Detroit CoC Agency Administrator Webinar: 4/21/15
Please remember to enter the Audio PIN if dialing-in by telephone!
Attendees: Kimberly Bell, Leonardo Boggs, Jamie Ebaugh, Yolanda Brown, Genola Ekanem, Tracy Faulkner, Debbie Flowers, Jean Griggs, Brandi Haggins, Jovan Jamison, Tina Johnson, Monica Johnson, Joel Kade, Nia Key, Elizabeth Lopez, Jennifer Rivers, Thomas Rogers, Carla Spight-Mackey, Lori Stephens-Harper, Tara Tyus, Mary Ellen-White, Constance Williams, Dawn Worley, Diavet Hoye, Clarice Werdlow, Andrea Kuhn, Alesia Packnet, Kiana Harrison, Selwin O’Neal
NEW HOT TOPICS
  • Runaway and Homeless Youth (HHS) Providers:
  • Because of the changes with RHY that are coming down with the new program requirements (program manuals, new standards, etc.) there will not be a required RHY report in April. Questions? Call Shanna Cherubini at the State of Michigan HMIS office.
  • SSVF Important Updates:
  • Whether a client is pulled into a report as Homeless Prevention or Rapid Re-housing is based on the location specified in the Residence Prior to Project Entry. If a client has a residence that is truly homeless, they will pull in under RRH, if they are in a housed situation, they will pull in as Homeless Prevention. Where the client is listed in the SSVF Export has nothing to do with the bin the client is in, the answer to the Housing Status question, nor the service transactions applied to the client.
  • The "Client Location” CoC Code must be set at program entry.
  • Only the SSVF Export is required for submission each month. There should be no more requests for additional reports from the system.
  • Receiving Data Quality reports from the VA will now be the norm from HUD. ABT and HUD will now be monitoring data quality much more extensively and Bowman intends to begin building a full SSVF Data Quality report once guidelines from the VA are released.
  • Review of a variety of Reports Issues: There continue to be issues with ART consistency.
  • The CoC APR (0625) The SQL error associated with the APR was fixed and once again we are seeing it. If you get an error, please report it to our office.
  • Google Chrome no longer supports building ART Reporting because of JAVA.
  • Scheduling Failure Rate is higher than normal. MSHMIS is working on that.
  • Some reports have been difficult to open and run.
  • 2015 Point in Time/HIC:
Updates from the PIT/HIC Front:
  • PIT Data Entry Deadline in HDX: This year’s PIT/HIC Data entry date deadline is April 30th. If you haven't already done so, please submit your bed counts for 2015 to Kiana Harrison.
  • HMIS APR: It bears repeating: In running the HMIS APR, we have uncovered a significant data quality issue that needs to be addressed by ALL rapid rehousing projects in order for the report to pull correctly. As you all know, the new 2014 HUD Data Standards were implemented on October 1st. The new data elements must be completed for all programs; however, there are two questions of particular importance to rapid rehousing projects.
In Permanent Housing (refers to RRH housing unit)If Yes, Date of Move In
If these questions are not answered, RRH data will not pull into the HMIS APR. As such we asking all rapid rehousing projects to run the report listed below (using the specified prompts). There are two tabs on the report. The first lists all active cases since 10/1/2014 and the second shows cases that were active on 7/30/2014. Since the HMIS APR looks at data from the last Wednesday in July, we ask that you check and correct any information on the second tab of the report as well (the caseload should be relatively small). PLEASE NOTE: if a client moved into a RRH unit then you should have answered “yes” to the “Permanent Housing” question for ALL clients in the household. If you are unsure of the actual “Move In Date”, please enter the day the first rent payment and/or rental deposit. It is important that this data is corrected no later than 02/28/2015.
ART > Public Folder > Data Quality >“##M – RRH Data Quality Report – Provider (With Names)”
EE Provider: RRH Program(s)
Start Date: 07/01/2014
End Date: Today’s Date
Effective Date: Today’s Date
In addition to issues related to the RRH, the HMIS APR (0632) V10 may be run to see missing values on other Data Standards related questions. Please note that if you have not fixed your Bed Inventory or have un-exited clients, the utilization rates will be >100%.
It also bears repeating: Please be sure to run your APR reports monthly.
  • Reminder on Report Issues:
  • Clearing Cache. A variety of errors have been reported related to limitations associated with your computer browser’s cache of historical downloads from the WEB. It makes sense to clear your cache prior to working on reports. If you are doing a lot of work, you can also clear the cache as you go along.
  • Time-Outs: Those that build reports will have noticed that reports are timing routinely even though you are saving multiple times. If a time out occurs and you have not saved the previous changes, it will save a copy in your Privates ~Webintelligence Folder
  • CoC APR Update from HUD: To assist communities with completing their APRs, HUD has:
  • Updated the CoC APR in e-snaps to reflect some of the changes per the 2014 HMIS Data Standards and to correct some issues that were preventing recipients from submitting their APR.
  • Revised the CoC APR Guidebook and HMIS APR Guidebook to reflect these APR changes in e-snaps. HUD is currently working on a CoC Planning APR guidebook.
  • Published a brief video on how to access an APR.

For more information, see the following release directly from HUD:

  • Updating Privacy Training Annually During 2014 we alerted any users that failed the Quiz. Some of those users have still not responded. At this point they will need to repeat the training and should be redirected to the Certification Module on our Website. In addition to the basic Privacy Update, we are now requiring users to repeat a series of short refreshers on configuring Visibility on Assessments (all SA and Agency Administrator Access levels), Securing the Client Record (all users) and using the Un-named Record (All Users). That is Privacy Update:
  • Privacy Update (1 hr) – All Users
  • Securing the Client Record (19 min)- All Users
  • Creating Un-named Records (6 min) – All Users
  • Establishing Visibility (21 min) – System Administrators and Agency Administrators
  • A refresher of key components of sharing data through the System:
When it comes to visibility and security of client records in HMIS, we need to remember it is a two-step process. The first step it to establish the default visibility on each agency provider page and the second is to ensure that when staff enter clients they add an ROI (to “turn on” internal sharing) and adjust security on the individual record (to “turn off” or “limit” external sharing) based on the clients that say “no” to sharing data.
  • It is part of the Participation Agreement that agencies review their Visibility Settings at least quarterly. A brand new external visibility group must be created each time a new provider is added to the sharing QSOBAA. The new group must then be assigned to all the providers that fall under the QSOBAA agreement. This is because all Visibility Groups go in effect on the date they were created, and if an agency joins a sharing configuration later, they are not permitted to share data retroactively back to the date the original Visibility Group was originally created.
  • HMIS HelpDesk Form: All users must contact the Agency Administrator for any support-related questions. If the issue cannot be resolved by the Agency Administrator, then the HelpDesk form must be submitted by the Agency Administrator. Any support requests will not be honored without a HelpDesk request form submitted. Reports will be generated by the ART licensee at each agency and will no longer be generated by the Systems Administrators. Also, we will no longer be able to assist agencies with decoding any data within their reports. The online ART manuals must be used. Also, there will be job aids and training to support ART users. BE SURE TO GENERATE ALL REPORTS AT LEAST MONTHLY!!!
  • HAND Letters of Support: In order to receive a letter of support from HAND, please follow this link:

HMIS Agency Admin Webinars occur every 6 weeks. Please mark your calendars.
Next meeting: June 2nd, 2015 at 10:00 am via GoToWebinar.