Date: Thursday, February 4th, 2021
Time: 2:00PM– 3:30PM
Place: ZOOM Only Meeting

Agency Admin. Lead and/or Representative in Attendance:

Name Agency
Rani Jain Abode Services
Aurora Olivares Amigos de Guadalupe: Center for Justice & Empowerment
Gerald Witters BHS Suts
JoEllen Reece BHSD
Guillemro Munoz BHSD,  Whole Person Care
Carletta Cooley Bible Way Christian Center
Laura Foster Bill Wilson Center
Anthony Ortiz# Jr. Breakout Prison Outreach
Sujata Panda BWC
Conrad Solarez California Youth Outreach
Julian Delgadillo California Youth Outreach
Yvette Avila Center for Employment Training
Simone Berkowitz Community Services Agency
Mark Frias Community Solutions
Maria Magallanes Department of Veteran Affairs-VAPAHCS
Aretha Cromwell Destiny Reentry
Justin Damrel Downtown Streets Team
Alexander Le Family Supportive Housing
David Marez Good Samaritan Re-entry Center
Rosalva Martinez Goodwill of Silicon Valley
Teresa Moore Schmitz HomeFirst
Shireen Alinani housing choices
Traci Creel HVEHF
Kenya Rawls JobTrain
Cynthia Mar LifeMoves
Tina Sentner Mission Street Sobering Center
Mai Nguyen Momentum for Health
Jessica Lwi Move Mountain View
Tal Leibovici Move Mountain View
Jessica Cardoso NOW Program,  Goodwill of Silicon Valley
Leila Qureishi OSH
Steven Tong OSH
Jazmine Wong OSH
Aiko Yep PATH
Roseann Martinez Pathway Society Outpatient  Santa Clara
Rachel Hileman Peninsula Healthcare Connections – New Directions
Otis Perry Roots Community Health Center
Paulina Soto Sacred Heart Community Service
Elizabeth Frakes santa clara co PHD
Khoi Nguyen Santa Clara County
Cassandra Brenzel Santa Clara County SSA Vocational Services/SSI Advocacy
Rebecca Siqueiros Santa Clara County Whole Person Care
Elisha Heruty SCC OSH
Angelica Holguin SVILC Silicon Valley Independent Living Center
Cindy Parra SJSU Service Navigation: Mentoring program
Chennan Liu SSA
Samuel Hall Starlight Community Services
Catherine Farry Sunnyvale Community Services
Roxanna Frias Superior Court of California,  County Of Santa Clara
Hameeda Sharifi Telecare Corporation
Rosa Elaine Garcia (Ngoc Ho) THT
Lindsay Cross valley homeless healthcare program
Audrey Bui West Valley Community Services

 

Slides from the presentation are here:

02. February (21) Agency Admin. Meeting

Please use this link to download slide deck if desired. 

Agenda

  • CoC|Coordinated Assessment|UPLIFT Updates
  • HMIS Newsletter
  • HIC/PIT Updates
  • Monitoring Program Inventory and Capacity
  • LSA Updates
  • Reminders
  • Next Months Meeting

CoC Updates

For CoC Grantees:

  • HUD released the FY2020 CoC Program Non-competitive Funding Notice and a list of renewal awards. 
  • Homebase has reviewed the list of renewal project awards and did not identify any errors or omissions. 
  • Please review the project list to confirm all of your renewal projects are included and amounts look correct; if you spot any issues, please let HomeBase know – you will need to notify HUD ASAP.  
  • If everything looks correct, there are no next steps 
  • HUD will be reaching out to execute grant agreements, prioritizing the execution of grant agreement for projects expiring in the first quarter of calendar year 2021. 
  • Please let HomeBase know if you have any questions.

PIT Count

  • The Santa Clara CoC has submitted a waiver to HUD for the 2021 Unsheltered PIT Count and makes this request due to Covid-19 safety risks, compromised accuracy of the Count, and state/local Public Health orders.  
  • The waiver has been accepted by HUD.
  • The CoC plans to conduct a full unsheltered count and survey in January 2022, and will be required to conduct another full count and survey in January 2021

UPLIFT Updates

  • As of  2/4/2021- There are 695 (Six-Hundred Ninety-Five) Jan-Mar’21 quarter stickers left for this quarter.
  • Replacement period has started (2/1/2020). Please do NOT pre-date or back-date the referral.
    • Please follow step by step instructions starting on page 19 of the User Handbook.
    • Please remember to email UPLIFT@hhs.sccgov.org 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 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 Jan-Mar’21 quarter is March 18, 2021.  Apr-Jun’21 Quarter begins March 19th.
  • Reminder to all providers: Before making your request, check your client’s most recent (latest start date/signed) HMIS ROI (Release of Information) to ensure it is valid and that you are not entering any data the client did not consent for.
  • Remember to email the UPLIFT email address, once a correction is made to prevent delays

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

HMIS Newsletter

Santa Clara HMIS News, January 2021

Welcome to the Santa Clara County HMIS Newsletter! In this edition you’ll find the following:

  • Preparing for the Annual Point-in-Time (PIT) Count
  • New Features in Clarity Human Service
  • Report Spotlight: Reviewing Data for PIT Count
  • HMIS Security and Compliance Checklist
  • HIS Privacy Training Recertification
  • Upcoming Events

Web link to the newsletter

HIC/PIT Tell Us What You Know

“How confident are you that your Housing inventory in HMIS is accurate?”

