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Orange County HMIS

HMIS Q4 2016 Report Cards Posted!

Check out how your projects compare to other projects in Orange County with the HMIS Q4 2016 Report Cards!  These report cards review data timeliness, entries referred from the Coordinated Entry System, and average data quality score for Universal Data Elements, Program Specific Data Elements at Entry, and Program Specific Data Elements at Exit.

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.

HUD Announces New Resource: Video on CoCs and Con Plan Jurisdictions: Collaborating to Reduce Homelessness

The HUD Office of Special Needs Assistance Programs (SNAPS) is pleased to announce the release of a new video: CoCs and Con Plan Jurisdictions: Collaborating to Reduce Homelessness. This video focuses on the purpose and benefits of collaboration between Continuums of Care (CoCs) and Con Plan Jurisdictions.

Participants will learn:

  • Collaboration-related responsibilities of CoCs and Con Plan Jurisdictions
  • The significance of coordinated entry, written standards, performance measurement, and strategic resource allocation in facilitating collaboration
  • How collaboration contributes to success in reducing the length and incidence of homelessness

This video targets CoC leadership, as well as Con Plan Jurisdiction staff involved in developing the Consolidated Plan or administering Emergency Solutions Grants (ESG) funds.

To explore this new training video and other related CoC resources, please visit the CoC Toolkit – CoC Governance and Structure.

View the Marketing Flyer announcing the release of this new video.

Additional CoC Program tools and resources are located on the CoC Program Toolkit Page. Resources are provided in a variety of formats, including online self-paced trainings, broadcasts, podcasts, videos, and presentations.

HUD’s original email.

HMIS User Meeting Reminder

When? February 15th, 2017 from 9:30 a.m. – 11:30 a.m.
Where? The CASA Training Room (1505 E 17th Street Santa Ana, CA 92705)

If you have any agenda items you would like discussed, please send an email to hmis-helpdesk@211oc.org.

We hope to see you there!

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