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Narration Notes:Welcome to the Exhibit 1: Homeless Management Information Systems online training module. In this module, we will look at Forms 2A-2H, which cover the use of Homeless Management Information Systems, commonly referred to as HMIS, in your community. This section of Exhibit 1 will ask you to identify the organization in your community responsible for HMIS, discuss the extent to which HMIS is used, and identify the technical standards used in your community.

Now that you have an understanding of what will be covered in this module, let’s review this module’s learning objectives.

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Module Objectives

• By the end of this module, you should be able to:– Describe the use of HMIS in your area – Identify your area’s lead HMIS organization and HMIS

contact person– Identify information regarding HMIS data coverage

and quality– Describe the HMIS technical standards used in your

community and HMIS-related trainings held for CoC members

Narration Notes:By the end of this module, you should be able to:- Describe the use of HMIS in your area; - Identify your area’s lead HMIS organization and HMIS contact person;- Identify information regarding HMIS data coverage and quality; and- Describe the HMIS technical standards used in your community and HMIS-related trainings held for CoC members.

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Form 2A: HMIS Implementation

Highlight one area in your community

covered by HMIS.

The geographic area(s) of your

CoC appear here.Use the single right arrow to move an item.

Select the HMIS implementation

type.

Narration Notes:Form 2A: HMIS Implementation inquires about the implementation of HMIS in your community.

First, the form asks you to select the HMIS Implementation type. Select “Single CoC,” “Regional (multiple CoCs),” or “Statewide” from the dropdown menu.

Next, you are asked to identify the geographic area or areas in your community that are covered by the HMIS. In the “Available Items” field, select a geographic area to highlight it, then select the single right arrow button to move it to the “Selected Items” field. If more than one geographic area applies, you may either repeat this process for each area until all desired areas appear in the “Selected Items” field, or you may hold down the “Ctrl” key on your keyboard while selecting each area and then select the single right arrow button to move them all to the “Selected Items” list at once.

Please note the functions of the rest of the arrow buttons in this section of the screen:• The double right arrow button moves ALL choices (whether selected or not) from the

“Available Items” field to the “Selected Items” field;• The single left arrow button moves a selection from the “Selected Items” field back to the

“Available Items” field; and• The double left arrow button moves all items from the “Selected Items” field back to the

“Available Items” field.

Image Description: Screen capture of the top of Form 2A: HMIS Implementation with the “HMIS implementation type” dropdown menu and the “Available Items” and “Selected Items” fields in the “CoC(s) covered by the HMIS” section highlighted.

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Form 2A: HMIS Implementation

Narration Notes:Remaining on Form 2A, use the right-hand scroll bar to move to a series of questions regarding the usage of HMIS in your area:

- The first question asks if your CoC Lead Organization has a written agreement with the HMIS Lead Organization. Select “Yes” or “No” from the dropdown menu. Note that, if you select “Yes,” you must copy, scan, and upload a copy of this agreement with your application.

- The second question asks if the HMIS Lead Organization is the same as the CoC Lead Organization. Again, select “Yes” or “No” from the dropdown menu.

- The third question asks if your CoC has selected an HMIS software product. Select “Yes” or “No” from the dropdown menu. Based on your response, there are some follow-up questions. If you answer “No,” select the reason from the next dropdown menu. If you select “Yes,” list the name of the product and the name of the HMIS software company in the fields provided. You’re also asked if your CoC plans to change HMIS software within the next 18 months. From the dropdown menu, select either “Yes,” “No,” or “Uknown/Unsure.”

Next, you will be asked about your HMIS data entry start date. First, indicate if you will entering an actual start date or an anticipated start date. Next, either enter the date in mm/dd/yyyy format or use the calendar to select either the actual or anticipated date.

Image Description: Screen capture of the middle of Form 2A: HMIS Implementation.

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Form 2A: HMIS Implementation

Select all challenges and barriers to implementing HMIS in your community.

