HMIS Patch Updates For October

In the month of October, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of the updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please email HMIS-helpdesk@211oc.org.

  • The Client Intake page, contact tab, has been updated to include a field for Country to allow for entering foreign addresses.
  • The Questions pages and tabs have been updated so that the Date field that is displayed when saving the answers to a set of questions is now labeled “Information Collection Date”. The date entered should be the date that the questions were answered by the client.
  • The AHAR reports have been updated to correctly calculate family size when the household composition changes.
  • In the System Library, Export Schedule page, an Organization filter has been added so that users will have access only to the records of their own organization.
  • A weekly fix has been released to update Program Entry questions to add the question “Have you ever been promised work where the work or payment ended up being different from what you expected?”, which is a RHY funded only question. it will be added to the Program Specific Data Elements reports in a different ticket.

HMIS Outage 11/9/15

Update 11:15am: The latest update we have received is that the system is not going to be available until 5:00pm.  We apologize for the inconvenience.

Please be advised that the HMIS system is currently unavailable due to a power outage, and is expected to be functioning normally around 2:30pm.  We will post an update when HMIS becomes available again.  If you have any questions, please contact HMIS-helpdesk@211oc.org.  We apologize for any inconvenience.

Agency Administrators are now Primary Contacts with 211OC

Effective immediately, agency administrators and back-up agency administrators will now be the primary contacts between 211OC and the agencies, as stated in the email to all EDs in August.  This means that all requests, including resetting account passwords, unblocking user accounts, and reactivating/deleting enrollments must come from the agency administrator or back-up agency administrator at your agency.

This will allow Agency Administrators to quickly address user questions, and will ensure Agency Administrators are kept in the loop on all requests sent to 211OC.  Any requests 211OC receives from other users will be referred back to the Agency Administrator.  We appreciate your support regarding this change in policy!

To see the email that was sent to the agency administrators, please click here.

HMIS Patch Updates for September

In the month of September, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of the updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please email HMIS-helpdesk@211oc.org.

  • When entering a new client on the Client Intake page, the system will check to see if a SSN already exists for a client. If only the last four digits of the SSN have been entered and the select Client popup window is displayed indicating a match with another client record, you will be allowed to continue after selecting Cancel in the popup window.
  • On the Add/Edit Case Notes page, users will now be able to scroll through the Notes field to view the enter case note after a client has been exited.
  • If the Consent is set to Private on the Case Notes page, only the user that set the case note to private, as well as users with admin access will be able to see the case note.
  • The following changes were made to HMIS to be in compliance with the new Data Standards:
    • The Enroll Clients in Program v5.5 and Program Entry pages have been updated with the changes to data element 3.17.
    • The Program Entry questions have been adjusted and additional questions added to satisfy the changes to data elements 4.35a, 4.35b, 4.44, 4.45, and 4.47.
    • Existing Data has been mapped to the new fields according to HUD instructions.
  • The HMISApplication_OC report has been updated to include the Program Entry date for the enrollment.
  • The OC_Bed Utilization report will now correctly count the bed nights for night-by-night Emergency Shelters.
  • Data Element 4.27 General Health Status has been added to the Program Specific Data Element_ Entry _Summary, Program Specific Data Element_ Entry _Results, Program Specific Data Element_Exit_Summary, and Program Specific Data Element_Exit_Results reports.
  • AgeAtEntry is a new field that has been added to some ad hoc views. This field will show the age of the client when he or she entered the project.
  • The APR 2013 and APR 2013 Details reports have been updated to calculate Q27 correctly.
  • The APR 2013 and APR 2013 Details reports have been updated to count Q29 for all project type codes.
  • The APR 2013 and APR 2013 Details reports have been updated to correctly display data for questions Q8, Q9, Q29, and Q36.
  • The Mark for Delete page has been updated to include a column called ReactivatedBy, which will tell administrators which user reactivated an enrollment.

FY 2015 Continuum of Care Program Competition NOFA – Revised

HUD-logo01

Per HUD:

A revised FY 2015 CoC Program Competition NOFA has been posted to the FY 2015 Continuum of Care (CoC) Program NOFA: CoC Program Competition page on the HUD Exchange.

