Data Matters December 2015

Reminder! Agency Administrator Training

The Agency Administrator training began on October 8th.  The training includes a review of the Agency Administrator responsibilities, an overview of the different training that Agency Administrators will need to conduct with their staff, and Mark for Delete training. As of November 30, 2015, 32 Agency Administrators and back-up administrators have been trained.  This training includes an Agency Administrator test, as well as a Mark for Delete test for any users that do not already have this access.  To pass both tests, Agency Administrators will be required to answer at least 85% of the questions correctly.  This equates to 43 out of 50 questions correct on the Agency Administrator test, and 48 out of 56 questions correct on the Mark for Delete test.  To ensure you pass the tests the first time, please study the training material that will be sent to you the week of your scheduled training.  You will need to be registered for one of the classes before the end of December.  The training is being held once a week, with the last training of 2015 being held on December 21st.  The sooner you attend training, the sooner you can take advantage of these benefits!

  • Agency Administrators can gain HMIS expertise to better support their agency’s HMIS needs.
  • Convenience. Train staff at your location on your schedule.
  • Reduce staff time spent traveling to trainings.
  • The Agency Administrator can customize the training to fit the agency’s needs.

As a reminder, beginning January 2016 the Agency Administrator will be responsible for training their own staff, as 211OC will not be offering the HMIS Beginner’s trainings. Agency Administrators should complete their training ASAP to ensure they are able to train their staff. If you have not registered for an upcoming Agency Administrator training please visit our training calendar at http://ochmis.org/hmis-calendar/.

HMIS User Meeting Recap

Thank you for your participation to the 4th quarter HMIS User Meeting.  The 211OC HMIS team provided updates on the SWAP Program Performance reports and data transparency, training, agency audits, patch updates, AHAR, and what’s new in HMIS.   We also discussed the questions “Do you think your agency is ready for the new requirement of “real time data entry?” and “Do you feel that 2-1-1 OC understands your agency’s specific needs when it comes to data quality and fixing it?” In addition to these topics, we played HMIS Jeopardy, and Team 1 won prizes. To find out how much fun and learning we had at our 4th quarter HMIS User Meeting, ask one of your co-workers, or better yet come to our 1st quarter HMIS User Meeting in 2016.

SWAP Program Performance Reports Posted!

We are excited to announce that the SWAP Program Performance reports have been posted to our website!  This tool shows project performance for all TH and PSH projects with data in HMIS from 1/1/13 to 12/31/14.  The measurements included on the report are entries from homelessness, entries from non-homelessness, average length of stay, exits to permanent housing, returns to homelessness, and annual utilization.  We envision that this report will help the agencies to make more informed decisions regarding their projects, and encourage the agencies to share this report with funders and the community.

The SWAP Program Performance reports are posted on our website here, with separate reports for Transitional Housing and Permanent Supportive Housing.  The reports are also available sorted alphabetically, as well as by performance.  If you have any questions, please refer to the ‘Reading the SWAP tool’ section of the report.  We hope these reports are helpful as you work to make your projects the best they can be!

Agency Audit Update

The 211OC HMIS team continues with the annual agency audits to ensure your agency is in compliance with the LA/OC HMIS Policies and Procedures.  Each year, these audits are required for all HMIS Participating Agencies. To date, we have completed 35 agency audits out of 42 agencies. We have 7 audits scheduled for December. Click here to view and download the checklist of the items to be audited.  Please ensure that all intake staff are available during the visit and all computers that access HMIS are available for review.

AHAR Update

211OC has been working with the agencies to correct their data in preparation for the AHAR, and the AHAR draft was submitted to HUD on December 2nd.  Once we receive feedback from HUD, we will contact the agencies if any additional revisions need to be made.  The final AHAR will be submitted to HUD by December 23rd.  Until the final AHAR is submitted, please continue to support the 211OC staff with any AHAR corrections that need to be made.  We thank you for your cooperation during this process!

Agency Administrator Reminder

Agency Administrators and Back-up Agency Administrators are now 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!

Coordinated Entry Update

Coordinated Entry continued to grow and develop. This month we have had City Net and South County Outreach approach us to become designated Coordinated Entry Street Outreach Teams. Their addition to the group of Coordinated Entry Street Outreach Teams will allow us to have geographical coverage in all of Orange County. Now that there is geographic coverage, we are looking at adding a second layer of support to the Street Outreach Teams and are looking for agencies that would be willing to provide street outreach to targeted populations such as transitional aged youth, domestic violence victims, and re-entry/post-incarceration populations.

With the expected El Nino approaching there has been a large emphasis on the Riverbed homeless population and how to best outreach to them. Illumination Foundation, City Net, County staff, and 2-1-1 Orange County have been meeting to be strategic in the process. As of Wednesday, November 18, 2015  the coordinated entry street outreach teams have submitted a total of 184 completed VI-SPDATs to 2-1-1 Orange County. Of those, 139 have a score of 8 or higher, which means that the most appropriate housing recommendation for that individual is permanent supportive housing. Of those, 41 are document ready, which means that as housing units come online these individuals will be matched to housing. Through Coordinated Entry a total of 15 chronically homeless individuals have been placed into permanent supportive housing through Mercy House, Friendship Shelter, and Colette’s Children’s Home. Three individual received another housing opportunity not associated with Coordinated Entry. There are 35 individuals who have been matched with an available housing unit and are soon to be housed and 3 additional individuals who have been approved for Shelter Plus Care.

For the month of November, we have been holding weekly Housing Placement & Matching meetings in which the Street Outreach Workers of the document ready individuals and the housing providers convene. During this meeting we go through the prioritization list and have a conversation on how to best match the document ready units to the units available. These meetings have proved to be a success and an evolving process too. During the first meeting we were able to match 26 individuals to housing opportunities, and during the second meeting were able to match 7 individuals to housing opportunities. Through these meetings the need for felony-friendly units has been highlighted as we are seeing there is a high number of individuals on the streets with felonies.

Patch Updates

In the month of October, our HMIS vendor made some changes to HMIS to improve system functionality. Please click here to see a list of the updates that apply to you.

211OC Closed For The Following Holidays:

  • Christmas Day December 25, 2015
  • New Year’s Day January 1, 2016

Upcoming HMIS Trainings:

HMIS Help Desk Email: hmis-helpdesk@211oc.org
HMIS Help Phone Line: 714-589-2360