Date: Thursday, January 2nd, 2020
Time: 2:00PM– 3:30PM
Place: San Jose, Pearl Library Community Room
Pearl Avenue Branch Library Community Room 4270 Pearl Avenue, San José, CA 95136
Agency Admin. Lead and/or Representative in Attendance:
Name | Agency |
Channy Singh | Abode Services |
John Anyosa | Bill Wilson Center |
Michelle Francia | CJS BHSD |
Brandi Jothimani | CSA Mountain View |
Justin Damrel | Downtown Streets Team |
Cristina Trujillo |
Family & Children Services |
Alexander Le | Family Supportive Housing |
Julies Nguyen | Goodwill of Silicon Valley |
Jan Stokley | Housing Choices |
Michael Love | Move Mountain View |
Juan Vela | Office of Reentry Services |
Leila Qureishi | OSH |
Steven Tong | OSH |
Kathryn Kaminski | OSH |
Lorna Lindo | SCVMC AMB-VHHP |
Paulina Soto | SHCS |
Rosemary Carranza | St. Joesph’s Family Center |
Catherine Farry | Sunnyvale Community Services |
Vanesa Fimbrez | Superior Court (Adult Treatment Court) |
Babita Kumari | The Health Trust |
Guillermo Munoz | Whole Person Care |
ZOOM CALLERS | |
Anthony Ortiz Jr. | Breakout Prison Outreach |
Luis Gonzalez | Abode Services |
Rani Jain | Abode Services |
Janessa Villarruel | Gilroy Compassion Center |
Teresa Schmitz | HomeFirst |
Liz Lucas | LifeMoves |
Rita Anzualda | Pathway Society, Inc. |
Baldeep Pabla | Penninsula Healthcare Connection New Directions |
Kristen Gimenez | Salvation Army |
Maria Magallanes | VAPAHCS |
Lindsay Cross | VHHP |
Audrey Bui | West Valley Community Services |
Slides from the presentation are here:
01. January 2020 Agency Admin. MeetingPlease 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 – Next Steps
- Breakout Session – A Year in Review
- Monitoring & Security Officer Elements
- Annual Client Privacy Recertification Process
- Reminders
CoC / Coordinated Assessment / UPLIFT
- Community Planning meeting: 1/27/2020 6-8pm
- New State Funding: Approve the governance charter
HEAP Funding (11 major cities in CA)- CoC received 11.5 mil
- County received 10.7 mil
- City of San Jose received 20 mil
- Name change to HAAP
- New State Funding: Approve the governance charter
- Reminder to Complete 2019 HMIS Data Entry
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Complete HMIS data entry for calendar year 2019 as soon as possible. We are going to begin pulling 2019 annual reports in the next couple of weeks and we want to make sure we are capturing all of the great work you are doing! As you are aware, we produce public reports that include information such as the total number of people who were housed in the past year, total Veterans housed, total served, etc. This year, we are pulling data for our Community Plan to End Homelessness to demonstrate how much work has been done since the 2015-2020 plan was adopted. This information will be presented to the public as we ask for endorsement of the new plan and we want to make sure the data in HMIS is accurate before we pull it.
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The priority for the first data reports are related to the number of people housed in the year, so please update housing status, exit destinations, move-in dates, etc. as soon as possible. We would like to pull this info the week after next. Please make every effort to have this data updated in HMIS by Friday, January 9th. If you think your agency will be unable to meet that deadline, please notify Katherine Kaminsky at kathryn.kaminski@hhs.sccgov.
org .
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CAWG 1/9/2020 at the new space @ Charcott 1:00pm -2:30pm
- Fair Housing Tenant Rights
When: Tuesday, January 7, 1pm – 4pm | Where: Sheriff’s Auditorium 55 W Younger Ave, San Jose, CA 95110 (map) | Description: RSVP Here: https://www.eve
UPLIFT
Here are the Uplift Updates
As of today – there is 815 (Eight-hundred fifteen) Uplift Stickers left for the Jan-Mar’2020 quarter.
- Reminder to all providers: Before making your request, check your client’s HMIS ROI (Release of Information) to ensure it is valid
o If client did not consent to have a photo posted, DO NOT upload a photo of the client
o All 5 pages of the ROI must be uploaded for ROI to be valid
o Requests with Invalid ROIs will not be processed, and client will be deleted from the UPLIFT Program.
