Update on Common Issues in Version 6!

Check out this list of the Common Issues in HMIS Version 6, as well as updates on when these issues will be resolved.  Please continue to send any issues you are experiencing to the HMIS Helpdesk so we can work with Adsystech to resolve them.

For any agencies completing CSV Exports in version 5, please use this tracking document to track the changes you are making in HMIS.

We appreciate your patience during this process!

JULY 2017 PATCH NOTES

In the month of July, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please contact the HMIS Helpdesk.

  • The Path Annual Details v5 management report have been updated so that if a client has more than one record, because of different Date of Contact, the report will show the multiple Date of Contact together separated by a comma.
  • The APR v5 Details management report have been updated to change values in the Annual Assessment Status column from: ‘Not yet’ to ‘Not yet required’; ‘Without’ to ‘Missing’; ‘OK’ to ‘Completed’ and Blanks/Null to ‘n/a’
    • ‘Not yet required’ is for enrollments that have less than 365 days in the project, and therefore do not require an annual assessment yet.
    • ‘Missing’ is for enrollments that have a LOS of 365 days or more, and do NOT have a complete annual assessment.
    • ‘Completed’ is for enrollments that have a LOS of 365 or more, and DO have a complete annual assessment.

MAY 2017 PATCH NOTES

In the month of May, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please contact the HMIS Helpdesk.

  • The ESG Caper v5 Details management reports has been updated to change ‘Head and Adult’ to ‘Head or Adult’.
  • The ESG CAPER v5 Details management report has been updated to add the HIV/AIDS column for Entry, Assessment, and Exit.
  • The Demographic tab on the Client Intake Page has been updated to change the color of the Health Insurance field to blue to indicate it is a required field.
  • The income sub tab on the Snapshot Management tab has been updated to use the same checks and warning messages used in Central Intake when editing or adding an Income Source.

APRIL 2017 PATCH NOTES

In the month of April, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please contact the HMIS Helpdesk.

  • The Universal Data Elements_Details v5 management report has been updated to add the column Exit Date.
  • The Program Specific Data Element_Entry_Results_v5 management report has been fixed so that missing responses to the 4.12 Contact, and 4.13 Date of Engagement fields will only be highlighted as missing data for street outreach and supportive services only projects.
  • The Program Specific Data Element_Entry_Results_v5 and Program Specific Data Element_Entry_Summary_v5 management reports have been updated to add Incarcerated Parent of Youth.
  • The Universal Data Elements_v5 report has been updated so that if there are no applicable enrollments for a data element, the three percentages for that data element will be displayed as N/A.

NEW HMIS Help Desk Ticketing System Instructions

NEW HMIS Help Desk Ticketing System Instructions (only certified Agency Administrators are allowed to submit tickets):

Click the teal “HMIS Help Desk” button in the right sidebar

Type a few key words related to the issue you’re having or the error message you’re experiencing into the search box to see if there is an available Knowledge Base article that can solve your problem.

For example, if you are enrolling a family and not all family members appear in the pop-up on the Program Entry page you could type “family program entry” into the search box. The “Family Members Not Appearing in Pop-Up Window” Knowledge Base article, which contains instructions to solve this common problem, would appear on the page!

If no appropriate Knowledge Base articles appear, click the “Submit a Ticket” link beneath the search field to submit a ticket to the HMIS Help Desk. Note that under the “Message” section, there is a link that says “Add Attachment” if you need to attach a screenshot or report to your ticket.
When you submit your ticket you will need to select a Category from the Category dropdown menu:

HMIS – Data Request: When you need to request data that you are not able to pull from HMIS yourself. You can also use this category to let us know you have completed an Ad-hoc Report Request form.

HMIS – Pages: When you encounter an issue on any page in HMIS, excluding reports and exports. You will be asked to specify which page you encountered an issue on in a dropdown menu, then you will fill out a subject and message just as you would over email. We also have a space for you to enter the text of any error message you might receive. When we know exactly which error message you’re receiving, we can much more quickly solve your problem.

