Date:  Thursday, July 6, 2017
Time:  1:30 – 3:30PM
Place:  Sobrato Conference Center, Milpitas
600 Valley Way, Room 1
Milpitas, CA 95035

Slides from the meeting can be found here:


Please use this link to download slide deck if desired. 

PIT slides:

2017 PIT Briefing_HMIS Admins


    1. CoC / Coordinated Assessment / UPLIFT Updates
    1. Point In Time (PIT) Count Report
    1. System Performance Measures (SPM) Highlights
    1. Transgender Name Policy
    1. Rapid Rehousing Workflow
    1. Clarity Human Services Feature Updates
    1. Continuous Data Quality Improvement (CDQI)
  1. Looker Report Feedback

CoC / Coordinated Assessment / UPLIFT Updates

  • Coordinated Assessment Meeting next week at The Health Trust, Thurs 7/13 at 1pm
    • Updated MOUs will be sent to your agency’s UPLIFT contact
      • They will need to be signed and returned to OSH
      • MOU documents will be sent next week.
    • UPLIFT reports available in Reports -> Data Analysis -> Santa Clara County HMIS folder
      • Allocations and number of stickers given to your agency this quarter
      • Clients with more than one sticker or badge

Point In Time (PIT) Count Report

PIT Report was released at the end of June

Highlights (see attached PIT slides for details):

  • Background
    • HUD requirement for funding
    • Conducted every two years, last 10 days of January
    • SCC jurisdictions participating since 2007
    • Goal – provide HUD and local jurisdictions with data on sheltered and
      unsheltered homeless populations
  • Methodology
    • Census
      • Unsheltered Count
        • “Blitz” count covering all census tracts in SCC in early morning hours
        • All 15 cities and unincorporated areas
        • Teams comprised of volunteers paired with paid homeless guides
      • Sheltered Count
        • HMIS data
        • Info collected via survey for DV shelters and others not participating in HMIS
    • Survey
      • Sampling of people experiencing homelessness to understand population
      • Conducted peer-to-peer by paid surveyors
  • Youth Count
    • 2017 is HUD’s baseline-setting year
    • Increased enumerators – 34 in 2017 vs. 18 in 2015
    • Increased geography – targeted locations countywide in 2017 vs. SJ and Gilroy in 2015
    • School District McKinney-Vento Liaisons (12 districts participated in 2017 vs. 1-2 in prior years)
  • Key Findings
    • Overall Count – Second highest count compared to past 6 PIT counts (highest was 2013)
      • Higher count caused by changed methodology for youth count
      • Youth count tripled compared to past years
      • If same methodology was used in previous years, it is believed that past years would have had a similar increase for youth counts
    • Juridictions
      • Increase of 13%  overall
      • Increases in San Jose, Mountain View, etc
    • Regional
      • SCC’s count is high, on par with SF
    • Subpopulations with Increases – Youth and TAY
      • Higher counts due to changed methodology for youth counts
    • Subpopulations with Decreases – Chronic and Veteran
      • SCC spends significant resources on these populations and is seeing results
      • Count of homeless Veterans is higher than we would like because of inflow of more Veterans becoming homeless
  • Messaging Themes
    • The cost of housing is too high, incomes are too low, and the lack of affordable housing units is creating the perfect storm that is pushing more residents into homelessness.
    • Regional collaboration is imperative.
    • We must be solutions focused.
      • We saw decreases in subpopulations where we’ve focused significant resources (chronic, veterans).
      • The 2016 Measure A Affordable Housing Bond funds will be a catalyst to developing affordable housing for people experiencing homelessness.
  • Documents available at
    • Comprehensive Report
    • Executive Summary
    • CoC PIT Comparison
    • FAQs
    • Media Advisory
  • Can ask Hilary at OSH if there are any questions

System Performance Measures (SPM) Highlights

Required by HUD, relevant for CoC competition for funding

The report was submitted on 6/5, and covered:

    • SPM results for 10/1/2015 – 9/30/2016
  • Data Quality for 10/1/2012 – 9/30/2016

Information submitted (see slide deck for numbers and percentages):

    1. Length of Time Persons Remain Homeless
      • Looks at average & median length of stay
          • Both increased compared to previous year
          • Based on length of time clients stay in ES & TH programs
        • Not necessarily bad that it has increased – longer stays may lead to better outcomes
    1. Returns to Homelessness within 6 to 12 months
        • Looks at exits to permanent housing from certain program types, then checks to see if these persons reenter into homeless system
      • Overall 20% returns to homelessness across the system – will be monitoring this as a baseline to measure progress from
    1. Number of Homeless Persons
        • PIT Count used is from 2016 for sheltered count, and unsheltered count was from 2015
      • Annual Sheltered count decreased compared to previous years
        • Consistent with Measure 1: we are serving fewer people for longer lengths of time because we have a limited bed capacity
    1. Employment and Income Growth
        • For CoC funded programs only (a smaller set of clients)
        • Compared to previous year, saw an increase/improvement in percentage of adults who increased their income and are still enrolled in the program (“Stayers”)
            • A large number of CoC funded programs are PSH programs, designed to serve clients who are high need and most likely will not gain employment income
            • Annual Assessments are important to keep updated (SSI does increase over time, which counts as an increase in income)
          • Expect that these numbers could be higher if annual assessments are reviewed more regularly
        • Compared to previous year, saw an increase/improvement in percentage of adults who increased their income and exited the program (“Leavers”)
      • APR is now aligned more closely with this method of reviewing income
    1. Number of Persons who become Homeless for the First Time
      • Still many first time homeless – want to decrease these numbers
    1. N/A
      • Not required for our CoC
  1. Successful Placement in or Retention of Permanent Housing
      • Street Outreach (SO)
          • Increase in % of successful exits
        • Number of exits decreased – instructions on when to exit clients from SO have changed
      • Shelter and Rapid Rehousing
        • Increase in % of successful exits
    • PSH Housing Retention
      • Retention Rate is very high (97%)