Corrections, posted September 24, 2015, include corrections to internal citations throughout the NOFA and corrections to the date ranges for HUD forms such as the HUD-2880 and HUD-5007. All corrections are noted in red font and yellow highlights.

The corrections made to the NOFA will not extend the submission deadline, November 20, 2015, at 7:59:59 PM EST.

Questions

If you have questions pertaining to e-snaps technical issues, please submit your questions to the e-snaps Ask A Question (AAQ) portal on the HUD Exchange website. To submit a question to the e-snaps AAQ portal, select “e-snaps” from the “My question is related to” drop down list on Step 2 of the question submission process.

If you have questions related to the CoC Program interim rule or a policy related question, please submit your questions to the CoC Program Ask A Question (AAQ) portal. To submit a question to the CoC Program AAQ portal, select “CoC Program” from the “My question is related to” drop down list on Step 2 of the question submission process.

The AAQ accepts question submissions 24/7. However, responses are usually provided between 8:00 AM and 5:00 PM Eastern Time, Monday through Friday, except for weekends and federal holidays. Additionally, per the FY 2015 CoC Program Competition NOFA, starting 2 days prior to the application deadline for FY 2015 funds, the AAQ will respond only to emergency technical support questions up to the deadline of Friday, November 20, 2015 at 7:59:59 PM EST.

The FY 2015 CoC Program Competition is Now Open

HUD Communication — Released September 18, 2015

The Notice of Funding Availability (NOFA) for the Fiscal Year (FY) 2015 Continuum of Care Program Competition has been posted to the FY 2015 Continuum of Care (CoC) Program Competition: Funding Availability page on the HUD Exchange. The FY 2015 CoC Consolidated Application and Project Applications are now available in e-snaps.

Submission Deadline: Friday, November 20, 2015 at 7:59:59 PM EST

  • The FY 2015 CoC Program Competition is administered under the CoC Program interim rule (24 CFR part 578) and covers the application and award process for the FY 2015 CoC Program funds.
     
  • All applicants should carefully and thoroughly read the following:
    • FY 2015 CoC Program Competition NOFA – prior to beginning the application process
    • FY 2015 General Section NOFA
    • Project Application Detailed Instructions and Instructional Guides
    • CoC Application Detailed Instructions and Instructional Guide
    • CoC Priority Listing Detailed Instructions and Instructional Guide
    • FAQs
  • As stated in Section II.B.4.of the FY 2015 CoC Program NOFA – Any changes to the FY 2015 Grant Inventory Worksheet (GIW) after the FY 2015 CoC Program Registration process must be approved by the local HUD CPD Field Office, in consultation with HUD Headquarters, within the 10-day grace period after the publication of the FY 2015 CoC Program Competition NOFA. The due date of final HUD-approval for changes to the FY 2015 GIW is September 28, 2015 by 5:00 PM local time.
  • HUD will post the FY 2015 CoC Program Amounts Available for Funding to the HUD Exchange within 10 days after the deadline for the grace period for changes. As stated in the FY 2015 CoC Program Competition NOFA, HUD will not consider any additional changes to the GIWs or Annual Renewal Demand (ARD) after the 10-day grace period.
  • The e-snaps system is not compatible with Chrome and newer versions of Firefox. Users should use Internet Explorer 10 or 11 (in compatibility mode) or older versions of Internet Explorer or Firefox which are available from Microsoft and Mozilla. If you need assistance in accessing e-snaps contact the HUD Exchange e-snaps Ask A Question (AAQ).

Electronic Application in e-snaps

The www.grants.gov application is not applicable to the CoC Program. The FY 2015 CoC Consolidated Application (CoC Application and CoC Priority Listing) and the Project Applications are only available via the SNAPS online grants management system, e-snaps. Only those Collaborative Applicants with a HUD-approved FY 2015 CoC Registration will have access to the FY 2015 CoC Consolidated Application. The application submission deadline is Friday, November 20, 2015 at 7:59:59 PM EST.

