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Orange County HMIS

Category: News

HMIS Q1 2017 Report Cards Posted!

The HMIS Q1 2017 Report Cards have been published!  These report cards review data timeliness, entries referred from the Coordinated Entry System, and Average Data Quality Scores, for the three different types of data elements our users collect data for: Universal Data Elements, Program Specific Data Elements at Entry, and Program Specific Data Elements at Exit.

FREE LGBT Sensitivity Training Scheduled for 6/30/17

211OC will host a FREE LGBT Sensitivity Training for all Orange County homeless service providers on Friday June 30th from 10AM to 12PM. A representative from the Long Beach LGBT Center will conduct the training which will consist of a presentation and Q&A session.

Where? CASA Training Room (Upstairs) 1505 E 17th. St Santa Ana, CA 92705
When? Friday, 6/30/17, from 10AM to 12PM.

We are hoping at least one representative from each of our agencies can attend this important training. According to HUD “[m]embers of the LGBT community are more likely to become homeless, and once homeless, more likely to endure discrimination and harassment that extends their homelessness.” We want Orange County’s CoC to be a safe and welcoming place for all LGBT clients experiencing homelessness, and we hope that this training will help us serve this marginalized population better!

There is no need to RSVP for this event, please just show up ready to learn!

OC LGBT History Fun Fact: In April 1972, Costa Mesa resident John Rule installed a pink mail box outside his house to mark the founding of what eventually became the Orange County Gay & Lesbian Community Services Center, one of the first in the nation. Because it was not safe to advertise the purpose of Rule’s house, the pink mailbox let community members know that they were in the right place.

Free LGBT Sensitivity Training Offered by 211OC!

Did you know that according to HUD “[m]embers of the LGBT community are more likely to become homeless, and once homeless, more likely to endure discrimination and harassment that extends their homelessness”? LGBT people are not protected under the Fair Housing Act, however, HUD’s Equal Access Rule “makes it illegal to discriminate against LGBT individuals and families in any housing that receives funding from HUD or is insured by the Federal Housing Administration, regardless of local laws.” Orange County is positioned to lead the way in providing safe, compassionate, and equal housing opportunities to members of the LGBT community.

In order to better serve our LGBT population experiencing homelessness, 211OC will provide a FREE training on LGBT sensitivity and best practices. We hope to have at least one representative from each of our HMIS participating agencies attend this upcoming event. In order to book an appropriate venue, we need to get a rough idea of how many attendees we can expect.

If you would like to attend, please send an email to Casey Parnis with answers to the following questions:

How many staff members from your agency would you like to send?

Are there any specific sub-populations you would like more information about (i.e. youth, transgender, LGBT parents)?

Are there any weekdays in June that you would be unavailable for training?

Thank you so much! We hope to see you there!

Intake forms have been updated!

All HMIS Intake Spanish Forms have been updated to make them flow better and sound more natural, as well as to incorporate the recent changes to the Data Standards. There are separate forms for projects that receive PATH, RHY, SSVF, and VASH funding, as these projects require additional questions to be answered. In addition, small corrections were made to the English Intake Forms.

NEW HMIS Help Desk Procedure!

Awesome news! We are implementing a new HMIS Helpdesk software called HappyFox, which will allow us to respond to your HMIS issues much more quickly and accurately. Woohoo! HappyFox also provides us with “Knowledge Base” software, which is a collection of articles written by 211OC HMIS Staff about common HMIS problems. Checking the Knowledge Base before submitting a ticket can help you solve some issues on your own without having to wait for a reply from HMIS Staff!

IMPORTANT: Client names, dates of birth, and social security numbers should NEVER be sent through HappyFox, including in screenshots. Check ALL screenshots for visible client identifying information and use Paint or other image editing software to block it out before attaching.

As a reminder, only designated Agency Administrators should be contacting 211OC through the new Helpdesk software. However, all users can search for help using the online Knowledge Base.

In addition, 211OC Staff will not be responding to emails sent to the HMIS helpdesk email (hmis-helpdesk@211oc.org), and we will no longer be responding to HMIS questions sent to our individual email addresses. Please submit all questions or concerns to the new HMIS Help Desk ticketing system.

See submission instructions here.

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

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