1 / After logging into the KYHMIS, go to the right hand side at the top and click on “Enter Data As”.
2 / Click on the Green Plus sign next to the applicable program for which you will be entering the client/household.
Client Search
3 / On the left hand side of the screen, click“ClientPoint” to begin searching for your client’s name. You must search for an existing client prior to adding a new client.4 / If there is a match, click on the pencilto the left of the client’s name.
5 / If there is no match to the client’s name, add the Social Security Number and search again.
6 / If there is still no match, choose “Full SSN Reported (HUD)” from the drop down list to the right of Social Security Number Data Quality.
7 / Click “Add New Client With This information”.
8 / The system will ask you again if you would like to add a New Client to the system, click “OK”.
NOTE: During the client search will be the only time available to add the full SSN for a new client. If you forget to add the SSN, please contact your agency administrator for corrections.
If you are adding a new family (i.e. household), add the head of household first.
Back Date
9 / The system will prompt you to select the date in which the (1) person entered the program, (2) the information changed/updated information, or (3) the person exited the program. Select the date and time in which the entry/exit/update occurred. NOTE: If you are doing data entry in live time, you will not have to set a back date. Just click on “Use Current System Date”.10 / Click, “Set New Back Date” – You will notice your headers will turn yellow.
NOTE: Only when you are in Enter Data As mode (EDA) and are in the correct date and time; are you ready to enter client data.
NOTE: Tabs in the KYHMIS are laid out in a certain order to help users remember the correct workflow. The goal is to move from left to right along the tabs. You may edit information from the summary tab after the data has been entered, but you are unable to add the original data here.
Client Profile
11 / Click on the “Client Profile” tab.NOTE: If you did not enter the full social when searching, you will need to contact your agency administrator to add the SSN. The SSN will be “masked” throughout the system once entered.
12 / Click on the pencil next to the sub heading “Client Demographics”.
13 / Complete all information. Click “Save”.
NOTE: Scroll down the screen to locate the sub heading “Client Notes”, “File Attachments”, and “Incidents”. If at any time, you need to add a statement of homelessness, client casenotes, or incidents that occur at our agency such as a ban rule, please add here.
NOTE: This tab allows you to see current household members, those that have been added, other household associations, previous associations, and household profile information.
Creating a New Household (skip if client is single)
15 / Click the Household’s Tab.16 / Click “Start a New Household”.
NOTE: Once a household is created, that household can NEVER be delete or removed from KYHMIS. Please be very careful when creating new households and double checking when searching for each household member. New households should only be created when no existing households can be located.
17 / Select the Household Type.18 / Complete search information the next household member.
19 / Add new client and household member.
Note: Clients that have been added to the household will appear under the “Selected Client’s Section at the bottom of the Household Pop-up screen.
20 / Click “Continue” when you have completed adding all household members.Note: The KYHMIS will return you to the main household screen.
21 / Select the “Head of Household”.
22 / Select the other relations to the head of household.
23 / Click “Save and Exit”.
NOTE: Release of Information is better known as an ROI. This release allows information to be shared from project to project within an agency or across agencies. You can upload a physical copy of the release of information for clients in the KYHMIS, but agencies must have one on file for each member of the household. The head of household or other adults in the household can sign releases for under 18 year old dependents, however EVER adult must have their own individual release. Also each adult can decide on the type of release they would like and information can be shared at different levels. Please contact your system administrator for further questions. Clients that do not wish to share information must have their records “locked”. Please contact your system administrator for that action.
ROI (Release of Information)
24 / Click on the “ROI”tab25 / Click on “Add Release of Information”
NOTE: The system will show all the households this client is associated with, that is why we DO NOT create new households with clients in exiting household, it creates confusion.
26 / Locate the correct household, and click the box to indicate which members are covered by this particular release.
NOTE: A release can cover the entire family if there is only one (1) adult and several children. Or it may cover one adult and all children, leaving the other adults in the household to give their own release. Make sure to select the appropriate choice.
27 / Release Granted MUST always be marked “yes”.
NOTE: If at any time a client declines to share information, please contact your system administrator prior to entering any client level data.
28 / Clearly state the end date for the release which can be at the agency discretion but will need to cover the entire time the client is participating in the project. All releases must have an end date.
29 / Click “Save Release of Information” The system will take you back to the main ROI screen and you will see all the programs a ROI has been granted for.
NOTE: Entry and exits date and information are the main source of data for the HUD APR and CAPER. It is important to always have a correct start and end date for the client’s/household’s participation in the program. Without this information, programs are unable to run a correct APR and CAPER. Also this is where the system reads the household configurations and members who may have left and joined the household. This is tab is also used to update information using interim assessments.
Entry
30 / Click the “Entry/Exit” tab.31 / Click “Add Entry / Exit”.
NOTE: All households associated with that client will appear. Make sure to check the boxes of the correct household members in order to include them in the program entry. If you are including all members, simply check the box next to the household I.D. If the client is single, skip this step.
32 / Select the appropriate entry type – MUST ALWAYS BE HUD for ESG and CoC grantees. Will be VA for Veterans’ Administration funded projects and PATH for PATH funded projects.
NOTE: Make sure the provider is correct, the type of entry is always HUD, and the time and date are reflective of the date the client/household entered the program. If you are correctly flowing the workflow all this information will not have to be corrected here. If this information is not correct, the workflow is incorrect. Please click “cancel” and check the EDA and Back Date mode.
33 / Click “Save and Continue”.
34 / Complete data entry for each household member.
35 / Click “Save” after you have completed a client’s information and move to the next member.
36 / Click “Save and Exit” when all household members have been completed.
