’s agree to operate their project in accordance with their appropriate program’s HMIS Program Manual. & It is the CHO’s responsibility to inform their local HMIS System Administrator when their grant funding/project/program is otherwise ending or changing.”

Pg. 58 Change     “Appendix “L” to “J Research Agreement”

Pg. 64 Addition     “…by providing a secure means of internet access?”

Pg. 65 Change      Scoring Totals were changed from a possible 541 points to a possible 452 points.

Pg. 64 Addition     Appendix L documenting changes in the latest version of the SC HMIS PPM.