October 2019 Agency Admin Meeting

Date: Thursday, October 3rd, 2019
Time: 2:00PM– 3:30PM
Place: San Jose Berger Auditorium
1555 Berger Dr., Building #2 San Jose, CA 95112

Agency Admin. Lead and/or Representative in Attendance:

Slides from the presentation are here:

Agenda

• COC|Coordinated Assessment|UPLIFT Updates
• HMIS Newsletter
• Breakout Groups
• HUD 2020 Data Standards
• Continuous Data Quality Improvement
• Customization of HMIS|Feature Enhancements
• Reminders
• Next Months Meeting

CoC / Coordinated Assessment / UPLIFT

NOFA Updates

• The CoC submitted our application in late September for approximately $28M.  Thank you to all of the agencies who participated over the months-long process, especially to all the agencies who submitted applications.  We expect to hear about our award in January and we will send an announcement as soon as we hear.

Upcoming PMWG

• Thursday October 10^th, 1-2:30pm at Excite Credit Union.  All are welcome.

SCC Community Plan Meeting 

• The CoC and the County are in the process of developing our next 5-year Community Plan to End Homelessness.  We are in the process of gathering input from community members to inform the plan.  Thank you to everyone who has participated in stakeholder meetings, focus groups, and interviews thus far.  We are holding three public meetings this week and next week, one in North County, on in South County, and one in San Jose.
• Please see the attached flyer for info about the upcoming three meetings.

CAWG Meeting

• Thursday, November 14^th, 1-2:30pm.  All are welcome.

UPLIFT

• As of 10/03/2019 – there are 801 Uplift Stickers left for the quarter
• Reminder to all providers: Before making your request, check your client’s HMIS ROI (Release of Information) to ensure it is valid
• If client did not consent to have a photo posted, DO NOT upload a photo of the client
• All 5 pages of the ROI must be uploaded for ROI to be valid
• 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
• Replacement and Pooled Sticker period will begin on November 1^st

HMIS Newsletter

September 2019 Newsletter included:

• Data Standards Changes Coming to HMIS

• HMIS in the Community: Performance Management Work Group

• Report Improvements and Updates

• Report Spotlight: 

• Using [GNRL-103] Service Census report to Review Daily Attendance

• Upcoming Events

• Bitfocus id Hiring!

Web link to the newsletter

Breakout Groups

Scenario #1 with Response

A new staff person is on-boarding and will be doing HMIS data entry. What are the next steps that you need take as the Agency Lead to ensure this staff person is granted access to HMIS?

Scenario #2 with Response

What are actions/steps that should be taken to help minimize and/or to prevent a data breach?

Scenario #3 with Response

According to the Agency Administrator agreement (Technical Administrator and Security Officer Agreement), how frequently should an agency administrator review data quality at their agency? 

• Data quality reports should be run at least once per month throughout the year. In the weeks prior to submitting a report,  data quality reports may need to be run on a daily basis. And in some instances as deemed necessary on program need.

• Conduct a complete and accurate quarterly review of the Partner Agency’s compliance with all applicable plans, forms, manuals, standards, agreements, policies, and governance documents
• Additionally, check for the following

Scenario #4 with Response

Identify the data quality errors that are found in this client’s profile

Scenario #5 with Response

Please note this client is enrolled in a RRH program with employment assistance.  Identify issues that you notice.

HUD 2020 Data Standards are Live!

Reminders:

• Disabling Condition (yes/no): Only appears on the enrollment screen.

• Move-in date: Only appears on enrollment screen. To record a move-in date, open the program enrollment and enter the move-in date on the enrollment screen. 

• Current Living Situation Assessments: Replaces Outreach Contact services for Night-by-Night shelters, Street Outreach, and Services Only projects

• New SSVF Services:  Extended Shallow Subsidy, Returning Home, Rapid Resolution, and Extended Shallow Subsidy – rental assistance (financial assistance service) 

• RHY Programs: New “Other” option  and textbox for sexual orientation field

• VA Programs: Required to collect employment status on enrollment and exit screens. Required to enter VAMC station number on enrollment screen.

Continuous Data Quality Improvement (CDQI)

Data Elements on the Profile Screen are a part of a group of Universal Data Elements (UDE) that are required to be collected when a record is made in HMIS.

Data Quality UDE’s Report

This report is designed to show data collection issues on the profile screen:

• Data elements recorded as: Client Doesn’t Know, Client Refused, and Data not Collected.
• SSN errors will also include “Possibly Invalid” (all 0s collected and full SSN reported in quality field) and “Too Short” when the SSN reported is not 9 digits
• “Null” indicates that no response was recorded on the Profile Screen for that data element
• “None” indicates that there is no error with the data collection

Customization of HMIS Features & Enhancements

• CAWG 9/12/19: Staff contact information in HMIS 
• CAWG 9/12/19: Notification of alert for the person who touched the client last 
• Outreach Meeting 9/27/19: ISP case management functionality
• Outreach Meeting 9/27/19: Automated refer to queue button
• Outreach Meeting 9/27/19: Alerts for incongruent changes
• CCP Meeting 9/30/19: Looker dimension to compare the change in income category b/t entry/status/exit

Have ideas about an enhancement and/or addition to HMIS? Let us know! Drop it in the box!  Virtual Suggestion Box

Reminders

2020 Data Standards Training for End Users

• • REGISTER HERE!

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

Upcoming: Data Engagement Workshop (DEW)

Click here for direct link!

VI-SPDAT Impact on HMIS Access

• Staff who miss the 60-day threshold after being granted access to HMIS will receive a courtesy email (OSH|Agency Lead| End User) from Bitfocus 
• Staff will have 72 hours to register for an upcoming training and must show verification of sign-up to prevent account deactivation
• Staff who do not show up to a training will have account disabled
• Please ensure staff are using a work related email address

Agency Admin. Structure Survey

• Survey will be sent out on Thursday, October 10th

Report Update: [DQXX-103] Monthly Staff Report

• Report glitch has been fixed, please expect to receive report on the first and last day of the month
• If you are listed as an Agency Lead, you will receive this report
• If you’d like you can run this report located in the Report Library under Email Reports

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: PLEASE NOTE LOCATION CHANGE

When: Thursday, November 7th, 2019

Time: 2:00pm – 3:30pm

Meeting Location:

San Jose Public Library, Community Room

4270 Pearl Ave. San Jose, CA 95136

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 )

Lesly Soto (leslys@bitfocus.com )

Support Team: sccsupport@bitfocus.com