December 2019 Agency Admin Meeting

Date: Thursday, December 5th, 2019
Time: 2:00PM– 3:30PM
Place: Berger Auditorium
1555 Berger Dr, Bld #2 San Jose, CA 95112 (Berger Auditorium)

Agency Admin. Lead and/or Representative in Attendance:

Slides from the presentation are here:

Please use this link to download slide deck if desired. 

Agenda

• Welcome and Introductions
• COC|Coordinated Assessment|UPLIFT Updates
• HMIS Newsletter
• Customization of HMIS – Feature Enhancements – An Open Discussion
• CDQI: Assessments – A Closer Look
• Reminder
• Next Months Meeting

CoC / Coordinated Assessment / UPLIFT

• Community Plan to End Homelessness

1. 1. 1. We are still meeting with stakeholders and developing a draft plan based on the feedback provided.  We will have a draft plan for release and comment in January.

• Coordinated Assessment Evaluation is underway.  Homebase is coordinating the evaluation and we expect to have recommendations in early 2020 for the CoC to consider.

•  Upcoming CoC Meetings

1. 1. 1. 12/12 – Performance Management Work Group, 1-2:30pm at Excite Credit Union
      2. 01/09 – Coordinated Assessment Work Group, 1-2:30pm, location TBD
      3. January CoC Membership meeting – Date and location TBD – We will discuss the new Community Plan to End Homelessness.  The draft will be released before the membership meeting. A save the date for the membership meeting will be sent 30 days in advance.

• OSH Is moving 

UPLIFT

Important announcements:

Congratulations everyone, we distributed all 2500 stickers for the quarter.

• • If you have unfulfilled request because of no stickers left, please review page 18 of the user handbook, to properly request during the new quarter.
  • Jan-Mar’20 quarter will begin Dec 13th, requests must be made on or after this day
• Please be aware that starting December 28th, the VTA will discontinue and change several routes, this may affect your clients.
  • Bus Routes that have been discontinued or changed:

     

    • Routes 17, 34, 45, 58, 88;
    • Limited Routes 304, 321, 328 and 330;
    • Express Bus 120, 140, and 180 will be discontinued.
    • Express Bus 181 will continue to operate until BART service opens
  • Attached is a flyer in English, Spanish, Vietnamese and Chinese, listing the route changes. Please share this resource with your clients.

1. NTSP – Chinese Flyer
2. NTSP – English Flyer
3. NTSP – Spanish Flyer
4. NTSP – Vietnamese Flyer

Concerning UPLIFT Office Location Change :

Our office will be moving to another location, This Friday, 12/6/2019, will be our last day at 3180 Newberry Dr.

• • Our interim office will be located at 2460 N. 1st Street (Component Building) San Jose, CA 95131  for about 4 (four) weeks. Passes will need to be picked up at this location the first few weeks of the new quarter (Jan-Mar’20), until our permanent office is ready.
  • Once our permanent office is ready, passes can be picked up at :  

2310 N 1st St. 2nd Floor, San Jose, CA 95131, please look out for email for when that will happen (again, estimated time is 4 weeks out).

HMIS Newsletter

November 2019 Newsletter included:

• Earlier than usual HUD System Performance Measure Reporting
• Find & Fix: Head of household Errors
• A Refresher on “Heads of Household” Relationships inHMIS
• Duplicate Clients and Duplicate Enrollments
• Report Spotlight: [HSNG-101] Housing Census
• Upcoming Events

Web link to the newsletter

Customization of HMIS Feature Enhancements – An Open Discussion

Feature Enhancements are noteworthy improvements, changes and/or modifications to Clarity’s functionality that make something possible (sometimes easier) that was once challenging for the End User. 

For this months Break Out Session, we decided to explore the Feature Enhancements that have been requested so far, and rank these from the ones that are most to least preferred. Our Agency Leads broke out into five different groups (these are the categories for the Feature Enhancements);

1. Case Management Support 
2. Coordinated Assessment Support
3. Improved User Experience
4. Notification
5. Reports

And the results are as listed below; the ones with the highest points are the winners! 

The Feature Enhancements Tracker-provides a list of Enhancements already added as well as the list of pending suggestions by using this link. 

Suggestions for additions are always welcomed and can be done through the use of the Virtual Suggestion Box. 

CDQI – Assessments – A Closer Look

Assessment Data Quality Reminders

• Don’t forget to click the Refer to Community Queue button once an assessment is completed
• VI-F-SPDATs should be recorded under the HoH’s profile 
• Do not toggle the private option on the assessment- this prevents the assessment from being visible on the Community Queue

We have a new data quality dashboard to help!

The Coordinated Assessment Data Quality Dashboard will help you agency identify:

• Assessments not sent to the queue

• Assessments recorded under child profiles 

• Assessments marked as private 

Need Assistance in doing Assessment Data Clean-Up? 

Please contact the Helpdesk at sccsupport@bitfocus.com

They can assist with 

• Deleting an assessment that was added to a child’s profile &

• Removing the child from Community Queue (CQ) 

Reminders

Clarity HMIS & Looker Office Hours

At this time we are offering two different types:

1. Looker Office Hours

    

   • Ongoing support 
   • Space to ask general questions
   • Receive assistance on questions you may have about a Looker related report or a report you want to create
   • Other questions as they arise
2. Clarity (HMIS) Office Hours
   • Ongoing support 
   • Assistance with running reports
   • Ask questions related to data entry
   • Or maybe a refresher on data entry
   • Other questions as they arise

System Performance Measures due February 28th, 2019

System Performance Measures HUD Exchange Resource

Please note that you should have received a communication that was sent out on 12/4/2019 requesting that you commence Data Quality reviews; checking for HoH errors and overall Data Quality checks.

Please be sure and have all of your data cleaned and/or updated by EOB 12/16/2019. 

Agency Admin. Meeting Requirement

• Must participate in 7 in-person meetings (Zoom does not count)

• If you cannot make it, please send a representative (who uses HMIS)

• Countdown began with the meeting in September

SCC Virtual Suggestion Box

We value your opinion and insight. Please share with us your suggestions by using our new SCC Virtual Suggestion Box. You can access it by using the link above or directly from the HMIS Support page under the CONTACT tab and scrolling to Virtual Suggestion Box option.

Next Agency Admin Meeting

Meeting Location: To Be Determined

When: Thursday, January 2nd, 2019

Time: 2:00pm – 3:30pm

Dates and locations for 2019 meetings are listed on the OSH website:

https://www.sccgov.org/sites/osh/continuumofcare/osh-events/pages/home.aspx

Bitfocus Contact Information

Bitfocus System Administration Team: scc-admin@bitfocus.com 

Janel Fletcher (janelf@bitfocus.com)

Alison Wilson (alisonw@bitfocus.com)

Trevor Mells (trevorm@bitfoucs.com)

Lesly Soto (leslys@bitfocus.com)

Support Team: sccsupport@bitfocus.com