June 2020 Agency Admin Meeting

Date: Thursday, June 4th, 2020
Time: 2:00PM– 3:30PM
Place: ZOOM Only Meeting

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

• COC|Coordinated Assessment|UPLIFT Updates
• HMIS Newsletter
• Coordinated Entry Changes
• Updated Deadline Quarterly Compliance
• Data Quality Check-Up
• Reminders

UPLIFT Updates

• VTA is still not collecting fares – clients can ride for free until further notice.

• We are not processing any UPLIFT requests at this time since fares aren’t being collected. 

• Please don’t send in any requests. When VTA indicates they’ll begin collecting fares, we’ll send out an email; then we’ll begin processing requests.

If there are changes who your UPLIFT Point of Contact is – please inform us @ UPLIFT@hhs.sccgov.org

For all UPLIFT related inquiries please email UPLIFT@hhs.sccgov.org

CoC|Coordinated Assessment Updates

Updates regarding OSH Operations

• COVID-19 Shelter Hotline
• • We have received over 3000 requests for assistance to date.
  • Over 1300 placements have been made into shelter or hotels/motels.
  • The hotline operates 5 days a week 9am-6pm (408) 278-6420.
• Bi-weekly call with providers to provide updates to everyone regarding COVID-19 response (Tues and Fri mornings).  If your agency would like to receive the invitation, let us know.
• There is no update from HUD regarding the NOFA process. It will continue as planned unless there is an update from HUD.
• There are several trainings happening in June. Check them out on the CoC Events Calendar for more details.

HMIS Newsletter

May 2020 Newsletter included:

• Changes Coming to Coordinated Entry July 1st
• New Feature and Reports Updates
• Updating Past Enrollments
• Reporting Spotlight: [HSNG-108] Housing Census
• Upcoming Events

Web link to the newsletter

Coordinated Entry Changes

Scheduled: Changes Coming to Coordinated Entry 

• Changes to Coordinated Assessment data entry were scheduled to go live on April 1st to comply with the 2020 HUD Data Standards. 

• Due to COVID-19, HUD has postponed these required changes until October 1st, 2020. 

• Over 250 HMIS users in Santa Clara County attended the required Coordinated Entry Changes webinars in March. Thank you!

Go Live plan to implement these changes July 1st, 2020.  

• Webinars will be scheduled in June, 2020. Dates were announced in May Newsletter

• If you completed a webinar in March, you will not need to complete the webinar again in June

• Each agency will have a Coordinated Entry program

• Assessors will need to enroll adults and households with minor children in the CE program at their agency

• Coordinated Entry Assessments (VI-SPDAT/VI-F-SPDAT) will be recorded in the Coordinated Entry Program

• Current Living Situation assessment will be recorded in the Coordinated Entry program

Updated Deadline: Quarterly Compliance

• Quarterly Compliance Certification deadline extended to October 2nd, 2020

• Submit the third quarter compliance checklist by 10/2/2020

• Download the Quarterly Compliance Certification Form & Instruction on the SCC HMIS Website

• http://scc.hmis.cc/client-forms/  

Poll Questions

1. I accidentally exited the wrong client. What should I do next?
   1. Re-enroll the person in the program
   2. Edit the enrollment and update the project start date
   3. Delete the enrollment
   4. Remove the exit date from the exit screen
2. When should I complete an Annual Assessment?
   1. 30 days before or after the anniversary of the last annual assessment
   2. 30 days before or after the anniversary of the HoH project start date
   3. 30 days before or after the anniversary of the last status assessment
   4. All of the above are correct
3. What should I do if the Head of Household exits a project before the other household members
   1. Wait to exit the HoH until all household members leave the project
   2. Identify a new HoH and update the relationship to HoH field(s) as needed
   3. Exit the other members on the same date as the HoH 
4. I found a duplicate client record!  What is the next step?
   1. Run the [DQXX-110-AD] Duplicate Clients report to merge these clients
   2. Contact the HelpDesk to merge these clients
   3. Delete the duplicate client record
   4. Contact the agency that created the duplicate
5. The Housing Move-In Date field is required…
   1. For perm housing projects when a client moves into perm housing
   2. For all projects to record the client’s last perm housing date
   3. For PSH projects only
   4. For RRH Projects only
6. Universal Data Elements are Required to be Collected by all projects participating in HMIS  (True/False)
7. Which of the following are “Universal Data Elements”?
   1. income, non-cash benefits, and health insurance data
   2. Demographic, disabling condition and prior living situation data
   3. Project Entry Date and Exit Date
   4. Both B & C