  1. Very Confident – I monitor inventory and occupancy often
  2. Somewhat Confident – I think it’s correct but have some questions)
  3. Not Confident – I don’t often track of our programs’ housing inventory
  4. No Idea – What is Housing Inventory I’ve never heard of this
  5. N/A – My agency does not have any housing programs

“How familiar are you with the types of reports you should use when checking your data in preparation for the HIC?”

  1. Very Familiar – I’ve done this a million times
  2. Somewhat Familiar – I think I know where to look
  3. Not Familiar – This is my first time doing this
  4. No Idea – HMIS has reports?

“All homeless dedicated beds & units are included on the HIC?”

  1. YES

HIC/PIT Updates

The HIC is conducted annually. 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)

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):

  • 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 Use, Mental Illness, Domestic Violence, HIV/AIDS
  • Information is broken out by both household type as well as specific demographics (Veterans, Parenting Youth, Unaccompanied Youth).

HIC/PIT Data Quality & Review

Why is data correctness important? 

  • The  HIC is now an important part of the LSA review.  They will be using the HIC to compare inventory and other project setup components.
  • Inventory and other project details are essential for countywide coordination and reporting. 

What Reports to Review

  • [HSNG-108] Housing Census to review occupancy
  • [HUDX-123-AD] Housing Inventory (HIC) to review inventory and occupancy on 1/28/2021
  • [HUDX-225] HMIS Data Quality Report to review data quality

HIC/PIT Resources

Monitoring Program Inventory & Capacity

Thank you to all that have provided feedback regarding changes to BUI. 

  • Ensuring the correct Bed and Unit Inventory (BUI) for your programs
  • Notification of changes to BUI should be provided as soon as the change happens
  • Be sure to provide start and end date of new/revised BUI
  • Ongoing monitoring and communication from Bitfocus

Tell Us What You Know!

Who can share with us, how they would describe a

 Bed vs. a Unit? 

How to Determine Bed/Unit Inventory

Option 1:  Count the Beds

The number of beds is generally equivalent to the number of persons a project can house on a given night.  For emergency shelter project this can be a direct count of the available beds. 

Option 2:  Count the Units/Vouchers

Projects that only have units and no fixed number of beds can estimate the number of beds based on average household size (e.g., a project with 30 family units and an average family size of 3 would record 90 beds).

Option 3:  Additional Methods

Projects that provide housing rental assistance and do not have a fixed number of beds and units can use one of the following methods

  • Determine the number of beds and units based on the number of vouchers currently funded and available for use. 
  • Projects that provide shelter or rental assistance vouchers without a fixed number of units (e.g. Rapid Re- Housing) should determine the number of beds (and units) based on the maximum number of persons (and households) who can be housed on a given night.

Report Spotlight: [HSNG-108] Housing Census

  • The Housing Census shows you how many individuals or households were enrolled each night
  • Find this report under the Report Library > Housing Reports

Report Spotlight: [HUDX-123-AD] Housing Inventory (HIC)

    • The Housing Inventory Count shows you all of your housing program details on a single night. This is the report we use to submit information to HUD
    • Find this Report under Report Library >> Administrator Reports
    • View Information for each project on:
  • Total Capacity: bed and unit inventory on a single night
  • Beds dedicated to certain households types or subpopulations
  • Occupancy:  total individuals occupying housing beds

Additional Housing Reports

  • There are a variety of reports available in the “Housing Reports” Folder to suit individual needs
  • These all provide info on housing program occupancy
  • Try out different reports or contact the help desk if you have questions

How to Run Reports (demo)

  • Select the report name from the Report Library
  • Select all the required filters
  • Select SUBMIT when done selecting filters
  • When report is done; select OPEN from the pop-up

LSA Updates

  • LSA has been submitted!!!!
  • Thank you for your part and making all the necessary corrections to your data!
  • We learned a lot from this process and we hope to take these experiences into consideration moving forward

Reminders

Annual Privacy Training Recertification Process

Security Compliance Checklist

    • Submission deadline was Jan 31st, 2021
    • This submission should include certification for all staff members who access HMIS
  • Please be sure to use the End User First and Last Name vs. HMIS username

Meeting Reminder: CAWG – Topics include

Typically held 2nd Thursday each month 

  • Review recent assessment and referral data
  • Discuss strategies for improving coordinated assessment system access and performance
  • Develop coordinated assessment system policy
    • In January CAWG released standard practices for locating clients on the community queue
  • Get updates on current coordinated assessment training and evaluation tools

Meeting Reminder: PMWG – Topics include

  • Review CoC Data Trends
  • Review Performance Data and Set Countywide Performance Benchmarks
  • Develop tools and reports for system analysis

Office Hours

Conducted from the comfort of your own office! Each Office Hours session is hosted online by your Santa Clara County Clarity System Administration team. You can connect using your computer (recommended so that you can see demos and post questions) and/or dial in by phone using the Zoom links provided below.  

Where Are Office Hours Held?

Looker Office Hours

When:  Every other Monday of the month from 2:00pm-3:00pm

Zoom Link: https://bitfocus.zoom.us/j/94622680152

Clarity (HMIS) Office Hours

When: Every other Thursday  from 10:00am-11:30am 

Zoom Link: https://bitfocus.zoom.us/j/617946839

SCC 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

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, February 4th, 2021

Time: 2:00pm – 3:30pm

Dates and locations for 2020 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 

Trevor Mells (trevorm@bitfoucs.com)

Lesly Soto Bright (leslys@bitfocus.com)