HMIS – Reports (Including repository exports and corrections): When you have a question about: Management Reports (e.g. Universal Data Elements_Agency V5), Ad-hoc Reports (e.g. CFCOC Services Provided), Application Reports (e.g. ClientMasterRecordReport), Repository Exports (e.g. CAPER, SSVF, RHY, APR), or Corrections Files sent to you by 211OC. You will be asked to provide the name of the report you need help with plus the start and end date of the reporting period. Please include all other parameters in the message section of the form.

HMIS – Setup: When you need to complete any project setup tasks, such as adding or taking away a milestone or service. You should also use this category if you need to deactivate or create a new project (in which case you will also need to attach a Project Setup or Project Close Out form).

HMIS Users and Trainings: When you have a question about user access or user trainings. For example, if you need to revoke a user’s access (in which case you would also need to attach a User Revocation of Access form) or if you have questions about the results or contents of a training.

MARCH 2017 PATCH NOTES

In the month of March, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please contact the HMIS Helpdesk.

  • A new management report, HMIS Data Quality Report, has been released to update the data quality reporting for all of the CoC and ESG program data quality reporting. It uses Region, COC Code, Agency, Program, Start and End Date as parameters, and it follows the requirements set in the HMIS Standard Reporting Terminology Glossary.
  • The APR v5 CSV Export, the APR v5 and APR v5 Detail reports have been updated in accordance with the APR HMIS Programming Specification released in January, 2017. The previous versions of APR v5 have been renamed to ESG CAPER v5, and the previous versions of APR v5 Detail have been renamed to ESG CAPER v5 Details.

FEBRUARY 2017 PATCH NOTES

In the month of February, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of 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 Universal Data Elements_Details_V5 management report has been updated to display DateToStreetESSH, Times Homeless Past Three Years, MonthsHomelessPastThreeYears, and LessThan90 days in red only when they are required.
  • The Program Specific Data Element_Entry_Results_v5 management report has been updated to add the Income Source Comment field. This is the field used if ‘Other’ is selected at the client income source.
  • The Client Roster During Report Period management report has been modified to update Prior Living Situation, Length of Stay and Chronic Homeless in accordance with the current HUD Data Standards.
  • The PATH Annual Report v5 and PATH Annual Details Report v5 have been created in accordance with the requirements specified in the 2017 HMIS-Programming-Specifications-PATH-Annual-Report.

JANUARY 2017 PATCH NOTES

In the month of January, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of 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 Universal Data Elements_V5 and Universal Data Elements_Details_V5 management reports have been updated to add data from HUD Data Element 3.917.
  • The Universal Data Elements_Details_V5 and Universal Data Elements_V5 management reports have been published with the changes to the Data Standards released in October 2016.
  • The Copy To function on the Additional Assessment page has been updated to correctly copy answers to household members, even when multiple profile activities exist for the client. The Profile information has been added to the list on the right side of the Copy To popup page.
  • On the Program Entry and Program Exit pages, questions 4.24 Last Grade Completed, 4.26 Employment Status, and 4.27 General Health Status have been rephrased to match the HUD Data Standards. 4.24 will be required for SSVF and HUD/VASH; 4.26 will required for HUD/VASH; and, 4.27 will be required for HUD/VASH.
  • The Entry Application report has been updated in accordance with the new HUD Data Standards.
  • The Snapshot Management tab has been updated to search for duplicate Social Security Numbers when a SSN is changed and the record is saved in the snapshot.
  • The Program Entry page has been updated to prohibit enrollment dates in the future; dates will be allowed to be the current date or earlier only.
  • The APR 2013 v5 report has been updated so that the Report Period Maximum Length can be up to 549 days, when the parameter Extended Contract is selected True.
  • The Group Program Exit page has been updated to allow exiting just selected records, rather than all records in the grid. Users will be able to select one or more records or check one box to select all records.
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