• Date: Thursday, January 3rd, 2019
    Time:  1:30 – 3:30PM
    Place: Office of Supportive Housing
    3801 Newberry Dr, Open Space
    San Jose, CA 95035
  • Web link to the December newsletter

Slides from the presentation are here:

01.Jan Agency Admin Meeting

Agenda

    • CoC / Coordinated Assessment / UPLIFT
    • HMIS Newsletter
    • SSI/GA Increase
    • Housing Inventory Count (HIC)
    • Breakout Groups
    • Agency Admin Format Discussion
    • Client Consent Training and Recertification

CoC / Coordinated Assessment / UPLIFT

CoC UPDATES

  • Reminder about PIT January 29th and January 30th-need for volunteers
  • Coordinated Assessment Workgroup is next Thursday, January 10th, 1:00-2:30pm location TBD

Next CoC Training: Strategies for Recognizing & Working with Survivors of Domestic Violence

  • DATE: Tuesday, January 15th, 2019 9:30am-12:30pm
  • LOCATION: Sobrato Community Conference Room, 600 Valley Way, Milpitas

SCC Community Queue Referrals – Standard Location Practices

  • Use Clarity HMIS
  • Visit Homeless Hotspots
  • Make use of the Community Contacts
  • Make use of the Online Correctional System Resources
  • Link with Other Outreach Teams
  • Work with your OSH Matchmaker

SCC Community Queue Referrals-Standard Location Practices Document 

Bitfocus Contact Information

  • Bitfocus System Administration team: scc-admin@bitfocus.com NEW!
  • Janel Fletcher (janelf@bitfocus.com)
  • Alison Wilson (alisonw@bitfocus.com)
  • Lesly Soto Bright (leslys@bitfocus.com)
  • Support Team: sccsupport@bitfocus.com

UPLIFT

  • We currently distribute 1700 UPLIFT Passes so far
  • Replacement period will begin February 1st, 2019 (2/1/2019)
  • Allocation Pool period begins (Feb. 1st)
    • Please note allocation limits is only for 1st month of the quarter, all leftover stickers will be pooled for a first come first serve
  • Contact UPLIFT (408) 793.1832 and/or UPLIFT@hhs.sccgov.org if you do not receive any communication from UPLIFT on requests after five (5) working days

HMIS Newsletter

  • Will be sent out monthly to all HMIS users
  • December 2018 Newsletter included:
    • 2019 Point-In-Time and Housing Inventory Counts
    • Looking Back: A Year in HMIS
    • The History Tab Tells a Story
    • Report Spotlight: Year in Review

SSA/GA Increases

  • Status Assessment updates
    • End users should be making adjustments as necessary to income at the beginning of the year
    • HUD reports often look at clients with a change in income, no matter how small

Housing Inventory Count (HIC)

  • The Housing Inventory Count (HIC) is conducted annually in late January
  • Report is on shelter and housing programs (ES, TH, RRH, PSH), including non-participating HMIS programs (e.g. DV programs) and includes:
    • Bed/unit capacity
    • Federal funding source
    • HMIS participation
    • Location (geocode and address)
    • Other project details
    • Utilization rate based on clients in shelter/housing during one night in January (point-in-time count)

December HIC Preparation

Please review and confirm the information about housing and shelter programs that we previously reported to HUD in THIS SPREADSHEET.  Although the spreadsheet may look intimidating at first glance, we are only asking you to look at a few elements:

  1. The names of your program(s)
  2. HUD Geocodes for the geographic area(s) in which your program(s) operate
  3. Inventory type (Current, or Under Development)
  4. Housing Type
  5. ES bed type (for emergency shelter programs only)
  6. Target populations
  7. Whether you receive McKinney-Vento Funding
  8. Whether you receive other federal funding
  • Keep the Following in Mind While Reviewing
    • Let us know if any new housing or shelter programs have come online during calendar year 2018
    • Similarly, let us know if any programs on our list have stopped operating during calendar 2018
    • Please leave a comment in any cell where information needs to be changed (Bitfocus will make the actual change, using the information from your comment)
    • Lastly, please tell us when you have completed your review of the spreadsheet.

HIC: Client Data Requirements

All Shelter and Housing projects will need to report the actual number of clients served on one night in January. Information will be used to calculate Utilization Rates for each project.