- Remember to email the UPLIFT email address, once a correction is made to prevent delays
- Pool Sticker period & Replacement period begins : 2/1/2020 (February)
- Contact UPLIFT UPLIFT@hhs.sccgov.org if you have any questions or concerns.
- Our office is moving again… starting January 7th, 2020 – all passes must be picked up at 2310 N 1st St. 2nd Floor, San Jose, CA 95131.
o This will be our permanent office
HMIS Newsletter
December 2019 Newsletter included:
- 2020 Point-in-Time and Housing Inventory Counts
- Data Quality Fields: What They Are and Why They Matter
- From the Help Desk…
- Report Spotlight: 2019 In Review
- Upcoming Events
Customization of HMIS Feature Enhancements – Next Steps
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.
We will move forward with scoping the highlighted Feature Enhancements with the Bitfocus Development Team:
- Contact Information of staff who touched client last
- Number of Assigned Staff
- Ability to run a canned report once and export separate reports at agency and program level
- Alerts for incongruent changes
- Follow up notification for staff who touched client last
Items not chosen for 2019 this round will be reviewed again mid-year.
Please see image below for the top five selected Feature Enhancements.
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.
Breakout Session – “Year in Review”
For this months breakout session we used the Kahoot! app to quiz Agency Leads on past trivia questions ranging from ROI to VI-SPDAT questions, including a riddle. Use this link if you are interested in taking a closer look.
Monitoring & Security Officer Elements
The Partner Agency Technical Administrator and Security Officer Agreement requires a Partner Agency to identify a Technical Administrator and a Security Officer. We often refer to the people in these roles collectively as Agency Administrators (Agency Admins or Agency Leads).
Many agencies choose to designate the same person as Technical Administrator and Security Officer, however, the Security Officer has distinct responsibilities listed on page 2 of the Partner Agency Technical Administrator and Security Officer Agreement.
Security Officer Responsibilities (from the Standard Operating Procedures)
The Partner Agency Technical Administrator and Security Officer Agreement references a Quarterly Compliance Certification Checklist. This checklist should be completed each quarter by the Security Officer and submitted to scc-admin@bitfocus.com.
Quarter schedule:
Quarter 1: Jan 1, 2020 – Mar 31, 2020
Quarter 2: Apr 1, 2020 – June 30, 2020
Quarter 3: Jul 1, 2020 – Sep 30, 2020
Quarter 4: Oct 1, 2020 – Dec 31, 2020
The Quarterly Compliance Certification Checklist
Annual Client Privacy Recertification Process
Every year, HMIS users are required to retake the SCC HMIS Client Consent training to comply with HMIS Privacy Standards as stated in the End User Agreement.
Recertification will take place for all HMIS users in January.
To recertify, HMIS users will need to rewatch the Client Consent Training, complete the quiz, and sign the electronic End User Agreement.
The training is available now on the SCC HMIS website: http://scc.hmis.cc/training/schedule‑a‑training/
Please complete the training by January 24th, 2020.
On Wednesday, January 29th, 2020, a new Electronic End User Agreement will appear when you log in. By completing the electronic USER POLICY AGREEMENT you are confirming that you have watched the video and have re‑certified.
Reminders
Agency Admin. Meeting In-person Attendance
- Please recall that you are required to attend 7/11 in-person Agency Admin. meetings
- Starting in February there will be 9 opportunities left to ensure you meet this requirement
- If you cannot attend, please send a representative in your place (must have current HMIS access)
HIC & PIT
HIC: The Housing Inventory Count (HIC) is conducted annually.
Report is on shelter and housing programs (ES, TH, RRH, PSH), including non-participating HMIS programs (e.g. DV programs)
PIT: 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)
*Unsheltered PIT counts are conducted every other year. This year, 2020, there is no unsheltered PIT count.
Clarity HMIS & Looker Office Hours
At this time we are offering two different types:
- 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
- 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
Bitfocus Communication
Some of you may have received CES Data Quality correspondence regarding VI-SPDAT’s created in December 2019 that are missing Referrals.
Please be sure and do any follow-up and/or corrections as requested.
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, February 6th, 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