Date: Thursday, August 1st, 2019
Time:  1:30 – 3:30PM
Place: Sobrato Conference Center, San Jose
1400 Parkmoor Avenue, Mountain View Room
San Jose, CA 95126

Slides from the presentation are here:

08. Agency Admin. Meeting August 2019

Please use this link to download the slide deck.


  • COC |  Coordinated Assessment | UPLIFT Updates
  • HMIS Newsletter
  • Guest Speaker: Erin Stanton Sacred Heart Community Service
  • Survey Results
  • Agency Admin Meeting Structure
  • Data Literacy Institute Workshop-Open Discussion
  • SCC HMIS Features/Enhancements-A Review
  • CDQI – Uploading the ROI
  • Reminders
  • Next Month’s Meeting

CoC / Coordinated Assessment / UPLIFT

CoC UPDATES-None at this time

  • As of 8/1/19 there are 349 (Three-Hundred Forty-nine) Jul-Sep’19 quarter stickers left for this 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

Pooled-Sticker period has started. All remaining stickers will be offered to all Agencies, first comes first served.

  1. 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.
  2. Please follow step by step instructions starting on page 16 of rev.4 UPLIFT User Handbook.  Be sure to go with New Client if the request was not filled due to 1st month allocation limit.
    • If you received an email for Allocation Limit, please do the following to complete your UPLIFT requests:
      1. If you request for an UPLIFT Pass via New Enrollment
        • Update your client’s UPLIFT Program’s Enrollment date to or after 8/1/19
      2. If you request for UPLIFT Pass via Status Assessment
        • Update your Client’s UPLIFT Status assessment date to on or after 8/1/19

Replacement period has started.  Please do NOT pre-date or back-date the referral.

    1. Please follow step by step instructions starting on page 19 of the Handbook.
    2. Please remember to email 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 Jul-Sep quarter is Sep 12th, 2019. Jul-Sep’19 Quarter begins Sep 13th.

HMIS Newsletter

Will be sent out monthly to all HMIS users

June 2019 Newsletter included:

  • Reminder: Use Public Alerts to Support Your Clients
  • Residential Move-In Date: Required for All Housing Programs
  • Clarity Connect 2019
  • Report Spotlight: Client Reports
  • Upcoming Events
  • Bitfocus is Hiring!

Web link to the newsletter

Guest Speaker: Erin Stanton Sacred Heart Community Service

Sacred Heart Community Service

1381 S 1st Street San Jose, CA 95110

(408) 916.5025

Presentation consisted of the following items-

  1. Homeless Prevention Services in SCC
    • One-Time Assistance
    • Homelessness Prevention System (HPS)
  2. Emergency Assistance Network
    • This included a map with locations and which agency served a particular area
  3. Homelessness Prevention System
    • Need Help? Call (408) 926.8885
    • Email:
    • Walk-in to a partner agency
    • Countywide Access
    • Immediate Intervention
    • Housing Stability Plan
  4. Homeless Prevention Stats July 1st, 2017 –  March 31st, 2019
    • 693 Families and Individuals at imminent risk of homelessness have been helped
    • 97% of families have remained housed while receiving prevention services
    • $4, 154 Average amount of assistance per family
  5. Benefits of using HMIS
    • Streamlined services
    • Ability to see clients history of where and when they have received services that are from all agencies that participate in HMIS data entry
    • Capacity to see when clients were enrolled in RRH programs allows staff to redirect to appropriate agency
    • Data pulls; the data shared in today’s presentation was pulled and compiled using the reports available
  6. HMIS Feature Enhancement “Wish List”
    • A Family Dashboard where you can see total household income
    • A running total of Income provided to a household

Survey Results

A big Thank You to everyone that participated in the Agency Admin. Structure Survey. We know you have busy schedules and appreciate the time spent in sharing your thoughts and comments. 

Survey Key Stats

What’s Next-Effective September 2019

  • Meetings will now be 90 minutes vs. 120 minutes
  • Attendance at 7 out of 11 (7/11) meetings is now required
    • It will be imperative that you sign in as this will be the method used to track the 7/11 meeting attendance
    • If you (Agency Lead) cannot attend the meetings, please send a representative 
  • Location Rotation whenever possible and if space permits will be modified-be sure to check the Agency Meeting Reminders for these changes
  • IF you ARE NOT getting the email reminders, please contact us at 

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.

