Date: Thursday, September 5th, 2019
Time: 2:00PM– 3:30PM
Place: Sobrato Conference Center
600 Valley Way, Milpitas, CA 95035 Room 6
Agency Admin. Lead and/or Representative in Attendance:
|Aida Tesfai||Abode Services|
|Channy Singh||Abode Services|
|Luis Gonzalez||Abode Services|
|Ingrid Granados||Amigos de Guadalupe|
|Guillermo Munoz||BHSD – Whole Person Care|
|Sonja Scott||Bill Wilson Center|
|Nicole Fargo Nosich||Community Services Agency|
|Maria Del Villar||Community Solutions|
|Ariana Ayala||Custody Behavioral Health|
|Maureen Damrel||Destination Home|
|Justin Damrel||Downtown Streets Team|
|Elizabeth Olvera||Family Supportive Housing|
|Sophie Smith||Gardner Health Services|
|Rafael Cardoza||Gardner Health Services|
|Jan Stokley||Housing Choices|
|Susan Frazer||Institute on Aging|
|Marty Estrada||Midtown Family Services|
|Emrica Agossa||Roots Community Health Center|
|Paulina Soto||Sacred heart|
|Cynthia Sutter-Tkel||Salvation Army|
|Kristen Gimenez||Salvation Army|
|Nelsa Alexandre||Santa Clara County – Vocational Services|
|Rebecca Siqueiros||SCC Office System Integration Transformation Whole Person Care|
|Cassandra Brenzel||Social Services SSI Advocacy|
|Rosemary carranza||St. Jjoseph’s Family Center|
|Lisa Quan||Superior Court, Santa Clara|
|Maria Flora||Valley Specialty Admin|
|Georgia Coleman||Veteran Housing|
|Janessa Villarruel||Gilroy Compassion Center|
|Lorna Lindo||County: SCVHHS-Ambulatory|
|Thao Nguyen||The Health Trust|
|Anthony Ortiz Jr.||Californai Youth Outreach|
|Audrey Bui||West Valley Community Services|
|Jade Bradley||West Valley Community Services|
|Juan Vela||County: Reentry Resource Center|
Slides from the presentation are here:09. September Agency Admin Meeting (2)
- COC | Coordinated Assessment | UPLIFT Updates
- ROI Compliance Update
- HMIS Newsletter
- HUD 2020 Data Standards
- Next Month’s Meeting
CoC / Coordinated Assessment / UPLIFT
CoC NOFA process is winding down. The local competition is underway with the preliminary ranked list distributed to applicants last Friday. We are currently in the appeal period.
There will be a Post Appeals NOFA Committee meeting next Tuesday, September 10, 1-2:30pm at Excite Credit Union (next to OSH). Then the priority list will go to the CoC Board for approval.
The CoC Consolidated Application will be posted to OSH’s website by 9/25 for public comment. It will be submitted to HUD by 9/30.
Community Plan to End Homelessness 2020-2025
As we come to the end of the 2015-2020 Community Plan to End homelessness, the CoC is in the process of developing the next 5-year plan.
We have convened stakeholder groups, are organizing focus groups to include people with lived experience, and there will be three community-wide forums on October 2nd, 3rd, and 10th. If you would like more information about the community plan, contact Kathryn.
Community Plan Forums
- 10/2 South County from 6pm-8pm at Community Solutions
- 10/3 Central County from 6pm-8pm at Roosevelt Community Center
- 10/10 North County from 6pm-8pm at SVCF
Coordinated Assessment Work Group
Thursday, 9/12, 1:00-2:30pm at THT Boardroom
As of now we are out of UPLIFT passes
You can start requesting UPLIFT passes for the next quarter starting September 13th.
- 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
ROI Compliance Update
Thanks to Everyone who responded so quickly and fixed the issues or spoke with staff
Moving forward this will be a quarterly review we will carry out to ensure compliance with Client consent policies
- Ran the ROI Compliance report in HMIS – [SCC-104-AD] ROI Compliance Report
- Looked at users who made the most data entries for clients with no ROI
- Emailed Agency Amin. Leads (regarding non-compliance)
- Asked for expired ROIs to be uploaded for clients
- Users reminded of the protocol
Will be sent out monthly to all HMIS users
August 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!
