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Orange County HMIS

Author: 211OC

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.

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 HMIS reports 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 ticket submission page.

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.

Register Today: CoC APR: Sage HMIS Repository Trainings

On April 1, 2017, Continuum of Care (CoC) Program grant recipients (including recipients of funds under the CoC Program, Supportive Housing Program, Shelter Plus Care, and Section 8 Moderate Rehabilitation Single Room Occupancy Program) stopped reporting their Annual Performance Reports (APRs) in e-snaps and began submitting them in Sage HMIS Reporting Repository (Sage). Sage is an online repository that allows greater flexibility to recipients, CoCs, and HUD to report and search CoC Program APR data.

HUD is offering a webinar on the Sage HMIS Repository on both April 18th and April 19th. These are two offerings of the same training, so please only register for one of the webinars.

Participants will learn:

  • How to access Sage, including a brief overview of the various user levels
  • How to complete the CoC Program APR in Sage
  • How to access additional resources and guidance on the CoC Program APR and Sage

Registration is now open for the following April Trainings:

Webinar Title Date and Time Registration Link
Sage Training: Submitting your CoC APR Tuesday, April 18th
11 AM – 12 PM EDT		 Register Now
Sage Training: Submitting your CoC APR Wednesday, April 19th
3 PM – 4 PM EDT		 Register Now

PLEASE NOTE: Registration is required.

Who Should Attend?

This webinar, Sage Training: Submitting your CoC APR, is relevant to CoC program grant recipients, as well as CoC and HMIS Lead agency staff. However, lines are limited for these calls. Please limit registration to 1 per organization; we encourage staff to listen together on one line (and use one registration), if possible. Attendance is limited to 1,000 participants for each webinar.

Training Series Point of Contact:

Thuan Huynh | 301.347.5841 | Thuan_Huynh@abtassoc.com

Registering for Sage Training: Submitting your CoC APR

Access the registration page using the link listed below and then select Register Now on the right side of the page.

You should receive an email confirming your registration. You will also receive reminder emails 24 hours and one hour before the webinar begins. All of these emails will include links to join the training at the time of the event.

If you have not yet registered for a HUD Exchange Learn account:
Create an Account on the HUD Exchange

  1. Go to the HUD Exchange (www.hudexchange.info).
  2. Click Log In (at the upper right).
  3. Click Create an Account.
  4. Fill out the form, and click the Create Account button.

Your account has been created. You will receive a confirmation email.

If you have already registered for a HUD Exchange Learn account:

  1. Enter your Username and Password; select Log in
  2. If prompted to fill out additional information, please do so, and select Update
  3. You will be brought directly to the course detail page in HUD Exchange Learn
  4. Select the checkbox next to the class name and location and then select Enroll in this Class

If you are unsure if you have a HUD Exchange Learn account:

  • Go to the HUD Exchange Login page, and enter your email address into the field: Forget Username or Password?
  • If a username for that email address already exists, you will receive an email with a temporary password that you can use to follow the steps above. If not, you’ll receive an error message.

Additional Instructions

To find out more information about upcoming trainings and access materials from previously held trainings, go to HUD Exchange Trainings.

HUD’s original email

From Our Federal Partners: Learn Ways to Multiply the Impact of Your Grant through Partnership with Faith Communities

Learn how the Substance Abuse and Mental Health Services Administration (SAMHSA) faith-government partnership is creating a new community co-investment process through the evidence-based Open Table model.

You can use Open Table to:

  • Partner with the faith community to build an extended system of care.
  • Discuss unmet need to address poverty for persons with behavioral health needs.
  • Train residents to invest their intellectual and social capital in young adults and families.
  • Provide unconditional support for persons who have experienced trauma.
  • Create a sustainable system of care.

Hear from SAMHSA grantees and faith community partners in this webinar who will focus on the intersection of support for those who are experiencing homelessness and the Open Table model of poverty intervention.

Webinar Details:

Date: April 5, 2017
Time: 3:30-4:30 PM EDT
Phone Number: 888-928-9713
Passcode: OPENTABLE
Web Access: Join the webinar online.

Please invite community partners, stakeholders and coalition members to this informational webinar

HUD’s original email.

