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HMIS DATA COORDINATOR MEETING

November 2012

• This meeting is for you, please ask questions.

• Very open format.• You are on mute, if you have a

question either type in it the Chat Box or select the Raise Hand button.

• Your feedback on the format and content is important, we want this to be useful and informative to you.

• The meeting is being recorded and will be posted on CTHMIS.com

Before we get Started

• AHAR Update• NOFA HMIS Exhibit Two Information• Are you using the new HMIS Consent Form?• Access the new Data Quality Report posted on

CTHMIS.com• Updating program Bed and Unit information in

Service Point.• Chronically Homeless Update- DSS Emergency

Shelters• Have you run a D102 report?• CCEH Emergency Shelter Discussion Cont.

Agenda

• First Submission for CoC’s were done one day prior to the November 15th deadline.– Next is the Veteran Data first submission due

December 15th.– We see no issues with meeting this date.

• Stratford CoC All Persons 100% complete• Next comes the big part:– Cleaning up data issues– Answering questions from HUD on data items.

• We will be sending to the CoC chairs what the first data submission looked like for their review.

AHAR Update

• It has been brought to our attention that HUD has added some additional data items for the Exhibit Two.

• Nutmeg will be working on a report so that you will be able to obtain the data from HMIS.

• We will be needing some information however from you all.– We will be sending an email to the HDC group

this week, please keep an eye out for it and respond ASAP.

NOFA

• Earlier this year a new HMIS Consent form was sent out.

• The initial target was for all Emergency Shelters to begin to use it.

• Now we need to find out if you all have incorporated the new HMIS Consent form for your other programs.

• We will be contacting agencies to see if you are using it.

New HMIS Consent Form

• Spring of this year we introduced a new snap shot Data Quality Report.

• Since then we have been working to perfect it and it looks pretty darn good now!

• It can be accessed through the CTHMIS.com website.

Data Quality Report

• On the left hand side of the website log into CTHMIS.com:

Data Quality Report

• After you have logged on you will be able to access the Data Quality Report from the right hand side.

• You then can access any month that is posted.

• Let me now review the report with you.

Data Quality Report

• If you have questions about the report please contact the Help Desk

• As an HDC you are to have Agency Admin user status.

• As such you can go in and update certain agency information within Service Point.– PROVIDE agencies would need to

contact GTI to update this information.

• The section we are reviewing today is: Bed and Unit Inventory.

Bed and Unit Information

• First log onto HMIS.• Then at the top tabs click on the

Admin tab.• From there choose Admin Provider.

Where to find this information

• If you don’t have the Admin tab you are not an Agency Admin and need to attend a training.

• Once you click on Admin Providers you will need to open all the information by clicking on the little box that says :”Expand All”

• The you will go down to where it says Child Providers and click on the first program you want to go into.

• Then look for the section that says ”Bed and Unit Inventory” and click on it to enter this section.

Where to find this information

• If you see that you already have something created here that is great!

• That means that Nutmeg has already done it for you.

Where to find this information

• Only fill out what applies to you. But concentrate on the highlighted sections below.

Filling out the Information

Filling out the Information

• If you have any questions please contact the Help Desk.

Chronically Homeless is calculated by the system based on the following questions

"Yes" to any of the following:– Do you have a disability of long duration?– Physical health affects income and/or housing– Any history of mental health issues?– Have you ever been told you have

HIV or AIDS?– Any history of substance use issues?

NOTE: Yes to any of these should also signal you to supply yes to “Disability” questions.

AND

"How long since you had a home/perm place to live?" equal to “year or greater”

OR

"In last 3 yrs, # of homeless eps." equal to "four or more times".

Chronically Homeless

Chronically Homeless

• As an HDC you should be making sure that your users are using HMIS on a regular basis.

• One way to do that is running the ART D102 User Status Report.

• This report will tell you how long it has been since the last time a user has logged on last.

• Nutmeg uses this report to determine when a user should be deleted due to inactivity.– Normally 365 days means we will delete a user for

inactivity.– There are certain circumstances however when we might

delete a user sooner.

D102 User Status Report

D102 User Status Report

• (D) System Administration• Select the second D102

Report.• Fill out the prompts and run

the report.

D102 User Status Report

• Last month we discussed the following question:– Question how can we overcome this and

get some quality data for CCEH to use and track when people are leaving shelters for housing opportunities?

• Discussion points were posted on CTHMIS.com last month.– Lets review before we start again.

CCEH Discussion Item

Open Mic

Questions or Comments??

• There will be no meeting in December.

• We will have two meetings last week of January.

• Dates and registration links will be sent out.

Next Month and Beyond

P 866-721-HMIS (4647)W CTHMIS.comEHMIS@NutmegIT.com