In February's HMIS Working Group meeting, we requested feedback on the possibility of reviving in-person HMIS trainings. The feedback was overwhelmingly positive and we are excited to announce that this summer we will begin holding some in-person trainings in addition to virtual (Zoom) trainings.
Trainings will still be scheduled every 2-3 weeks but will alternate between in-person and online (Zoom). There will not be any hybrid trainings. If you have the old Eventbrite registration link, please note that that page is now only for in-person trainings. Please bookmark this page on our website: https://www.cambridgecoc.org/hmis-training-schedule-and-registrationThis is where the instructions, full schedule, and registration links can now be found. You should share this link with any staff who need training rather than the Eventbrite link.
Logistical considerations to note: trainings will be held in the 2nd floor conference room at 51 Inman St, next to the City Hall Annex. Trainees will need to bring a laptop for in-person trainings—we unfortunately do not have computers for trainees to use. Directions to the building and instructions on how to enter can be found on the new training schedule and registration page on our website. Please reach out with any questions you have about HMIS trainings.
HUD Releases FY 2024 HMIS Data Standards
HUD has published the updated FY 2024 HMIS Data Standards, which will go into effect on October 1, 2023. These new data standards include many changes that will impact the workflow for all CHMIS users in different ways. Here are some of the more significant changes.
Race and Ethnicity: these two fields found on the client profile screen will be combined into a single data element with a multi-select list of response options. HUD is also adding a new response option, "Middle Eastern or North African," and "Hispanic/Latin(a)(o)(x)" will be reworded as "Hispanic/Latina/e/o."
Gender: the response options are being changed as follows:
"Female" becomes "Woman (Girl if child)"
"Male" becomes "Man (Boy if child)"
"Gender other than..." becomes "Non-Binary"
Adding "Culturally Specific Identity (e.g., Two-Spirit)"
Adding "Different Identity" and a text box for detail
Living Situation Response Options: these are the options available to select for the Destination, Prior Living Situation, and Current Living Situation fields. Rather than listing all subsidy types, there will be an option for "Rental with Subsidy," and when this is selected, another field for specific subsidy types (e.g., HCV, Rapid Rehousing, etc.) will appear.
Coordinated Entry Activity: this new element combines CE Assessment and CE Event elements into one, recording activities and associated outcomes in one streamlined element. This change will have a significant effect on the workflow for Cambridge CAN assessments and more guidance will be shared before October 1.
The CE Activity element "is designed to capture any CE activities associated with screenings, assessments, or referrals that occur as part of an interaction between a client and the Coordinated Entry System...Each record of a CE activity that occurs is accompanied by an associated outcome."
Translation Assistance Needed: this is a new data element that identifies if clients need translation assistance and what their preferred language is. This field will appear on the enrollment screen for ESG and CoC funded projects.
Sexual Orientation: this is a new field that will only appear on the enrollment screen for CoC-funded Permanent Supportive Housing projects.
Social Security Number: HUD is now requiring only the last 4 digits of the SSN.
Client Name: instructions on data collection have changed to specify that "legal name" is not required and the client can use their preferred name unless otherwise required by a specific funder.
"Client refused" will be replaced with "client prefers not to answer" in all data elements where this is a response option.
September 2023: Bitfocus (the software vendor that makes Clarity Human Services) will update and implement the new data standards into the training site. CoC HMIS staff will test out the new configuration and develop revised workflows based on the updates.
Mandatory training sessions will be held for all Cambridge HMIS users to orient staff with the updated data elements and workflow. Staff who work with Cambridge CAN or prevention services will participate in another specific training to cover the changes around the new Coordinated Entry Activity element; this includes CCAN assessors, housing navigators, CCAN housing providers, and more. We will provide all HMIS users with updated workflow guides, videos, and other updated resources and post them on our website.
October 2023: FY2024 HMIS Data Standards go into effect on October 1. Changes will be reflected in the Clarity live site. All reporting repositories, including SAGE, will be updated to accept the updated HUD CSV reporting specifications.
Additional resources from HUD on using a client centered approach to data collection:
For the benefit of client privacy and security, do not include any personally identifiable information (PII) such as a client name in emails outside your agency or across an unencrypted network. You can use a Unique ID or Clarity URL to refer to a client. Per our policy and procedures:
Policy: All HMIS Users are required to ensure that client identifying information is never sent across an unencrypted network, saved in an unprotected folder on a computer, or, in the case of hard copies of client identifying information, stored anywhere other than a locked file cabinet or office.
Procedure:
Client Identifying Information cannot be sent over unsecured email either between a Partner Agency and CoC and HMIS staff at DHSP or between staff at a Partner Agency.
The only permissible way to discuss an individual client over email is using the client’s ID number or through use of a secure email encryption software system.
The staff messaging system in Clarity Human Services is a secure alternative for sharing client information.
Do you have a burning question about Clarity or HMIS? Is there content you’d like to see in future newsletters or on our website? Reply to this email and let us know!