    • PSH, RRH, and OPH (Other Permanent Housing) Projects will be based on clients housed
    • RRH bed/unit inventory will be based on housed clients
  • How you can prepare
    • Run the [GNRL-106] Program Roster and review the list of active clients
      • Exit Clients who are no longer in the project
      • Enroll clients who are not yet in HMIS
    • RRH and PSH projects – Fill out the Housing Move-In Date for your housed clients
      • Housing Move-In Date should always be on or after the Project Start Date (if the client was housed at entry, use the Project Start Date)

January HIC Preparation

Please review and confirm the information about housing and shelter programs that we previously reported to HUD in THIS SPREADSHEET.  Although the spreadsheet may look intimidating at first glance, we are only asking you to look at a few elements:

    1. If McKinney-Vento funded, specific funding source
    2. If other federal funding, specific source (e.g. RHY, VA)
    3. Bed/Unit Counts broken out by Household Type (For all EXCEPT RRH)
    4. Number of beds/units dedicated to Veterans, Chronic Homeless (CH), and Youth
    5. Number of beds participating in HMIS
    6. Seasonal/Overflow beds

Keep the following in mind while reviewing:

  • Let us know if any new housing or shelter programs have come online during calendar year 2018
  • Similarly, let us know if any programs on our list have stopped operating during calendar 2018
  • Please leave a comment in any cell where information needs to be changed (Bitfocus will make the actual change, using the information from your comment)
  • Lastly, please tell us when you have completed your review of the spreadsheet

In later months, we will be reviewing 

  • Address information
  • For RRH, bed/unit counts based on clients housed the night of the PIT
  • Specific questions for your agency
  • Utilization Rate: Number of clients served the night of the PIT vs number of beds available

Point In Time (PIT) Count Information

The Point In Time (PIT) Count is conducted annually in late January, on the same day as the HIC

The report includes sheltered clients (ES, TH, Safe Haven), including clients in non-participating HMIS programs (e.g. DV programs):

  • Number of households and clients served the night of the PIT
  • Number of children, adults aged 18-24, adults over 24
  • Race, Ethnicity, Gender, Chronic Homelessness
  • Substance Abuse, Mental Illness, DV, HIV/AIDS

Information is broken out by both household type as well as specific demographics (Veterans, Parenting Youth, Unaccompanied Youth)

PIT Count Preparation

For clients in your Emergency Shelter, Transitional Housing, or Safe Haven programs on the night of the PIT:

Make sure the household and client counts are accurate (i.e. if you run a Program Roster report for that day, it matches how many households/clients were actually there the night of the PIT)

For all clients served on Monday,  Jan 28th, review:

  • Date of Birth
  • Race
  • Ethnicity
  • Gender
  • Veteran Status (for adults)
  • Mental Health Problem
  • Substance Abuse Problem
  • Domestic Violence Victim/Survivor
  • Living Situation section (for Chronic Homelessness)

Reminder for RRH/PSH Program: The utilization Rate on HIC is based on Housing Move-In Date

Breakout Groups

Participants broke into groups and discussed the following scenarios.

Scenario 1

  • Partway through their program stay, the Head of Household (HOH) leaves the program. The rest of the family decides to continue services. What updates are needed in HMIS? 

  • Solution: Exit original HOH and make updates on his/her exit screen as necessary-save changes
    • Identify from the remaining family who will be the HOH
    • For new HOH update his/her Program Enrollment to reflect client as HOH-answering any questions as necessary on the enrollment-save changes

Scenario 2

  • A client enters your program and asks to do a VI-SPDAT with you. You look in HMIS and see the client has had a VI-SPDAT conducted at another agency last month. What steps do you take?

  • Solution: If there has been a significant change (income, benefits, health or disabling conditions, ability to care for oneself/dependent, family composition, imminent danger/severe physical harm) in the client’s circumstances since the last VI-SPDAT was conducted, conduct a VI-SPDAT. Otherwise, the client does not need a new VI-SPDAT.

Scenario 3

  • A 27-year-old client comes into your organization with her 52-year-old mother, 30-year-old brother, and 2-month old nephew. They have been sleeping in the family van for the last few months. What type of VI-SPDAT do you use?

  • Solution:VI-SPDAT (for Single Adults) -If one of the adults decides to separate from the family /VI-SPDAT for Family- If all family members decide to stay together

Scenario 4

  • A client comes in requiring assistance. The client has been staying with his friends, sleeping on couches for the last 6 months. Is this client literally homeless?

  • Solution: No 

Agency Admin. Format Discussion

  1. How effective are in-person + dial-in options for meetings?
  2. Are breakout groups and other topics easy to follow over the phone?
  3. Feedback on requirements for minimum in-person attendance?
  4. How would you feel if some meetings were solely in-person and some solely online?

Client Consent Training & Recertification

Client Privacy Recertification

Every year, HMIS users are required to retake the Client Consent training and recertify

The new and improved Client Consent training will be released soon and added to the SCC HMIS website http://scc.hmis.cc/

Recertification will take place for all HMIS users:

  • Users will be asked to watch the Client Consent training
  • On a specific date (about 2 weeks after), HMIS users will be required to fill out a recertification form the next time they log in to HMIS, to verify that the watched the consent training
  • An email will be sent to all users with instructions and timeline

Recertification Form

When users are required to recertify,  they will:

  1. Log in to HMIS
  2. An electronic user agreement will appear – read the form
  3. Sign the agreement and click “Apply”
  4. Click “Save”

Next Agency Admin Meeting

Thursday, February 7th, 2019 from 1:30-3:30pm

600 Valley Way, Room 1

Milpitas, CA 95035

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

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