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| Homelink launch date; November 1, 2022!!
Thank you to all HMIS users who attended one of the Homelink training sessions last month!
Homelink launch date hours are 8am- 12 noon on November 1, 2022.
For the HMIS users who were unable to attend, we will have additional training sessions for all users who complete enrollments in Shelter, Street Outreach, Housing Projects, Prevention Projects or Homelink Access Points and users are highly encouraged to attend. The new Homelink system will impact them and their clients.
Below is the link to connect you to the zoom during launch hours.
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The United States Department of Housing and Urban Development (HUD) has proposed changes to elements. The community support to gather feedback on proposed changes to the race, ethnicity, and gender identity homeless management information system date elements is one of the most important things we own. Below is the link of the proposed changes and of the survey.
Please complete the survey and review the Feedback on Changes of HMIS Data Elements.
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Longitudinal System Analysis (LSA)
The Longitudinal System Analysis (LSA) is an HMIS report which is used to create the Annual Homeless Assessment Report (AHAR). The AHAR is a HUD report sent to the U.S. Congress that provides nationwide estimates of homelessness, including information about the demographic characteristics of homeless persons, service use patterns, and the capacity to house homeless persons. The report is based primarily on Homeless Management Information Systems (HMIS) data about persons who experience homelessness during a 12-month period. The LSA data is also used to create an interactive dashboard called Stella P and will report overviews and trends of the data in our community. The LSA reports on Number of Households and Number of Persons served, Average Number of Days Homeless, Exits to Permanent Destinations and Returns to Homelessness after Exits to Permanent Destinations.
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Data Quality Tips and Tricks
In an effort to make this a successful LSA season, please run the APR for your project using the reporting period of 10/01/2021 to 09/30/2022. Areas of interest are:
- Review "missing" or "not collected" Demographic information
- Please limit the "missing information", as each are allows a certain percentage of "missing information
- Review enrollments to endure entry and exit dates are accurate for all clients.
- Please ensure all family members are includes in the enrollment.
- Updated and accurate HUD Universal (at entry) & HUD Program (at entry & exit) assessment
Review and correct any missing Exit Destinations
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System Performance Measures (SPMs)
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The SPM Report is a HUD mandated report which is run on the fiscal year of Oct. 1 to Sept 30 and is submitted annually. This year's FY2022 report due date to HUD is Feb 28, 2023. The report consists of seven measures which show how our community is collaborating on a system-wide level to prevent and end homelessness. These reports are used to make data driven decisions to better serve the homeless population. Most measures include both HUD-funded and non-HUD-funded projects. The measures on the report are as follows:
- Measure 1: Length of time persons remain homeless.
- Measure 2: The extent to which persons who exit homelessness to permanent housing destinations return to homelessness within 6, 12, and 24 months.
- Measure 3: Number of homeless persons.
- Measure 4: Employment and income growth for homeless persons in CoC Program-funded projects.
- Measure 5: Number of persons who become homeless for the first time.
- Measure 6: Homelessness prevention and housing placement of persons defined by Category 3 of HUD's homeless definition in CoC Program-funded projects.
- Measure 7: Successful placement from Street Outreach and successful placement in or retention of Permanent Housing.
Data Quality Tips and Tricks
In an effort to make this a successful SPM submission, please run the data quality reports for your project using the reporting period of 10/1/2021 to 9/30/2022. Areas of interest are:
- Review Enrollments to ensure Entry and Exit Dates are accurate for all clients.
- Add any missing Living Situation data (i.e. Approximate data homelessness started, Number of Times and Number of Months homeless in past three years)
- Verify Client’s Move-In Dates are entered correctly.
- Review and correct any missing Exit Destinations.
- CoC funded projects: ensure all Annual Assessments are completed for clients who have been in the project for one year or longer.
- Ensure that the Income Amount entered on the HUD Financial Assessment is rounded to the nearest dollar, do not include cents in this assessment.
Our HMIS Data Quality Analyst team has begun reviewing data in both the LSA and SPM reports. We will be reaching out to all projects in need of data corrections. If you have any questions or need any assistance completing data corrections, please submit a ticket to the HMIS Team.
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Code Migration Schedule
The HMIS code migration is scheduled for Thursday, November 3rd & 17th. Beginning at 8:00 p.m. the system will be unavailable to allow the HMIS Team to install updates.
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Elements of Focus Training Dates
Thursday, November 3, 9:00 am – 11:30 am
Thursday, November 10, 9:00 am – 11:30 am
Thursday, November 17, 9:00 am – 11:30 am
Tuesday, November 22, 1:00 pm - 3:30 pm
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Please make sure that Zoom is downloaded when preparing for HMIS Trainings. If you have any questions in regards to upcoming virtual training or need a refresher, please reach out to our Training Coordinator
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Client profiles should only be changed to "not shared" on the demographics page if the client does not have a signed Release of Information (ROI) on file with your agency. Changing the status to "Not Shared" restricts the view of the profile to only the agency who created the profile. This causes significant issues for the client and the database, as it prevents all other agencies from viewing the profile when they attempt to provide the client services. This can result in unnecessary delays in service delivery and often results in duplicate profiles being created.
If you are unsure of whether a profile should be restricted or not, please reach out to the HMIS Team so we may assist.
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There has been an influx in client profiles disappearing from view in HMIS due to users removing a client from the family composition. As a reminder, a client must be added to a new family before being removed from their only family composition. Failure to properly complete this will result in the profile no longer being visible in HMIS.
Please reach out to the HMIS team by submitting ticket if you have questions or need assistance with updating a client's family composition.
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Remember...
- Google Chrome is the recommended browser for using HMIS.
- Make sure your pop-up blocker is set to allow pop-ups from HMIS.
- Administrators: Please contact the HMIS Team within 24 hours of employee termination so we can deactivate their HMIS account.
- Project Managers: Please inform the HMIS Team if projects are no longer being used so we can deactivate them.
- Automatic merges still apply as long as the client ssn, first and last name, and date of birth match on both profiles
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If you need assistance, please click below.
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