Case Managers
37 / Click on “Case Managers” tab.38 / Click “Add Case Manager”.
39 / Check the boxes of the client/household that will have this case worker. Households can have more than one case worker. If it is the entire household, simply check the box next to the household I.D.
40 / Select the type of case worker. It may be another KYHMIS User, it may be yourself, and it may be other staff member.
NOTE: If this is yourself and information does not appear or it is another KYHMIS user and their contact information does not appear, please contact your system administrator.
41 / Click “Add Case Manager”.
NOTE: Services are often added throughout the project stay. If the program would like to add services that are not associated with a goal, simply search client, open record, click on “Service Transactions” tab and follow the steps below. Referrals can also be made throughout the project stay and can be completed the same way.
Service/Referral Transactions
42 / Click “Service Transactions” tab.43 / Click “Add Service” for just one service or click “Add multiple services to record more than one service at a time.
44 / Check the boxes of the client/household that will be included as a benefit from this service. If this is based on a goal it should include the same members that the goal was for. Any time there is rent, mortgage, or utility financial assistance paid, it does apply to the entire family. If it is the entire household, simply check the box next to the household I.D.
45 / Pick the correct service from the Service Type.
NOTE: Make sure to check the household members at the top of the page to see if everyone is added or if someone is added to this service that should not be.
46 / Select end date for the service. All services MUST have end dates and they must be after the start date.
47 / Click “Save and Continue”.
48 / Complete the “Need Information” specifically in reference to this service. It is located at the very bottom of the service screen.
49 / Click “Save and Exit”.
Exit
50 / Search the client or use the client I.D. to locate the head of household record.51 / Click on “Entry / Exit” tab.
52 / Find the correct entry for the program and then locate the pencil in the column with the sub heading of “Exit Date”.
53 / Click the pencil.
54 / Check the boxes of the client/household that will be included in this exit. Households can be exited together or certain members can leave before others. If this exit is for the entire household, simply check the box next to the household I.D.
NOTE: Make sure the time and date are reflective of the date the client/household exited the program. If you are correctly flowing the workflow all this information will not have to be corrected here. If this information is not correct, the workflow is incorrect. Please click “cancel” and check the EDA and Back Date mode.
55 / Complete the information regarding the reason and destination of the client/household. NOTE: All persons exited together will have the same reason and destination. If they do not, do not exit them together on this screen, go into each client’s record and exit them individually.
56 / Click “Save and Continue”.
57 / Complete data entry for each member of the household. You will notice that only those household members exiting will appear on the left side of the screen for a choice in entering information.
After each member click “save”
Click on the next member to complete and then click “save”
NOTE: After each member is complete, their check mark will appear green. This information must reflect the client’s status when they exited the program.
58 / Click “Save and Exit” when complete.
NOTE: Interims are used to update income, non-cash benefits, employment, disabilities, etc. Interims can only be conducted when a client is active in a program. The system will prompt you if the dates do not match with the entry or exit of the client. Also if you need a different assessment time period, please contact your system administrator.
DO NOT update information on an entry screen. Entry screens only reflect the client’s status as of entry, not during or after the client/household’s participation in the program.
Interims
(Updating Active Client Data
Annual Re-certifications)
1 / Search for the Client or use Client I.D. to open record.2 / Click on the “Entry / Exit” tab.
NOTE: You will see the entry into your program and may see entries into other program. Find the “Interims” column on the sub headings.
3 / Click on the notepad icon under the sub heading interim for the correct program entry.
4 / Click “Add Interim Review”.
5 / Check the boxes of the client/household that will be included in this review. Households can be reviewed together or adults can be reviewed separately. If it is the entire household, simply check the box next to the household I.D.
6 / Select the type of “Interim Review Type”. This can be 30, 60, 90, 120 days or an annual review.
NOTE: Make sure the provider is correct, the type of entry is always HUD, and the time and date are reflective of the date the client/household entered the program. If you are correctly flowing the workflow all this information will not have to be corrected here. If this information is not correct, the workflow is incorrect. Please click “cancel” and check the EDA and Back Date mode.
7 / Click “Save and Continue”.
8 / Complete data entry for each member of the household that is included in this review.
After each member click “save”.
Click on the next member to complete and then click “save”.
NOTE: After each member is complete, their check mark will appear green.
9 / Click “Save and Exit” when complete.
NOTE: A #1 will appear in the interim column of the entry/exit line in which you just added the interim. This #1 will change with the number of interim assessments that are complete while the client/household is in the program.
NOTE: We never want to create a new household in the system unless one does not exist. Often babies are born, clients get divorce, or family members move in. We can manage the household configurations using the household tab in conjunction with the entry and exit of the client/household. This can be overwhelming and confusing with so many steps. If you have questions, or need follow-up please contact your system administrator for further guidance.
Manage Households
Removinga Member(s) of a Household
Note: You will need to complete the exit assessment for this client.
Manage Households
Adding a Member(s) of a Household
Note: Always add addition member to the household from the head of household’s client record.
1 / Search for the head of household’s client record.2 / Click on the “Household” tab in the head of household’s record.
3 / Click on “Manage Household”.
Note: You will always have to search prior to adding a client record, even if it is a new baby and you know it is not in the system.
Note: You have completed adding a new member of the household. Click save and exit to move on to the next steps.
Note: Although you have added the member to the household, you must also add them to project entry.
DO NOT click on the new household member during the step!!!!!!!!!!!!!!!!!!!
Note: Make sure that no other family is picked for the new entry date and only the new family member. Make sure the you change the date on this screen, prior to clicking “Save and Continue”. This is the most critical step in the process of adding a new family member into the project entry.
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Revised 7-7-2014