HUD 2020 Data Standards
Every year HUD updates the data elements that agencies participating in HMIS are required to collect. Some of these changes will impact how users enter data into HMIS, so we want to highlight a few of these changes, which will be going into effect October 1, 2019.
The following is a list of the data elements that will be impacted:
- Disabling Condition
- Prior Living Situation and Exit Destination
- Housing Move-in Date
Changes for PATH Programs
PATH programs will be required to collect a client’s domestic violence status at project entry. This field will be added to the enrollment screen.
Changes for SSVF Programs
SSVF programs will be required to collect a client’s domestic violence status at project entry. This field will be added to the enrollment screen. Additionally, new services will appear under the SSVF Services Provided & SSVF Financial Assistance categories.
Changes for RHY Programs–Sexual Orientation
Although RHY programs already collect sexual orientation at client enrollment, this field will now be required for YHDP (Youth Homelessness Demonstration Project) projects as well. Additionally, this field will include a new option of “Other,” (as well as a text box for further information) that can be used when a client does not identify with any of the listed options.
We may be reaching out to you to update this information if applicable, for clients who are active in RHY projects on October 1.
Changes for VA Programs
VA: GPD programs will be required to collect a client’s employment status at enrollment and exit. This field will display on enrollment and exit screens.
VAMC Station Number
VA:GPD, VA: Contract Residential Services, and VA: Community Contract Safe Haven programs will start collecting VAMC Station Number on the new VA System Enrollment screen.
Current Living Situation
One big change this year is the introduction of Current Living Situation Assessments.
Beginning October 1st, a Current Living Situation Assessment needs to be completed at each client encounter (including at client enrollment), for clients enrolled in Outreach, Night-by-Night Emergency Shelter and Services Only programs.
The Current Living Situation Assessment will replace Contact services which are used to document housed status during each client interaction-all historic Contact service data will be mapped to Current Living Situation assessments
The Bitfocus System Administration team will reach out to agencies to review their data and recommend changes as needed.
If interested in inquiring more about these changes, please join us at one of the following webinars. *Please note the same information will be provided in the three sessions.
- Current Feature Enhancements in Place
- Aged into Adulthood Notification at Program Exit
- Filter by Type on History Tab
- Reduce missing queue referrals by making “Refer to Queue” step more visible and unavoidable
- Community Queue and House clients cross-check
- Coming Soon!
- Project Type Code listed in Active Programs
- Require and rename “Denied Message” filed on Referral: Edit Screen
- Add Warning for Recent Assessment
Partner Agency Privacy & Data Sharing
- The Agency will not alter or overwrite information entered by a Partner Agency with the exception of basic demographic information if that data has not been entered or was found to be incorrect.
Agencies use the information in SCC HMIS to: improve housing and services quality; identify patterns and monitor trends over time; conduct needs assessments and prioritize services for certain homeless and low-income subpopulations; enhance inter-agency coordination; and monitor and report on the delivery, impact, and quality of housing and services.
The Agency will not share assigned passwords and access codes for the SCC HMIS with any Partner Agency or other entity or individual.
The Agency will utilize the SCC HMIS as part of the CoC’s Coordinated Assessment system in accordance with the CoC’s Policies and Procedures. Use of SCC HMIS for Coordinated Assessment includes, but is not limited to, entering data from the triage assessment survey recommended by the County in order to place clients into the community queue for prioritization in housing programs, and accepting referrals for clients from the community queue.
Changes to Meeting Structure
LOCATION: These will vary, please check your email and calendar for updates and/or changes
ATTENDANCE: 7/11 Required in Person Meetings
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 & TIME CHANGE
When: Thursday, October 3rd, 2019
Time: 2:00pm – 3:30pm
Berger Auditorium San Jose
Dates and locations for 2019 meetings are listed on the OSH website:
Bitfocus Contact Information
Bitfocus System Administration Team: email@example.com
Janel Fletcher (firstname.lastname@example.org )
Alison Wilson (email@example.com )
Lesly Soto (firstname.lastname@example.org )
Support Team: email@example.com