Register Now: Requirements for Coordinated Entry Systems Webinar – March 2017

The United States Department of Housing and Urban Development (HUD) is holding a series of webinars for Continuums of Care (CoCs) and recipients of CoC Program and Emergency Solutions Grants (ESG) Program funding to educate participants about the components of the Notice Establishing Additional Requirements for Continuum of Care Centralized or Coordinated Assessment System. This webinar will connect the dots across all of HUD’s Coordinated Entry requirements and recommendations, help communities understand the requirements, and what steps a community should consider to evaluate and ensure compliance. Participants will be introduced to HUD’s Technical Assistance (TA) materials to aid their compliance efforts, including a checklist of essential elements assessment tool (available on the HUD Exchange).

Webinar Dates:

Date: Time: Registration Link:
Monday, March 20, 2017 1:00–2:30 PM EDT Register Now
Wednesday, March 22, 2017 2:00–3:30 PM EDT Register Now
Tuesday, March 28, 2017 1:00–2:30 PM EDT Register Now

PLEASE NOTE: Registration is required. Content will not vary across sessions.

Who Should Attend?

Every CoC must establish or update its coordinated entry process in accordance with the requirements of 24 CFR 578.7(a)(8) and the Notice by January 23, 2018. Each CoC and each ESG recipient operating within the CoC’s geographic area must also work together to ensure the CoC’s coordinated entry process allows for coordinated screening, assessment and referrals for ESG projects. CoCs throughout the country designing and implementing coordinated entry processes to ensure that their housing crisis response systems end current homelessness for all households and ensure that future homelessness is rare, brief, and non-recurring. Recognizing that CoCs are in various stages of planning and implementation, this webinar is designed to help CoCs understand what is required, how to review their progress to date, and how to begin to identify areas that are completed or need further development. This includes staff and programs working on coordinated entry design and implementation, as well as projects required to participate in coordinated process.

Training Point of Contact

Jake LaSala | 240-582-3624 | CE.Training@Cloudburstgroup.com

Registering for the Requirements for Coordinated Entry Systems Webinar – March 2017

Access the registration page below and then select Register Now on the right side of the page.

If you have not yet registered for an HUD Exchange Learn account:

Create an Account on the HUD Exchange

  • Go to the HUD Exchange (www.hudexchange.info).
  • Click Log In (at the upper right).
  • Click Create an Account.
  • Fill out the form, and click the Create Account button.

Your account has been created. You will receive a confirmation email.

If you have already registered for an HUD Exchange Learn account:

  • Enter your Username and Password; select Log in
  • If prompted to fill out additional information, please do so, and select Update
  • You will be brought directly to the course detail page in HUD Exchange Learn
  • Select the checkbox next to the class name and location and then select Enroll in this Class

If you are unsure if you have an HUD Exchange Learn account:

  • Go to the HUD Exchange Login page, and enter your email address into the field: Forget Username or Password?
  • If a username for that email address already exists, you will receive an email with a temporary password that you can use to follow the steps above. If not, you’ll receive an error message.

Additional Instructions

To find out more information about upcoming trainings and access materials from previously held trainings, go to HUD Exchange Training.

HUD’s original email

APR Training: Overview of the Sage HMIS Repository Webinar – March 16

The APR Training: Overview of the Sage HMIS Repository Webinar will provide an overview of the U.S. Housing and Urban Development’s (HUD) new reporting system for the submission of its Continuum of Care (CoC) Program Annual Performance Report (APR). Effective April 1, 2017, the new system, Sage Homeless Management Information System (HMIS) Repository, will now be the portal for all CoC Program recipients to submit their APR to HUD.

Registration is now open for the following March Training:

Webinar Title Date/Time Registration Link
APR Training: Overview of the Sage HMIS Repository Thursday, March 16, 2017 3:30-4:30 PM EDT Register Today

Who Should Attend?

The APR Training: Overview of the Sage HMIS Repository Webinar is relevant to CoCs and CoC Program recipients. Attendance for this webinar is limited to 1,000 participants.

Training Series Point of Contact

Lily Rosenthal | 617-520-2435 | Lily_Rosenthal@abtassoc.com

Registering for the APR Training: Overview of the Sage HMIS Repository Webinar

Access the registration page below and then select Register Now for the desired class.

If you have not yet registered for a HUD Exchange Learn account:

Create an Account on the HUD Exchange

  1. Go to the HUD Exchange (www.hudexchange.info).
  2. Click Login (at the upper right).
  3. Click Create an Account.
  4. Fill out the form, and click the Create Account button. Your account has been created. You will receive a confirmation email.