HMIS Data Quality Check-Up

Run the [HUDX-225] HMIS Data Quality Report

• A good starting point to get basic information on important data quality measures
• Get info on missing or incomplete issues with households, annual assessment.
• Lear more on our help site:  https://get.clarityhs.help/hc/en-us/articles/115012435727–HUDX-225-HMIS-Data-Quality-Report 

Helpful Reports to Keep Tabs on Data Quality

• [GNRL-106] Program Roster
  • Client list, program stay information, assigned staff
• [GNRL-220] Program Details Report
  • Exports fields associated with program enrollments 
• [GNRL-210] Assessment Details Report
  • Exports fields associated with client assessments
• [DQXX-110-AD] Duplicate Clients

Annual Assessments

• Annual assessments are due for each client within +/- 30 day of the Head of Household’s anniversary date. 
• The HUDX-225 HMIS Data Quality Report can help you find clients who may be missing an Annual Assessment. 

Universal Data Elements (UDE)

• UDEs are required by all projects participating in HMIS
• UDEs Include:
  • Client Demographics and Identifying info (SSN, DoB, Race, Vet, and more…)
  • Project Entry/Exit elements including: Disabling Condition, Start/Exit Date, Destination, Relationship to HoH, Move-In Date, Prior Living Situation

Additional Resources

• DQ Reports – Check out the Clarity Help Articles:  https://get.clarityhs.help/hc/en-us/categories/115000093908-Report-Library
• Need help with a custom DQ report?  Attend Looker office hours or contact the SCC Admin Team
• HUD HMIS Data Standards: https://www.hudexchange.info/resource/3824/hmis-data-dictionary/

Reminders

CE Upcoming Required Webinars

1. Tuesday, June 9th, 2020 from 1:00-2:00pm.
   1. Register here.
2. Wednesday, June 17th, 2020 from 3:00-4:00pm. 
   1. Register here.
3. Friday, June 19th, 2020 from 9:00-10:00 am. 
   1. Register here.
4. Wednesday, June 24th, 2020 from 2:00-3:00pm. 
   1. Register here.
5. Monday, June 29th, 2020 from 9:30-10:30 am. 
   1. Register here.
6. Tuesday, June 30th, 2020 from 9:00-10:00 am. 
   1. Register here.

Upcoming DEW

Getting Started with Looker: Exploring Data Quality Looks

Update Contact Information in HMIS

1. Log into HMIS
2. Click on the logo of your initials and/or photo 
3. Got to ACCOUNT SETTINGS
4. In the Phone Number field please update your phone number, be sure to include your extension
5. SAVE CHANGES when done

VI-SPDAT

This is a gentle reminder that VI-SPDAT training are being conducted remotely. 

Here is the link to register for upcoming training. 

Clarity HMIS Training Site

Want to hone your skills at data entry without compromising actual client data? 

Use the End User Clarity HMIS Training Site

Office Hours

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: Zoom Link

When: Thursday, July 2nd, 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

Support Team: sccsupport@bitfocus.com

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

Janel Fletcher (janelf@bitfocus.com)

Trevor Mells (trevorm@bitfoucs.com)

Alison Wilson (alisonw@bitfocus.com)

Lesly Soto (leslys@bitfocus.com)