Data Matters March 2015

Data Matters
March 2015

DividerLine-LongGray 3

News HIC/PIT Update
All HIC and PIT forms were due to 211OC by February 8, 2015.  At this point, 94% of the HIC forms have been submitted, and of those, 33% have been finalized.  We have also received 88% of the PIT surveys, and of those, 52% have been finalized.  If you have not yet submitted your HIC and/or PIT forms, please submit them to hic-pit@211oc.org.211OC is now reviewing all HIC and PIT forms, and providing feedback to the agencies.  If you receive feedback regarding your HIC and/or PIT forms from 211OC, please complete the corrections as soon as possible.  Once all HIC and PIT forms have been finalized, 211OC will email the agencies a final copy of their HIC and PIT for review.
Agency Audits Starting April 2015
We announced in the February HMIS User Meeting that starting in April 2015, 211OC HMIS team will begin agency audits for compliance to the HMIS Policies and Procedures.We will begin calling agencies in March to start scheduling the visits. If you would like to schedule the audit, please email HMIS-helpdesk@211oc.org or call 714-589-2360.
comingsoon

February HMIS User Meeting Recap
Thank you for attending the February HMIS User Meeting.  We covered all of the agenda items which included an interactive project where we had 6 groups of 3 people review data quality issues on two client intakes and exit forms.  As a group we discussed the identified errors/issues on the two client intakes and exit forms.

In addition, we had two “questions in a box” in which a discussion pursued with “As a case manager, do you follow-up with your former client when they have been stably housed?  Do you track their follow-up in HMIS?” and “Do you feel that you need more tools or help in analyzing what programs are actually affecting your data quality?”

If you weren’t able to attend this meeting and didn’t experience the discussions, ask someone who was there or better yet, attend our next HMIS User Meeting scheduled on May 20th from 9am-11am.

Did You Know…?
When registering for an upcoming HMIS class, the http://ochmis.org user account was created by you to register, cancel or view the bookings.  The HMIS user log-in for http://ochmis.esserver.com is to enter client information and generate reports.  The HMIS user log-in has your organization code_initial of first name along with your last name.

 HMIS log-in:        Training Registration:
hmis login training log in

 

Technical Support on a Client
When sending an email request to re-activate a client’s project enrollment, please do not provide any identifying information on the client, as this is a breach of our LA/OC HMIS Policies and Procedures, 5.3 Data Release Policy: All LA/OC HMIS stakeholders will follow the data release Policies and Procedures to guide the data release of client information stored in the LA/OC HMIS.When sending a request, please provide the client’s ID and application ID and the request.
Jump Logic on Program Entry Page
Many of you have noticed that the jump logic is no longer working on the Program Entry page.  This means that when a user answers “no” to a certain question, like the disability questions, the system is displaying the follow-up questions, rather than jumping to the next required question.  This is the result of LAHSA (our Collaborative partner in LA) adding questions to the Program Entry page that OC users cannot see.  This is expected to be corrected mid-March.  In the meantime, please continue to click on the Next button until the next required question appears.  We apologize for any inconvenience, and appreciate your patience.

Updated HMIS Data Quality Checklists – Long and Short
In accordance with the 2014 HUD data standards, the Data Quality Checklists have been updated and uploaded on ochmis.org. These lists help ensure that your agencies enter accurate and complete data into HMIS. The Data Quality Short List is a brief overview of the most common errors in data quality and is especially helpful when compiling monthly Data Certifications. The Data Quality Long List provides more detailed explanations of data quality issues and includes troubleshooting suggestions for common errors.

Updated HMIS Intake and Annual Assessment Forms
The HMIS Client Intake and Annual Assessment Forms have been updated to match recent changes in HMIS.  To view the updated forms, click here.  Please use these new forms moving forward.As a reminder, annual assessments should be completed for all clients that are enrolled in a project for a year or longer.  With the release of the new data standards, projects are now only required to collect income, non-cash benefits, and health insurance data on an annual basis.  Disability questions only need to be updated if a change has occurred during the client’s enrollment.  If you have any questions about these updated forms, please contact hmis-helpdesk@211oc.org.

Help Desk Tips
In order to expedite the response from the HMIS help desk to your inquiry, please make sure to email the help desk at hmis-helpdesk@211oc.org or call the HMIS helpline at (714) 589-2360, and not individual 211OC staff. Please include the following information in your email or voicemail:

For issues with reports:

  • The name of the report you are running.
  • The parameters you are using.
  • A detailed description of the issue with the report.

For issues with pages in HMIS or client records:

  • Only include client ID numbers and application IDs in emails, never send any personal identifying information (including first name, last name, date of birth, etc.) about clients via email.
  • The name of the page you are having a problem on.
  • If you are receiving an error message, please try to include the text of the error message.
  • A screenshot if possible and applicable.

HMIS Patch Updates for March

In the month of February, 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.  If you have any questions about these updates, or if you find any issues with these updates, please email HMIS-helpdesk@211oc.org.

HMIS Training Sessions 
Dates and times for the next HMIS Beginner’s Training Part I (Policies & Procedures), HMIS Beginner’s Training Part II (HMIS), HMIS Beginner’s Training Part III (Data Validation), HMIS Reporting Training, HMIS Data Quality Training, and Mark for Delete Training are posted in the HMIS Calendar. For more details and to register for training, please visit the HMIS-Calendar.Please note that attending a Policies and Procedures training and Beginners training is required to receive an HMIS user ID and password, while Data Validation training must be completed within a month of completing part II training or the account will be deactivated.

DividerLine-LongGray 3
clover                          easterbasket
Happy St. Patrick’s Day!
St. Patrick’s Day is Tuesday March 17th, 2015
Happy Easter! 
Easter Sunday is April 5th, 2015
HMIS Help Desk Email: hmis-helpdesk@211oc.org
HMIS Help Phone Line: 714-589-2360