Alliance For Housing, Oakland County’s Continuum of Care

HMIS Data Quality/Agency Admin Meeting Minutes

Date: / 11/2/17 / Start Time: / 9:30 a.m. / Stop Time: / 11:00 a.m. / Location: / Go-To

Members Present: David Permaloff - Common Ground, Erinn Johnson - Lighthouse, Jenny Poma - SOS, Audrey White - Community Housing Network, Rebecca Fitzgerald - HOPE, Danielle Redilla – OIHN; Kevin Bogg & Eliana Giournas- TTI.

Facilitator: / Angela Gougherty / Scribe: / Angela Gougherty
OLD BUSINESS
Item / Notes / Due Date
Monthly/Quarterly Data Quality Reports / Due by the 15th of each month.
Compare DQ reports to SPM – recommend new reports / 15th
APRs / Moving forward please send us a copy of your APRs. Send APRs submitted as of 10/1/2016 to after your September submission / Ongoing
The Annual Homeless Assessment Report (AHAR) / Please run AHAR reports for all ES, TH, & PSH projects and review data quality. Submit these directly to
Prompts:
-  Provider Group: Run by provider group if have more than one project.
-  Type of Data to Use in Report: “Entry/Exits” for everything except shelters. Shelteres use “All”.
-  Table Shell: Run by project type for Family & and Indvidual.
-  Operating Year Date Range: 10/1/2016 to 09/30/2017
-  PIT 1:10/26/16
-  PIT 2: 1/25/17
-  PIT 3: 4/26/17
-  PIT 4: 7/26/17
-  Entry/Exit Type: Choose accordingly.
Emergency shelters will be run by E/E due to data issue with Shelter Stay Service Transaction. / 11/10/17
Audit Provider Pages / Please review all your provider pages, including the new operating start/end date fields. For further guidance related to bed and unit inventory refer to pages 22-26 in the HMIS Manual v1.2 / 11/1/17
CAPER Webinar / All ESG recipients will need to upload their CAPER data into SAGE. HUD is holding 2 webinars to review this process for recipients and sub-recipients.
Register for sub-recepient webinar here: http://mailchi.mp/hudexchange/register-today-sage-guidance-for-esg-recipients-and-subrecipients-webinars-1022017?e=eaad782171
-  CAPER reports will continue to be submitted to Leah on a quarterly basis (not in SAGE yet). MSHDA is still defining their process. / 10/19/17
Exiting for From Foster Care / Discussed adding a question for CG to determine if clients who are younger than 24 have exited from foster care. David will get back to us on the exact wording.
(If under 25)Transitioned or aged out of Foster Care at the age of 17 or older? Yes or No
-  Added 11/3/17 / 11/3/17
Coordinated Entry / Discussed how to make referrals to different RRH projects in CoC. At the moment there is no specific workflow. Will work on system for mapping referrals based on referrals. / WIP
NEW BUSINESS
Topics / Notes / Due Date
HAVEN Clients / I’ve been pulling referrals for the Housing Prioritization Registry and have had a few coming through that mention that the client is currently at HAVEN. Because this information is extremely sensitive and potentially a breach in privacy/security I ask users to not mention a client’s stay at HAVEN (or other DV shelters) on HMIS. Please inform staff as soon as possible. I have removed HAVEN from the notes that I’ve come across and will follow-up with individual agencies if the issue persists. / NOW
HMIS Log / To keep track of deadlines, updates, and meeting attendance please refer to:
https://docs.google.com/spreadsheets/d/1JPPoWiIXZy-pyXn4ZehPy2RnVJISENImfP-OxogQuWc/edit#gid=0
Thoughts?
Referring Veterans to the BNL / How are agencies making referrals? Do we need a more uniform process?
-  The registry referral workflow will be updated to include veterans and new thresholds.
Move-In Date for PSH & RRH / -  A Move-in-date FAQ will be developed to address issues/questions surrounding the move-in date and start date.
OPEN DISCUSSION:
:
Angela Gougherty / 11/2/17
Secretary/Scribe / Date

The next Data Quality/Agency Administrators Meeting will be held on Dec 7 at 9:30 a.m via Go-To.