January 2021 Agency Admin Meeting

Date: Thursday, January 7th, 2021
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
• HIC/PIT Updates
• SPM Updates
• Annual Privacy Training Recertification Process
• Security Compliance Checklist Process
• LSA
• Reminders
• Next Months Meeting

CoC Updates

• NOFA postponed because of COVID-19

• Omnibus Bill included language to renew 19 grants for 2021; all ongoing received funding

• No 2020 NOFA

• Funding for CoC/ESG 

• PIT; HUD is providing a waiver, we are considering making a request

• Will reach out to partners to get a better understanding of any concerns

• We have strong HMIS data that we can use for n estimations if needed; this is all because of you all 

UPLIFT Updates

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, December 2020

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

• That Time Again! 2020 HUD System Performance Measure Reporting
• New Features in Clarity Human Services
• Report Spotlight [HUDX-225] HMIS Data Quality Report
• 2021 Privacy & Security Retraining
• Upcoming Events
• Bitfocus is Hiring!

Web link to the newsletter

HIC/PIT Updates

PIT Count

Based on health risks from the pandemic and insufficient volunteer recruitment, we are leaning towards requesting a waiver for the unsheltered Point in Time Count this year. We will plan to conduct a full unsheltered Count and survey in January 2022.  Many counties in the Bay Area have already requested a waiver for the Count.

We will be reaching out to the cities this week to make sure they are on board with this decision and hope to finalize our decision this week.

SPM Updates

• Annual HUD report that measures CoC’s performance as a coordinated system

• Unlike other HUD reports, System Performance Measures analyze clients across programs.

• Measures include:

• • • Length of time homeless
    • Returns to homelessness within 2 years
    • Number of homeless persons
    • Income growth (CoC funded projects only)
    • Number of persons who become homeless for the first time
    • Successful exits to, and retention of permanent housing 

• Report Date Range: 10/1/2019 – 9/30/2020
• Report Due to HUD: 3/1/2021

What to Expect for Next Several Weeks

• The Bitfocus team is reviewing the current year’s performance and data quality

•  We may reach out to your agency to address data quality issues related to:

• Be on the lookout for emails from us
• You can also help by reviewing your program’s data for:

• Accurate household set-up 

• Appropriate exits in Clarity for discharged clients

• Housing Move-in Dates for clients in housing

Annual Privacy Training Recertification Process-Timeline

Security Compliance Checklist

• Submission deadline is Jan 31st, 2021
• This submission should include certification for all staff members who access HMIS
• Self certification form is optional and available on our website
• Only the final checklist needs to be submitted to scc-admin@bitfocus.com

SCC HMIS Quarterly Compliance Certification Checklist

Link To Full Announcement

LSA Updates

• COUNTDOWN HAS BEGUN: Due Friday, January 15th, 2020
• Finalizing clean-up of warnings/flags within the next week
  • • If you hear from us, we appreciate you getting back to us as soon as possible
• Overlapping Enrollments
  • • A huge thank you to all of you that have been working diligently at getting these records cleaned up

• We would like to recognize Teresa Schmidt, Aida Tesfai, Laura Foster, Alex Le and Daniel Guhl for making their continuous efforts in getting these fixed – WE APPRECIATE YOU! 

Reminders

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)