Data Matters November 2014

Data Matters
November 2014
2014 Data Standards Training Added
An HMIS 2014 Data Standards training has been added for users that have recently had their HMIS accounts locked. To register please click here.The training will be held on November 18, 2014 from 2pm to 3pm in the CASA Training room at The Village on 17th Street. If you have already registered for Part I Training, you may attend this class instead, but please let the HMIS Helpdesk know so that the Part I booking may be canceled.If locked users do not attend the Data Standards training on the 18th, the account will remain locked until Part I Training is attended. Please contact or call (714) 589-2360 if you have any questions.

New Intake and Exit Forms
Have you seen our new intake and exit forms?  The forms have been updated to include the 2014 Data Standards, and can be accessed on our website by clicking here. 211OC is still making some changes to HMIS, so these forms may be updated again soon. We are also still working on updating the Annual Assessment forms and Spanish forms, and will send an email once this has been completed. If you have any questions about the forms, please contact the Helpdesk at or (714) 589-2360.

HMIS Version 5.5 Update
Our HMIS vendor has recently released new HMIS pages for Program Entry, Program Exit, Annual Assessments, Services, and Case Notes. Adsystech offered webinars on these pages in September, which many of our users attended. 211OC is working on testing these pages to ensure they work properly before releasing them to the users. We are hoping to release them to all HMIS users in December or January. We will send an email when these pages become available, as well as offer optional webinars on these pages.

AHAR bell 2 AHAR Update  
211OC has been working with the agencies throughout October to correct data in preparation for the AHAR. The AHAR draft will be submitted to HUD this week. Once the AHAR draft is submitted, HUD will provide us with feedback, and 211OC will contact the agencies if any additional revisions need to be made. Once these issues are fixed, the AHAR will be resubmitted to HUD by December 12th, which is the final deadline for the AHAR.  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!

FY2014 CoC NOFA Update
211OOC and OC Community Services would like to thank the CoC funded agencies for working with us on ensuring your agency’s project(s) were entered and submitted in e-snaps within the timeframe given. The FY2014 CoC Program NOFA application was submitted on October 29, 2014 to the US Department of Housing and Urban Development (HUD) ahead of the October 30th deadline.

In this NOFA process, the Orange County Continuum of Care reallocated $732,754 for one Permanent Supportive Housing and one Rapid Rehousing project. This year, HUD announced in this application process they set aside $40 million for a PSH Bonus Project, to help communities reach the federal goal of ending chronic homelessness, in which we were able to apply for.

To view the project priority list and other related information related please visit 211OC’s website at

Friendly HMIS Reminder
With so many changes recently, the HMIS Team understands that it can be simple to forget the little things, so here are two reminders for our users.

  • Please remember that if a project closes at your agency, you must submit a program closure form so that we may deactivated it in HMIS for you. To download the Program Closure form,  please click here.
  • If a user no longer needs access to HMIS or they are no longer a part of your agency, please remember to submit a User Revocation of Access form; e-mails to do not sufficeTo download the User Revocation of Access form please click here.

Thank you and we appreciate our HMIS users!

TipsAndTricks01 2 Tips and Tricks
The tip for this month has to do the new HMIS Data Standards that took effect on October 1, 2014. When answering any required fields, the ‘data not collected’ response should be used when the client did not provide a response on the form or the case manager did not ask the client the question. The ‘client doesn’t know’ response should be used if the client does not know the answer to the question, and the ‘client refused’ response should be used if the client refuses to answer the question.

Agency Audit – Status Update
Since April 2014, 2-1-1 Orange County HMIS staff has been visiting agencies that use HMIS to make sure that they are in compliance with our Policies and Procedures.  Of the 36 agencies participating in HMIS, 29 have been audited, 7 have been scheduled and 1 has not been scheduled for an audit. To view the checklist of items to be audited, please click here.
HMIS Agency Audit Update
If your agency has not been scheduled for an agency audit, please contact to get scheduled. 

HMIS Spotlight, Quarter 3 Report Card, Quarter 3 Corrections
Due to technical issues with the HMIS reports, Spotlights, Quarter 3 report cards, and Quarter 3 corrections will be delayed. Spotlights for Quarter 3 will be posted in the next newsletter. Quarter 3 report cards and corrections will be sent out as soon as possible.

We can’t  wait to see more agency names in the spotlight!

HMIS Patch Updates for October
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.  If you have any questions about these updates, or if you find any issues with these updates, please email

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 a temporary HMIS user ID and password, while Data Validation training must be completed within 30 days of completing Beginners training to keep the account active for an additional 1 year. After 1 year, refresher training may be required.

Happy Thanksgiving! 
211OC would like to wish you a relaxing Thanksgiving.


211OC Holiday Schedule
211OC will office will be closed November 27, 2014 and November 28, 2014 in observance of Thanksgiving.
211OC’s resource helpline however, is available 24 hours a day, 365 days a year for clients seeking information on resources available in Orange County.