Date: Thursday, February 6th, 2020
Time: 2:00PM– 3:30PM
Place: Campbell Library Community Space,  77 Harrison Ave, Campbell, CA 95008

Agency Admin. Lead and/or Representative in Attendance:

NAME

AGENCY
Channy Singh Abode Services
Rani Jain Abode Services
Guillermo Munoz BHSD – Whole Person Care
Laura Foster Bill Wilson Center
Conrad Solarez California Youth Outreach
David Marez California Youth Outreach
Julian Delgadillo California Youth Outreach
Anthony Ortiz, Jr California Youth Outreach
Consuelo Collard Catholic Charities
Mark Fries Community Solutions
Maria Del Villar Community Solutions
Brandi Jothimani CSA Mountain View
Ariana Ayala Custody Behavioral Health
Tim Jones Downtown Streets Team
Cristina Trujillo Family & Children Services
Alexander Le Family Supportive Housing
Sophie Smith Gardner Health Services
Julies Nguyen Goodwill of Silicon Valley
Teresa Schmitz HomeFirst
Traci Pickett HVEHF
Art Taylor JobTrain, Inc.
Tina Sentner  Mission Street Sobering Center 
Juan Vela Office of Reentry Services
Leila Qureishi Office of Supportive Housing
Steven Tong OSH
Emrica Agossa  Roots Community Health Center
Paulina soto Sacred Heart Community Service
Robin Daniels-Wilson SCC Behavioral Health Services
Rebecca Siqueiros   SCC-OSIT-Whole Person Care
Cindy Parra SJSU Service Navigation 
Rosemary carranza St Josephs Family Center
Catherine Farry Sunnyvale Community Services
Roxanna Frias Superior Court of CA, Santa Clara County
Daniel Guhl  Salvation Army – The Emmanuel House
Babita Kumari The Health Trust
Lindsay Cross VHHP
Lourdes Rivera VMC EVC
Nelsa Alexandre VS and SSI for SSA 
Sean Guess Work2Future
ZOOM CALLERS  
Luis Gonzalez Abode Services
James Alvarado cityteam
Jan Stokley Housing Choices
Andrew Lam LifeMoves
Michael Love MOVE Mountain View
Rita Anzualda Pathway Society Inc.
Baldeep Pabla Peninsula Healthcare Connection – New Directions
Marianne Deschaine VA
Audrey Bui West Valley Community Services
Jade Bradley West Valley Community Services

Slides from the presentation are here:

02. February Agency Admin. Meeting 2.6.2020

Please use this link to download slide deck if desired. 

Agenda

  • COC|Coordinated Assessment|UPLIFT Updates
  • HMIS Newsletter
  • Special Guest Speaker: Bill Wilson Center
    • Laura Foster, LCSW Division Director of Housing
  • Housing Inventory Count (HIC)/ Point In Time (PIT)
  • HMIS User Survey
  • SCC Agency Admin. Attendance Policy
  • Recommended Resources
  • Reminders

UPLIFT

  • As of  2/5/2020- There are 161(One-Hundred Sixty-one) Jan-Mar’20 quarter stickers left for this quarter.
  • Pooled-Sticker period has started (2/1/2020).  All remaining stickers will be offered to all Agencies, first comes first served.
    • Please do NOT pre-date or back-date the referral.  Enter the date as you are physically in front of the computer to enter or update our clients’ information.
    • For request unfulfilled from the 1st month allocation limit – Please follow step by step instructions starting on page 16 of  UPLIFT User Handbook
      • If you received an email for Allocation Limit, please do the following to complete your UPLIFT requests:
      • If you request for an UPLIFT Pass via New Enrollment
      • Update your client’s UPLIFT Program Enrollment date to or after 2/1/2020
      • If you request for UPLIFT Pass via Status Assessment
      • Update your Client’s UPLIFT Status assessment date to on or after 2/1/2020
  • Replacement period has started (2/1/2020).Please do NOT pre-date or back-date the referral.
    • Please follow step by step instructions starting on page 19 of the User Handbook.
    • Please remember to email UPLIFT@hhs.sccgov.org the reason(s) for a replacement request or it won’t be processed.
    • Bad Example email detailing reason client lost badge:
    • “Hello, Client, HMIS# ABCDEFG lost their badge and needs a replacement thank you”
    • Good Example email detailing reason client lost badge:
    • “Client, HMIS# ABCDEFG came to the office stating that his bus pass was stolen on MMDD. He is currently homeless and stated that he got really tired and fell asleep in the park and when he woke up his belongings were stolen including his bus pass. He and I explored different options including getting him a lanyard or a badge holder to prevent re-occurrence.”
  • Last day of the Jan-Mar’20 quarter is March 12, 2020.  Apr-Jun’20 Quarter begins March 13th.
  • Reminder to all providers: Before making your request, check your client’s most recent (latest start date/signed) HMIS ROI (Release of Information) to ensure it is valid and that you are not entering any data the client did not consent for.
  • Remember to email the UPLIFT email address, once a correction is made to prevent delays

HMIS Newsletter

January 2020 Newsletter included:

  • Preparing Your HMIS Data for the Point-in-Time Count
  • New Education History and College Enrollment Questions in HMIS
  • See More Assigned Staff in HMIS
  • Report Spotlight: Review Your Data for the Point-in-Time Count
  • Upcoming Events

Web link to the newsletter

Special Guest Speaker – Laura Foster, LCSW Division Director of Housing – Bill Wilson Center

Mission

Bill Wilson Center supports and strengthens the community by serving youth and families through counseling, housing, education, and advocacy.