If you have already registered for a HUD Exchange Learn account:

  1. Enter your Username and Password; select Log in.
  2. If prompted to fill out additional information, please do so, and select Update.
  3. You will be brought directly to the course detail page in HUD Exchange Learn.
  4. Select the checkbox next to the class name and location and then select Enroll in this Class.

If you are unsure if you have a HUD Exchange Learn account:

  • Go to the HUD Exchange Login page, and enter your email address into the field: Forget Username or Password?
  • If a username for that email address already exists, you will receive an email with a temporary password that you can use to follow the steps above. If not, you’ll receive an error message.

Additional Instructions

To find out more information about upcoming trainings and access materials from previously held trainings, go to HUD Exchange Trainings.

HUD’s Original Email

New Submission Portal for CoC APRs – Sage – is Opening Soon

On April 1, 2017, Continuum of Care (CoC) Program grant recipients will stop reporting their CoC Program Annual Performance Reports (APRs) in e-snaps and will begin submitting them in Sage HMIS Reporting Repository (Sage). Sage is an online repository that allows greater flexibility to recipients, CoCs, and HUD to report and search CoC Program APR data.

Who Must Submit CoC Program APRs in Sage?

Communities will no longer submit APRs in e-snaps. This change in systems will apply to all CoC homeless assistance grants (e.g., Supportive Housing Program, Shelter Plus Care, Section 8 Moderate Rehabilitation Single Room Occupancy Program, CoC Program) administered by the Office of Special Needs Assistance Programs (SNAPS) – regardless of when they were initially funded. This includes recipients that submit APRs due to a 15-year or 20-year use restriction.

  • Recipients will be required to upload CSV data from their HMIS to fulfill the APR reporting requirement in Sage. Recipients will not be able to manually enter data about who they served. HUD expects all HMIS softwares and all comparable databases to be able to support this requirement.
  • HMIS Dedicated grant recipients will also have a new APR that will not require a data upload or report generated from the HMIS.
  • For SRO recipients, HUD is changing the reporting requirements. Instead of a full APR, SRO recipients will report basic information about the recipient and its appropriate contact, answer some basic questions, report the total number of persons served, and the total units it funded. More information will be provided in the APR guidebook on what exactly the SRO recipients need to report.
  • HUD will not be updating anything in e-snaps to support APRs for grants funded in FY2015 and later CoC Program Competitions. APRs in process in e-snaps should make every attempt to be completed by March 30, 2017.
  • The reason HUD is requiring all recipients, regardless of funding year, to begin using Sage is because local HMIS softwares are also changing and will no longer support the APR that is submitted in e-snaps beginning in April. Recipients need to contact their HMIS Administrators to find out when exactly this change will occur in their local HMIS. If recipients have an open APR in e-snaps on April 1, 2017 or need to amend an old APR, they need to work with their HMIS Administrator to determine if they are able to report the data about clients for those updates.

When Should Sage Users Create Their Accounts?

In anticipation of these APR reporting changes, HUD has now opened Sage for recipients to create their Sage accounts.

  • Recipients must identify the persons they want to access the Sage portal and have them create an account by going to www.sagehmis.info and entering the contact information and the recipient affiliation (i.e., CoC). HUD is requiring the CoC Primary contact to approve the users for their CoCs. The Primary Contact, who is the person identified by the Collaborative Applicant in the FY2016 CoC Program Registration as the Primary Contact, will be able to designate someone else in their CoC to authorize users but until they do that they will be required to approve all users. HUD is requiring this because CoCs should know which recipients should be reporting and they should also have access to APRs, which has historically been limited. HUD has prepopulated Sage with the contact information of all of the CoC Primary contacts. If the Primary Contact information submitted to HUD via e-snaps is out of date CoCs need to notify HUD immediately via the Ask A Question (AAQ) portal and also update the Applicant Profile in e-snaps. The CoC Primary contact will be notified when a user requests access and the user will be notified when the CoC authorizes that user’s access.

What Training Resources Are Available?

  • HUD will host a webinar on March 16, 2017 at 3:30 PM EDT to provide a basic overview of Sage, demonstrate how to access Sage, and answer questions. You will receive a separate listserv message with registration information.
  • HUD will release a short training video to show users how to create a Sage account next week. We anticipate that it will be ready prior to the webinar.
  • HUD will host another webinar in April to provide more information about using Sage along with other training resources.

This is an exciting change that should make reporting easier for recipients and expand the ability for CoCs to access and use APR data.

HUD’s original email.

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