Data Literacy Institute (DLI) Workshop-Open Discussion

 Past DLI Workshops

  • SCC Reports Training
  • HMIS Data In Action
  • How to Request Data (How to Monitor Your Data)
  • Planning for Data Requests
  • How To Tell  Your Story
  • Our Friend, Excel

Check these out here

Potential  Topics: Share with us your ideas and/or suggestions

  • What do you think your staff would be interested in learning?
  • Are there challenges your staff are experiencing that could be brought to a DLI Workshop? 
  • What type of data analysis skills do you think would be useful? 

Suggested Ideas

  1. A Data Quality Dashboard
  2. Data Accuracy Checks
  3. Please use our SCC Virtual Suggestion Box for any further ideas!

Features/Enhancements – A Review


    1. Aged into Adulthood Notification at Program Exit
    2. Filter by Type on History Tab
    3. Reduce missing Queue referrals by making “Refer to Queue” step more visible
    4. Community Queue and House clients cross-check

Coming Soon:

    1. Project Type Code listed in Active Programs
      • (e.g., Youth Hope House, PH – Permanent Supportive Housing (disability required)
    2. Require and rename “Denied Message” field on Referral Edit Screen-this feature will require users to provide details in the text box provided
    3. Add Warning for Recent Assessment
      • (e.g., A recent assessment of this type already exists for this client. Are you sure you wish to create another assessment?)

CDQI – Uploading the ROI

Please recall the following regarding the ROI. We understand this topic has been covered previously at past Agency Admin. Meetings, but we are still encountering some mistakes/challenges and want to ensure ROI compliance and protocols are being followed. Please note that Bitfocus will be reaching out to you via email if your agency is out of compliance or if we note that several users are out of compliance.

  • No information can be entered into HMIS without a valid ROI uploaded in Clarity
  • A Valid ROI in HMIS is:
      • Signed
      • Has an expiration date
      • Includes all 5 pages in the upload
      • Indicates that the client wants their information in HMIS (initial boxes)
  • The client can decide when ROI expires. The recommended amount of time is 3 years
  • If the ROI is expired, or the client wants to update their consent, click the plus sign next to Add Release of Information to upload a new ROI
  • If the ROI is expired, or missing, a banner will appear on the profile screen.
  • Clients with disabilities are entitled to reasonable accommodations. If a client requests a change in a program’s policy or procedure as an accommodation of his/her disability, the program should grant the
    accommodation when the accommodation is both reasonable and necessary because of the individual’s disability. Such an accommodation request must be considered during any stage in the provision of a program, including at intake, during services, and during discharge proceedings. When a reasonable accommodation request is made, the program supervisor may request medical verification of the individual’s disability. 

For further reference please see Santa Clara Countywide Quality Assurance Standards for Homeless Housing & Service Programs found here. 

ROI Useful Report – [SCC-104-AD] ROI Compliance Report

Location: Launcher—>Reports—> Administration Reports—>[SCC-104-AD] ROI Compliance Report—>Run and enter report date range


VI-SPDAT Next Steps

  • For staff that did not submit a Certification Form by Monday, July 22nd EOB access to HMIS has been disabled
  • To reinstate access staff must submit a certification form and/or register for an upcoming VI-SPDAT training
  • Please be sure that staff who met with the client to give them the assessment is recording (please note this is different from the staff doing the actual data entry into HMIS)
  • Date
  • Their name
  • Phone Number

Submitting Forms

End User Agreements|Technical Administrator Agreement|Security Agreements

  • If at all possible please use the following naming convention for the PDF when submitting to Bitfocus Helpdesk
  • First Name, Last Name of user followed by EAU and/or TAA and/or SA
  • (e.g., John Snow EUA)
  • (e.g., Harry Potter TAA)
  • This will ensure the correct name for staff in the event that it is illegible

Homeless Prevention (HP) Services Forms

  • Added to HMIS Support Page
  • Program Specific Forms

Next Agency Admin Meeting


When: Thursday, September 5th, 2019

Time: 2:00pm – 3:30pm

Meeting Location:

600 Valley Way, Building 5, Room 6, Milpitas, CA 95035

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

Bitfocus Contact Information

Bitfocus System Administration Team: 

Janel Fletcher ( )

Alison Wilson ( )

Lesly Soto ( )

Support Team: