2024
| Month | Meeting Materials | Agenda |
| January | Minutes PowerPoint Recording | HIC and Sheltered PIT CES Updates HMIS User Fee Updated HMIS Grievance Form HMIS Part 2 Recertification DropBox Clean Up HMIS Support Tickets – HappyFox Logging into Clarity User Training and Access Role Enrolling Additional Household Members Understanding Individual Enrollments and Group Enrollments Accessing and Completing the Release of Information (ROI) Page Project Performance Report Holiday |
| February | Minutes PowerPoint Recording | Quarter 4 Data Quality Report Card CoC Dashboard HMIS Agency Fee HIC PIT Reminder History Tab Duplicate Enrollment Relationship to Head of Household Error Duplicate Client Records Project Performance Report Holiday |
| March | Minutes PowerPoint Recording | System Performance Measure New Field Setting – Multi-select HMIS Client Contact Information CES Enrollment and Referral Adding Households to the Bed Reservation Community Queue Managing Household Composition Changes in the CES Update to HMIS User Account Form Recertification Deadline Status and Annual Assessments Project Performance Report Resources and Training |
| April | Minutes PowerPoint Recording | HIC/Sheltered PIT Updates HMIS Helpdesk Ticket Categories Table of Functionalities – Access Roles Deleting Program Enrollments Client Profile Merges Residence Prior to Entry Street Outreach Exiting Protocol CES Referral Updates HMIS Account Update Form Client Consent Form Update Project Performance Reports Resources |
| May | Minutes PowerPoint Recording | HIC/Sheltered PIT Updates Non HMIS Agency Admin Ticket Submission Duplicate HMIS Client Records Shared Custody for Program Enrollment Overlapping Enrollments Program Transition between two Rapid Rehousing Programs Data Quality CoC Dashboard and Data Quality Report Cards Project Performance Reports Data and Performance Management Meeting Listening Session: HMIS Agency Access Holiday |
| June | Minutes PowerPoint Recording | LSA Overview HIC and Sheltered PIT Update HMIS Policies and Procedures HMIS Agency Audit Data Entry for Disabling Condition Data Accuracy and Timeliness Reassigning Case Managers Removing Households from the Community Queue CES Denial Data Entry CES Clients Active with Service Provider & on CES CQ CES Assessment Update Project Performance Report Resources |
| July | Minutes PowerPoint Recording | CES Assessment Forms – Translation Updated HMIS Consent Form HMIS Agency Audit DQ Reports Review Helpdesk Ticket Reminder Project Set Up – Funding Sage APR HMIS Part 2 Recertification HMIS Data Standards Interactive Tool DropBox Clean Up Project Performance Reports Overview Project Performance Reports Holiday |
| August | Minutes PowerPoint Recording | HMIS Part 2 Recertification Data Entry – Social Security Number Q2 CoC Dashboard CES Referral Linkage CES Referral Corrections Goal 11: Receive Referrals from the Coordinated Entry System Availability Tab – Housing Opportunities Project Performance Report Data and Performance Management Meeting Training and Resources Holiday New HMIS Staff Position |
| September | Minutes PowerPoint Recording | HMIS Policies and Procedures HMIS Part 2 Recertification Client Personal Protected Information Program Move Funding and Program Enrollments Delete Program Enrollment HMIS Agency Audit Survivor CES Referral Project Performance Report Training and Resources New HMIS Staff Position |
| October | Minutes PowerPoint Recording | HMIS Data Standards Change Process HMIS Part 2 Recertification Update Keeping Accounts Active in HMIS Updated HMIS Consent Form HMIS Account Update & Testing Form In Depth HMIS Skills Test and HMIS Part 2 Recertification Test Data Quality Report Review CES Assessment Update Project Performance Report Data and Performance Management Live HMIS Part 2 Training Course |
| November | Minutes PowerPoint Recording | New Staff Update Audit Reminder New User Account Update Form Tips Live HMIS Part 2 Training Recap CES Enrollment City Ties CES Assessment Workflow LSA Timeline System Performance Measure – Data Corrections Project Performance Report Data and Performance Management Meeting |
