Date: Thursday, December 1, 2016
Time: 1:30 – 3:30PM
Place: Sobrato Conference Center, Milpitas
600 Valley Way, Room 1
Milpitas, CA 95035
Slides from the meeting can be found here:
12.-December-Agency-Admin-MeetingPlease use this link to download slide deck if desired.
Agenda
- CoC/Coordinated Entry/UPLIFT Updates
- OSH capacity/utilization reporting
- Check-in about CDQI action items (see below for more details)
- Inclement Weather Data Tracking
CoC/Coordinated Entry/UPLIFT Updates
- Annual Privacy Training is required
- Bitfocus will create a link so that you can recertify that you’ve completed the training on the scc.hmis.cc site
- Privacy Training will be updated in future to be more interactive
- SPDAT Training
- SPDAT is different from the VI-SPDAT, used for case management
- There will be a training available on Dec 9, run by Michelle Covert (details was sent out to the CoC grantee list, contact Michelle if interested)
- CCP programs required to complete the SPDAT quarterly
- SPDAT is available in Clarity
- Coordinated Assessment
- First annual evaluation starting at OSH, looking at HMIS data & will conduct surveys to participating agencies
- Point In Time Count (1/24 and 1/25)
- Flyer will be emailed out to recruit volunteers, need about 400 volunteers
- Signing up to volunteer is easy (online form)
- Training will be required (1-1.5 hours)
- Please sign up and help recruit volunteers!
- 3-4 more planning meetings will occur (meeting reminders will be emailed out)
- UPLIFT – passes for Jan-Mar will be available for request in mid-Dec, exact date TBA
OSH capacity/utilization reporting
- OSH will be running a monthly capacity and utilization report out of HMIS
- Goal – monitor utilization
- OSH (Leila) will be contacting agencies to verify information for the first few months – after that, the information in HMIS will be used as is
- Agencies have until the 5th following the end of the month to have their data up-to-date in HMIS
- Continuous Data Quality Process has a guideline of 3 business days to have data entry completed
- Please make sure your data is up-to-date in HMIS by the 5th!
- Reports will be released publicly
- Leila will also be running monthly utilization reports focused on Emergency Shelter & Transitional Housing and contacting agencies specifically about these programs as well
Check-in about CDQI action items
- Continuous Data Quality Improvement Process document is on scc.hmis.cc (see Announcements section)
- Data Quality components: Completeness, Accuracy, Timeliness
- Last month: focused on Completeness
- No more than 5% Don’t Know/Refused responses for all data elements except for SSN and Destination (30% for Shelter/Outreach programs)
- Got a lot of great feedback at last month’s Agency Admin meeting, working towards improving the process
- This month: focus on Accuracy
- With HIC/PIT coming up, focus will be on program set-up information in HMIS
- Please review spreadsheet emailed out by Bitfocus and review the following for accuracy:
- Program name and type (e.g. ES, TH, etc)
- Geo Code (use the Geo Code for the program’s location – please fill this out if you can! For scattered site programs, use the County code. If not sure, let us know the city/area.)
- Inventory type (Current – available before 2016 and still open, New – started in 2016, Under Development – will be available in 2017)
- TH unit type (for transitional housing)
- ES bed type (for emergency shelter only, facility based or voucher based)
- Target populations (two types: A = household type, B = DV/HIV/NA)
- Whether you receive McKinney-Vento Funding (i.e. HUD CoC or ESH-funded)
- Whether you receive other federal funding
- On spreadsheet, mark the “Agency Verified” column for every program at your agency (spreadsheet is set to Comment-Only – add comments where needed)
- Every column on the spreadsheet needs to be verified
- Services Only and Outreach programs are not included
- Please complete review by Jan 5 (next Agency Admin meeting)
- Things to keep in mind
- Let us know if any new housing/shelter programs have come online during calendar year 2016
- If any programs closed during calendar year (or if there are changes in the program name)
- Leave a comment in any cell that needs to be changed (Bitfocus will make the actual change)
- Let Bitfocus know when you’ve completed reviewing the spreadsheet
Inclement Weather Data Tracking
- Inclement Weather Programs are available in Clarity for participating agencies
- Tracking data in Clarity is optional.
- Agencies who decide to track Inclement Weather clients in Clarity should follow instructions provided by Bitfocus (e.g. use the separate inclement weather programs)
- Contact Bitfocus if you are considering tracking this data in Clarity
- As in past years, agencies will need to submit their Inclement Weather numbers to Bob Dolci following the instructions he will send you