Data Matters April 2016

HMIS User Meeting – SAVE THE DATE/Time Change

Mark your calendar and save the date for the 2nd quarter HMIS User Meeting! Please note that the meeting will take place in the afternoon.
When? May 18, 2015 from 1:30 p.m. to 3:30 p.m.
Where? At the Village Training Room (1505 E 17th Street, #100, Santa Ana, CA 92705)
If you have any agenda items you would like discussed, please send to HMIS-helpdesk@211oc.org

2016 HIC and PIT

As of 4/4/16, 90% of the HIC forms and 93% of the PIT forms have been finalized.  If your agency has not received confirmation that all of your HIC and/or PIT forms are complete, please submit your corrections ASAP.  Once all forms are finalized, we will be entering the data into HDX to submit to HUD, and we will email the agencies with the data that has been submitted to ensure everything is correct.

New In HMIS: OC_PasswordReset Role!

All Agency Administrators now have the ability to reset passwords for all users at their agency through the OC_PasswordReset Role. As a reminder, to ensure the security of the HMIS system, passwords should only be reset in extreme circumstances. You should not need to reset a user’s password more than once a week. Please work with your staff to make sure they are keeping track of their HMIS password.

To use the new role follow these steps:

1.       Log in and select your agency admin group (not user_group or any funding specific groups.)
2.       Click on the OC_PasswordReset role.
3.       Click on “User” in your navigation pane.
4.       Click the Filter button on the right top of the page to load your user list.
5.       Click on the user who needs a password reset.
6.       Click on the “Reset Password” button at the bottom of the screen.
7.       Type in the user’s new temporary password and click “Save Password”
8.       You will then get a pop up window that says “Reset password successfully! Do you want to unblock IP for user [ ]?” click OK.

If you have any questions about the new role please contact the HMIS Help Desk at hmis-helpdesk@211oc.org.

HUD Guidance: Bridge Housing for PSH Clients Image 1

Now that Coordinated Entry is in full swing in Orange County, many agencies have questions about what bridge housing is, and how they can use it for their clients waiting to be placed in a permanent housing unit.  HUD has determined that once a household has been matched with a permanent housing provider but before an appropriate unit is found, the household may stay with friends or family, in a hotel/motel, or in transitional housing without losing their chronically homeless eligibility.  However, the household can only stay in a transitional housing project if the provider does not place any requirements on the household (like sobriety requirements), the provider is actively assisting the household to find a unit, and there is no duplication of services billed for the transitional housing and permanent supportive housing providers.

Keep in mind that this guidance does not apply if the household is only on the prioritization list, so placing a household in bridge housing before being matched with a permanent housing provider could result in the household losing their chronically homeless eligibility.  Also, 211OC has entered a question to HUD regarding the chronically homeless eligibility of a household that entered bridge housing after being matched with a housing provider, and was later returned to the prioritization list.  We will provide an update once we receive a response from HUD.

Data Entry for Rapid Re-Housing ProjectsImage 2

Recently 211OC has discovered some misunderstanding of the proper data entry protocol for Rapid Re-Housing projects. Clients in Rapid Re-Housing projects must be entered into HMIS as soon as they have been accepted into the program, not after they have been placed into permanent housing. Providing RRH clients with case management or help searching for permanent housing counts as RRH services, and clients who are receiving these services must be recorded in HMIS* as participating in the program even if they do not ever find permanent housing through your RRH program. Enrolling only clients who find permanent housing through your program gives an incorrect 100% success rate for your program.

Data element 4.17, Residential Move In Date, records whether or not the client currently has permanent housing. This is a program entry question in HMIS, and per the HMIS Data Standards manual it must be updated once the client finds permanent housing:

Rationale: To differentiate between clients who are awaiting placement in housing and those who have moved into permanent housing for Rapid Re-Housing projects. This data is critical to point-in-time and housing inventory counts as it differentiates a client from a homeless status (in shelter) to a permanent housing status (in RRH housing unit).

Collection Point(s): At project entry. Edit as necessary to reflect changes during the course of enrollment.

Subjects: All clients.

For more information, please see page 58 of the 2014 Data Standards Manual.

Did You Know?

Changing Project Types in HMISImage 3

Many agencies have been revamping their public and private funded projects in order to be in alignment with HUD’s best practices.  This has resulted in many projects changing project type.  Some examples of this include projects changing from Transitional Housing to Emergency Shelter, or Transitional Housing to Rapid Re-housing.

If a project changes to a different project type, a new project should be set-up in HMIS.  If any of the projects at your agency have changed to a different project type, even projects that are privately funded, please contact the HMIS team immediately to ensure your projects are set-up correctly in HMIS.

Protecting Client Confidentiality for Volunteers and Agency Staff

Image 4The 211OC HMIS Team has created an HMIS Protecting Client Confidentiality PowerPoint for agencies to share with volunteers or agency staff that are not HMIS users.  This PowerPoint provides a brief overview of how to protect client confidentiality, and we highly recommend all staff and volunteers that have not completed the HMIS Part 1: Policies and Procedures training review it. The PowerPoint presentation can be found here.

Agency Audit Update

Image 5It’s that time of year again! This month the 211OC HMIS Team began conducting agency audits on the HMIS Policies and Procedures. Many agencies have already been scheduled.  If your agency would like to proactively schedule an agency audit, please contact HMIS-helpdesk@211oc.org.  To view the checklist of items to be audited, please click here.

Agency Administrator Training Update

211OC is no longer providing technical support to Agency Administrators that have not been certified by passing the Agency Administrator training.  As of the end of March, 33% of designated Agency Administrators have not been certified.  If you are an Agency Administrator and have not been certified, please plan to attend a training ASAP.  Training is currently being provided on a monthly basis through May.  After that, it will be scheduled on an as needed basis, and training will only be held if there are at least three users registered. If the training is full, please contact the HMIS helpdesk to request additional training dates.

Also, 211OC will no longer be completing enrollment reactivation and deletion requests.  Any Agency Administrators that don’t currently have access to the Mark for Delete page should register for a Mark for Delete training as soon as possible. Please visit the training calendar to sign up for the upcoming Mark for Delete class.

Upcoming Data Quality Report Cards

211OC will pull raw data for the Quarter One 2016 HMIS Data Quality Report Cards on April 15th, 2016. Please make sure that all corrections are completed by noon on the 15th so that the best data quality is reflected for your agencies. If you have any questions about the data quality report cards please contact the HMIS Help Desk at hmis-helpdesk@211oc.org.

211OC Training Schedule

Upcoming HMIS Trainings:

  • Reports Training – 04/19/2016 – 1:00 pm – 3:00 pm
  • Mark For Delete – 04/21/2016 – 1:00 pm – 3:00 pm
  • Agency Administrator Training– 04/27/2016 – 9:00 am – 4:00 pm