| December | Minutes PowerPoint Recording | HMIS Participating Agencies Schedule Audit Reminder Best Practices for Ticket Submission Custom Field Request & Supplemental Services Form Updates Reassigning Case Managers Data Collection Private Profile vs. Anonymized Profile Release of Information LSA & SPM Updates HIC and Sheltered PIT Preparation Project Performance Report Holiday |
2023
| Month | Meeting Materials | Agenda |
| January | Minutes PowerPoint Recording | 2023 HMIS User Fees 2023 HIC and Sheltered PIT HMIS Part 2 Recertification Meeting Material Page Update CES City Field Updating Disability Enrollment vs Status Update Project Start Date Project Exit Date History Tab Creating Client Records without Client-Identifying Information Refusing/Revoking Consent to Share Personal Information Dropbox Clean-up Data & Performance Management Meeting Agenda Holiday |
| February | Minutes PowerPoint Recording | New HMIS Staff Position 2023 HIC and Sheltered PIT HMIS Part 2 Recertification Quarter 4 Data Quality Report Card CoC Dashboard Agency Admin – HappyFox Account Reassigning Head of Household Adding Additional Household Members Bed Reservation Process CES Community Queue Reports Data & Performance Management Meeting Agenda Holiday |
| March | Minutes PowerPoint Recording | System Performance Measure Report Updated Agency List on HMIS Consent Form Release of Information – Household with Children Name Data Collection Reassigning Case Managers Sending Client Information to HMIS Helpdesk Searching Up Client Records Data & Performance Management Meeting Agenda |
| April | Minutes PowerPoint Recording | Data Quality Plan Client Record Request MIS Helpdesk Ticket HMIS Staff Onboarding Release of Information – Unaccompanied Minors Updated to Intake Forms Deleting Services and Program Enrollments Service Delivery Types CES Report Training Data & Performance Management Meeting Agenda |
| May | Minutes PowerPoint Recording | LSA (Longitudinal System Analysis) CoC Dashboard Data Quality Report Cards Updated Bed Reservation Service CES Reports Training Intake Forms – Vietnamese Data & Performance Management Meeting Agenda Holiday |
| June | Minutes PowerPoint Recording | New Staff Update HIC PIT Overview Reports Data Accuracy Dashboard Project Performance Reports Health Insurance Knowledge Base Agency Audit Agency Set Up Client Consent Form Update Data & Performance Management Meeting Agenda Holiday |
| July | Minutes PowerPoint Recording Unavailable | Family CES Migration HMIS User Inactivity HMIS Training HMIS Account Update & Testing Form Agency Audit Project Set Up Form Data Quality Reports Potential Duplicates Client Records DropBox Clean Up Training Opportunities Sending Client Information to the HMIS Helpdesk Project Performance Report |
| August | Minutes PowerPoint Recording | Disabling Condition Field Enrolling Clients into Coordinated Entry System (CES) CES Assessments Current Living Situation Assessment for CES Bed Reservation Process Edit Opportunities in HMIS History Tab HMIS Account Update & Testing Form HMIS Project Close Out Active Clients Group Enrollment Pop-Up Notification Grant Consolidation and Closing Projects CoC Dashboard Data Quality Report Cards Project Performance Report Training Opportunity: Trauma Informed Care Holiday |
| September | Minutes PowerPoint Recording Unavailable | LSA and SPM Preparation FY 2024 HMIS Data Standards Updated Response Client Profile Data Elements Enrollment & Exit Screen Data Elements Current Living Situation HOPWA Data Elements VA Data Elements RHY Data Elements Project Update Forms HMIS Calendar and Meeting Materials HMIS Consent to Share Protected Personal Information Program Move Project Performance Report New HMIS Staff Position |
| October | Minutes PowerPoint Recording | FY 2024 HMIS Data Standards Release Project Set Up Form Annual Performance Report Head of Household Errors HMIS Account Update Form Logging into OC Clarity Project Performance Report |
| November | Minutes PowerPoint Recording | User Recertifications Deleting Program Enrollments and Services Referral and Community Queue Field Updates CES Support Tickets 2023 HMIS Agency Audit Overview BitFocus Reports Update Data Refresh Rate 2023 Longitudinal Systems Analysis (LSA) Timeline Data Quality Report Cards Project Performance Report Holiday |
| December | Minutes PowerPoint Recording | New Staff Update HMIS Client Consent Form Minimum Participation Requirements (MPR) & Agency Audit Reminder HMIS Part 2 Recertification HMIS Support Tickets and Forms Sending Referrals to Bed Reservation HIC PIT – Agency Set Up Review LSA Updates Clarity Report Updates Project Performance Report Holiday |