Listserv Communications

All information related to the FY 2015 CoC Program Competition is communicated via the HUD Exchange Mailing List. Join the mailing list to receive important updates and reminders. HUD will communicate via listserv messages:

  • Due date reminders – it is the sole responsibility of Collaborative Applicants and their project applicants to submit the CoC Application and CoC Priority Listing containing all project applications by the due date and time.
     
  • Availability of webcasts.
     
  • Important updates or additional information – the additional information will not change the selection criteria or selection process included in the FY 2015 CoC Program Competition NOFA, but may include items such as updates on the status of e-snaps and reminders of impending deadlines.

If you are aware or suspect that the Collaborative Applicant, CoC members, or interested stakeholders are not currently receiving these listserv messages, please forward the following link, https://www.hudexchange.info/mailinglist/, to them to register for the listserv messages as this is the only form of communication used by HUD to the public.

Resources

FY 2015 CoC Program Competition NOFA Broadcast – This pre-recorded broadcast highlights key changes in the FY 2015 CoC Program Competition NOFA requirements. This broadcast is also available on the HUDchannel on YouTube. The due date of final HUD-approval for changes to the FY 2015 GIW is September 28, 2015 by 5:00 PM local time.

Application Resources on HUD Exchange

The following Consolidated Application and Project Application resources associated with the FY 2015 CoC Program Competition are, or will be, available on the CoC Program Competition: e-snaps Resources page on the HUD Exchange website:

  • Project Application Detailed Instructions:
    • New Project Application – coming soon
    • Renewal Project Application – coming soon
    • CoC Planning Project Application
    • UFA Costs Project Application
       
  • Project Application Instructional Guides:
    • New Project Applications
    • Renewal Project Applications
    • Performance Measures
    • Budgets – coming soon
    • CoC Planning Project Applications
    • UFA Costs Project Applications
    • Appeal Project Applications
       
  • CoC Application:
    • Detailed Instructions – coming soon
    • Instructional Guide
       
  • CoC Priority Listing:
    • Detailed Instructions
    • Instructional Guide

Questions

If you have questions pertaining to e-snaps technical issues, please submit your questions to the e-snaps Ask A Question (AAQ) portal on the HUD Exchange website. To submit a question to the e-snaps AAQ portal, select “e-snaps” from the “My question is related to” drop down list on Step 2 of the question submission process.

If you have questions related to the CoC Program interim rule or a policy related question, please submit your questions to the CoC Program Ask A Question (AAQ) portal. To submit a question to the CoC Program AAQ portal, select “CoC Program” from the “My question is related to” drop down list on Step 2 of the question submission process.

The AAQ accepts question submissions 24/7. However, responses are usually provided between 8:00 AM and 5:00 PM Eastern Time, Monday through Friday, except for weekends and federal holidays. Additionally, per the FY 2015 CoC Program Competition NOFA, starting 2 days prior to the application deadline for FY 2015 funds, the AAQ will respond only to emergency technical support questions up to the deadline of Friday, November 20, 2015 at 7:59:59 PM EST.

HMIS Patch Updates for August

In the month of August, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of the updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please email HMIS-helpdesk@211oc.org.

  • The Search from Existing Customers popup on the Client Intake page has been updated to include the last four digits of the client’s SSN.
  • On the Client Intake page, the system will now search by last 4 digits of the SSN in addition to full SSNs.
  • The Disabled field is now automated based on the client’s responses to the disability questions at Program Entry and Program Exit.
  • Destination and Other Destination have been removed from the ProgramSpecificDataElement_Exit_Results and ProgramSpecificDataElement_Exit_Summary reports because these fields are now Universal Data Elements.
  • The APR 2013 and APR 2013 Details reports have been modified to include the program type codes ‘PH – Permanent Supportive Housing (disability required for entry)’ and ‘PH – Rapid Re-Housing’ so the reports count clients correctly.
  • The APR 2013 and APR 2013 Details reports have been updated to count Medi-Cal, Employer Provided Health Insurance, COBRA Health Insurance, and Private Health Insurance under ‘Other Source’ for Health Insurance.
  • The OC_Data Timeliness on Service Entry Date report has been corrected so that only services that are attached to the component selected will be included on the report.
  • The HUDCSV40 export (for SSVF projects) has been updated to correctly export the Year Entered Military Service field.
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