Vision

We are working to prevent poverty in the next generation by connecting youth and families to education, employment, housing and positive relationships. We are working toward ending youth and family homelessness.

Bill Wilson Center Programs

  • Drop In Center
  • Rapid-Rehousing
  • Peacock Commons
  • Homeless Prevention Services
  • Mental Health Programs
  • Family Advocacy Services
  • Centre for Living with Dying
  • Independent Living Skills Program (ILP)
  • Volunteer Program
  • Emergency Shelters
  • Transitional Housing
  • Contact Centers

Emergency Shelters

  • Safety Net Shelter
      • Youth Ages 11 to 17
      • 20 Beds
  • Young Adult Shelter
      • Single Young Adults 18-24
      • 10 Beds
  • Family Shelter
    • One HH member between 18-24
    • 4 Families
  • Housing Programs
    • Rapid Re-Housing
      • Referrals from Community Queue
      • Families and Young Adults
    • Homeless Prevention Services
      • People at risk of homelessness in San Jose
      • For households that are Extremely Low Income
  • Counseling Services
    • Transition Age Youth Mental health Services
    • Youth & Family Mental Health Services
    • School Outreach Counseling
    • Center for Living with Dying
    • Critical Incident Stress Management
    • Contact Cares
    • Parent Child Interactive Therapy
  • Contact Information

Main Intake Line: (408) 243.0222

www.billwilsoncenter.org

Housing Inventory Count (HIC)/Point in Time (PIT)

The Housing Inventory Count (HIC) is conducted annually in late January. This year, it was on Tuesday, Jan 28th.

After February 10th Bitfocus will run data for the number of clients served the night of Tuesday, Jan 28.

We will send this out with a list of housing and shelter programs that we previously reported to HUD

  • Inventory information: Please do a review and confirm the information
    • Let us know if any new housing or shelter programs have come online during calendar year 2019
    • Similarly, let us know if any programs on our list have stopped operating during calendar year 2019
  • Client data: Please review data for the number of clients served the night of Tuesday, Jan 28 and let us know if the numbers do not look accurate

HMIS User Survey

How to Access the User Satisfaction Survey

  • An email was sent out on Friday, February 7th, to all HMIS users with a link to the survey or
  • Click on the image above to be redirected
  • Click here to be redirected to the Survey
  • Thanks in advance for participating!

Please note the Survey will close on Friday, March 6th, 2020 by EOB.

SCC Agency Admin. Attendance Policy

What to Expect:

  • Required 7/11 In-Person Meetings beginning every January (calendar year)
  • First Warning will be probationary status with a requirement to attend all 7/11 meetings in the following year
  • If continued missed attendance OSH will take disciplinary action
    • Discontinued Partner Agency Status
  • Please note there is a copy of this document on the HMIS Webpage in the Form and Manuals Tab for your convenience

Recommended Resources

Clarity Frequently Asked Questions Course

Access this training through the schedule a training section of our website.

Covers many frequently asked questions not covered in the clarity general training including

  • Working with household and program relationships
  • Subscribing to calendar
  • Reactivating exited programs…and more

Coordinated Assessment & Referral Results

Available in the Data Analysis tab of Clarity

Shows the results from Assessments and Referrals provided by your agency

Use to determine where assessments your agency does end up and how many clients get housed

Coordinated Assessment Scoring By User

Available in the Data Analysis tab of Clarity

Email announcement went out to all agency managers

  • Filter by your individual agency
  • Examine users who may be scoring outside of a normal range
  • Based on the staff who entered the assessment into clarity
  • Examine the report for possible scoring issues at your agency
  • Staff may be scoring high or low for many different reasons, does not necessarily indicate an issue
  • Follow up with staff as needed or recommend a retaking the CA Training

Coordinated Assessment Data Quality Dashboard

Available in the Data Analysis tab of Clarity

  • Shows many different data quality measures related to VI-SPDAT Assessments
  • Missing referrals
  • VI-SPDATS set to private

Reminders

Ongoing Data Quality

  • Each quarter you will receive Data Quality Reports for your Agency, including UPLIFT 
  • This will assist in ensuring data quality and data accuracy
  • This will make reporting time seamless and smooth
  • Please make corrections as soon as you are able to

Save The Date: Data Engagement Workshop

Taking a Closer Look at Looker Dashboards and Reports in Clarity!

Client Consent Recertification

Thank you for completing the Recertification Process!

  • Please recall end users who have not completed the training will have their access disabled until the training is completed
  • End Users must score 80% or higher on the Quiz to be granted access
  • Recertification is required every year – even if a user took the training on 12/31/2019

TA/MOU Agreements

Thank you if you have already submitted your TA/MOU Documents!

  • You should have received an email either on 1/17 or 1/21 requesting the documents needed for your agency
  • Please submit documents as soon as possible, these were due on 1/31/2020
  • If you have questions please contact Lesly at leslys@bitfocus.com

SCC Quarterly Compliance Checklist

New College Enrollment Questions

  • This new data collection is designed to help better understand and address students and young people experiencing homelessness.  
  • The questions are also an outcome of a County wide 100 Day Challenge initiative to house 100 college students in 100 Days.
  • This change adds new questions on the enrollment and exit screens for all adults enrolling into HMIS projects in SCC.
  • The questions capture the client education history (Last Grade Completed) as well as additional details for client who are currently attending a college/university.

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

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: Pearl Avenue Branch Library Community Room

When: Thursday, March 5th, 2020

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