2022
| Month | Meeting Materials | Agenda |
| January | Minutes PowerPoint Recording | 2022 HIC and Sheltered PIT HMIS Policies and Procedures LSA Dashboards Agency Admin Responsibilities HMIS Part 2 Recertification Troubleshooting Logging into HMIS Data & Performance Management Meeting Agenda Holiday |
| February | Minutes PowerPoint Recording Unavailable | 2022 HIC and Sheltered PIT HMIS Policies and Procedures – New/Updated Policies CoC Dashboard HMIS Part 2 Recertification C1 Well-being Data Element Training Resource Clarity Updates Data & Performance Management Meeting Agenda Holiday |
| March | Minutes PowerPoint Recording | Help Desk Tickets 2022 HIC and Sheltered PIT CES Housing Availability Screen HOPWA & PATH PSDE Dashboards Q4 Data Quality Report Cards New HUD Resource: Disposition and Recordkeeping Requirements Using ESG-CV Funds New Clarity Updates Data & Performance Management Meeting Agenda |
| April | Minutes PowerPoint Recording | HMIS Minimum Participation Requirements Coordinated Entry Assessment Changes Agency Access Appeals Policy CoC Dashboard Client Record Requests RHY PSDE Dashboards Housing Notes System Performance Measures Report EHV Resources Data & Performance Management Meeting Agenda |
| May | Minutes PowerPoint Recording | Staffing Updates Agency Set Up Dashboard LSA (Longitudinal System Analysis) Additional Release of Information (ROI) Deleting Program Enrollments with Services CES Assessment Workflow Clarity Updates Data & Performance Management Meeting Agenda Holiday: Memorial Day |
| June | Minutes PowerPoint Recording | HIC/PIT Reports Reasons for Denied Referrals Data Collection User Dashboard Data Quality Report Card VASH PSDE Dashboard Spanish CES Custom Questions Searching for Existing Clients Duplicate Client Records Updates with Knowledge Base Articles New Onboarding Toolkits for ESG-Funded Program Staff Data & Performance Management Meeting Agenda Holiday: July 4th |
| July | Minutes PowerPoint Recording | Data Completeness by User Dashboards Staff Update 2022 Agency Audit Clarity Update – Release of Information Clarity Update – City Prior and Assessment Location Fields DropBox Clean Up SSVF PSDE Dashboard Data & Performance Management Meeting Agenda |
| August | Minutes PowerPoint Recording | Agency Racial Inequity Dashboard Removing Looker Save Access Reactivation of HMIS User Accounts CoC Dashboard Q2 Data Quality Report Cards Housing Move In Date Warning Banner Private Client Files Updated Funding Source Linked to Services Data Element 4.02 Income and Sources 2022 Agency Audit Agency Admin Training Video Data & Performance Management Meeting Agenda Holiday |
| September | Minutes PowerPoint Recording | HIC PIT Focus Group LSA and SPM Preparation Managing Household Composition Changes in the CES Duplicate Enrollments Program Move vs Merge Disabling Condition Chronic Homelessness Number of Times/Months Homeless Adding Clients to the Community Queue Maintaining Households on the Community Queue Agency Audits Individual Shelter Bed Reservation Data & Performance Management Meeting Agenda |
| October | Minutes PowerPoint Recording | Potential Duplicate Client Records Agency Set Up Reports Data Quality Report Cards and SPM HMIS Account Log In Updating Disabling Condition Individual Shelter Bed Reservation Update Bed Reservation Assessment Update Data & Performance Management Meeting Agenda Holiday |
| November | Minutes PowerPoint Recording | Longitudinal Systems Analysis (LSA) HMIS Helpdesk Tickets CES Event Update Proposed Changes to Race, Ethnicity and Gender Identify – HMIS CoC Dashboard Data Quality Report Card Data & Performance Management Meeting Agenda Thanksgiving Holiday |
| December | Minutes PowerPoint Recording | OC HMIS Policies & Procedures Updates 2023 HIC and Sheltered PIT LSA Corrections User Recertifications Bitfocus Email Update New Clarity Log In Screen Note HappyFox Updated Link Proposed Changes to Race, Ethnicity and Gender Identify – HMIS Project Setup Form Update CES Pregnancy Field Updating Client Contact Current Living Situation Street Outreach Data Collection and Exit Process Data & Performance Management Meeting Agenda Winter Holidays |