Transgender Name Policy

Question that came up during a HomeBase training: how to enter the name for clients who identify as transgender or other and legal name is not the name they use. Policy is being written. Details include:

    • Alias field will be made visible on the Client Profile screen
    • Enter the name the client uses in the First and Last Name fields
    • Note the legal name in the Alias field if needed
  • Important: the Alias field may already be prefilled with other ID numbers or names (e.g. from ServicePoint or from merging duplicate profiles).
      • Please review existing information in the Alias field whenever you add a new Alias.
    • Do not delete existing Aliases (unless the information is inaccurate) – add comma then add additional names

Alias field will be made available later this month. Please let your users know beforehand so they know what to expect.

Rapid Rehousing Workflow

There will be a standardized workflow for Rapid Rehousing programs. Bitfocus will be contacting agencies about any training and changes in HMIS setup needed.  Workflow will include:

    • Referral process (for programs participating in Coordinated Entry)
    • One program enrollment for Rapid Rehousing
        • Start date is case management start date
      • Placement into housing is recorded under Residential Move-In Date
  • Standardized financial and non-financial services

Clarity Human Services Feature Updates

New Clarity Features were released mid-June. Highlights are:

    • Stricter password requirements
        • As part of our ongoing security enhancements, we have made changes to the length and allowed characters or specific names that can be used in a password.
        • Current user passwords will not be affected until that user needs to reset their password.
      • Your password should be 8 characters or longer, and must be a combination of all four of the following:
          • English uppercase characters (A through Z)
          • English lowercase characters (a through z)
          • Numerals (0 through 9)
          • Non-alphabetic characters (such as !,$,#,%)
        • Can’t contain spaces, instance name, username, first name, last name, “clarity”, “abc”, “123”and can’t be the same as the last three prior passwords.
    • Ability to delete client photo
        • Click Update Photo
      • Click Delete Photo
    • Enforced ROI on attendance tool
        • Optional feature on Attendance tool that requires a valid ROI before checking the client in
        • When you try to check a client in and they don’t have an ROI, it will say “No ROI” instead of “Add”
      • Let Bitfocus know if you want it activated for any of your Attendance services
    • Annual Assessment due date update
      • Changes the annual assessment due date reminder
          • Original: used the anniversary of the last assessment
        • Now: uses the anniversary of the project start date to match HUD definition of annual assessment
    • Referrals: Case Manager Assignment
        • Allows you to assign a Case Manager to a referral.
      • Referrals will be added to Caseload tab -> click new Case Manager tab.
    • Referrals:  Sorting Ability
      • In Referrals tab, in Pending, Denied, and Completed tabs. You can now sort referrals by the following criteria:
          • Program Name
          • Client Name
          • Date of Referral
        • Referring Agency
  • Referrals: Notifications
      • Ability to enable a daily or weekly email reminders to users when a referral has been pending for a certain number of days. This update will allow program and/or agency contacts to receive a notification when a pending referral passes a certain age.
    • This is a system-wide setting and will be reviewed and set by Coordinated Entry MatchMakers.

Continuous Data Quality Improvement (CDQI)

July CDQI Focus

    • Continue review of data completeness started in June
  • Start review of bed inventory and project set-up information for AHAR

Recap of June

  • Review data completeness (includes demographics, some program entry information, exit destination)
    • Affects HUD reports (AHAR, SPM) and local reports (CoC Local Measures)
  • Ways to review data
    • [HUD-225] HMIS Data Quality Report (in Report Library, HUD Reports folder)
    • Looker Data Quality Report (in Reports, Data Analysis tab, Santa Clara County HMIS Reports folder)
    • Other Reports (see list on the CDQI document)

By August’s Agency Admin meeting:

  • Review data quality for 10/1/2016 – 6/30/2017:
    • Age
    • Gender
    • Ethnicity
    • Race
    • Veteran Status
    • Disabling Condition
    • Residence Prior to Project Start
    • Length of Stay at Prior Place
    • Income
    • Exit Destination
  • AHAR Inventory Review
    • Let Bitfocus know if there have been changes to your bed/unit inventory since the Housing Inventory Count, especially for Emergency Shelter and Transitional Housing programs
    • Look out for additional email requests from Bitfocus later this month / August with any inventory questions related to AHAR

Looker Report Feedback

What would be useful reports to add to the Data Analysis tab in HMIS?

  • Housing placements in the current month (e.g. for RRH)
  • Clients with an Annual Assessment due date