If there are no barriers, explain why your CoC has

not faced challenges or how the barriers were

overcome.

If there are barriers, explain how your CoC

plans to overcome those identified.

Narration Notes:The last part of Form 2A asks you to indicate the challenges and barriers to implementing HMIS in your community. In the “Available Items” field, select a challenge or barrier so that it is highlighted,then select the “Add” button to move it to the “Selected Items” field. If the community has experienced multiple barriers and challenges, you may either repeat this process or hold down the “Ctrl” key on your keyboard to move multiple selections over to the “Selected Items” field at the same time using the “Add” button.

If you select “None” from the list, you will be asked to describe why your community had no challenges or how all barriers were overcome.

If your community is experiencing challenges and barriers, you will be asked to describe how your community plans to address these challenges.

When you’re finished, select the “Save & Next” button to continue.

Image Description: Screen capture of the bottom of Form 2A: HMIS Implementation.

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Form 2B: HMIS Lead Organization

Narration Notes:As is noted in the FY2008 Notice of Funding Availability, commonly referred to as NOFA, the CoC Primary Decision Making Group identifies the lead HMIS organization. On Form 2B: HMIS Lead Organization, you will identify your community’s lead HMIS organization and provide the organization’s address. You must also identify the type of organization. From the dropdown menu, select from one of the following options: State or Local Government, Non-Profit, For Profit, or Other. If you select “Other,” please specify in the field provided.

After you have completed all of the fields, select the “Save & Next” button to continue to Form 2C: HMIS Contact Person.

Image Description: Screen capture of Form 2B: HMIS Lead Organization.

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Form 2C: HMIS Contact Person

Narration Notes:On Form 2C: HMIS Contact Person, identify the HMIS contact person. The HMIS contact person is the person at the HMIS Lead Organization who is responsible for maintaining your community’s HMIS. You are required to enter the contact person’s first name, last name, telephone number, fax number, and email address.

When you are finished, select the “Save & Next” button to proceed to the next form.

Image Description: Screen capture of Form 2C. HMIS Contact Person.

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Form 2D: HMIS Bed Coverage

Identify the percentage of beds by housing type that

are covered by your community’s HMIS.

Identify how often bed coverage is

assessed.

If your community’s bed coverage is 0-64%,

describe your CoC’s plans to increase bed coverage

during the next 12 months.

Narration Notes:Form 2D: HMIS Bed Coverage asks you to describe the extent to which HMIS accounts for beds in your community.

First, identify the percentage of beds by housing type that are covered by your community’s HMIS from the dropdown menus. Using the data provided in the housing inventory for 2008, calculate the HMIS bed coverage rate for each housing type by dividing the total number of year-round, non-DV HMIS-participating beds in each housing type by the total number of non-DV beds available in each program type. Housing types include emergency shelter, safe haven, transitional housing, and permanent housing. For each housing type, select the percentage of beds covered from the dropdown menu. Options include 0-50%, 51-64%, 65-75%, 76-85%, and 86% or higher.

Next, identify how often HMIS bed coverage is assessed. From the dropdown menu, select either monthly, quarterly, semi-annually, annually, does not apply, or never.

Lastly, if your community’s bed coverage is 0-64%, describe your CoC's plans to increase bed coverage during the next 12 months.

After providing all of the information requested, select the “Save & Next” button to continue.

Image Description: Screen capture of Form 2D: HMIS Bed Coverage.

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Form 2E: HMIS Data Quality

Enter responses

as percentages.

Answer the series of questions from the dropdown menus.

Narration Notes:Form 2E: HMIS Data Quality requests a variety of information regarding the quality of your community’s HMIS data.

The screen provides a list of data elements. You must enter the percent of missing or unknown records and the percent of records where the value is “refused,” or “don’t know” for each Universal Data Element listed below. Universal Data Elements are information fields that HUD requires all homeless providers participating in HMIS to collect on all homeless clients seeking housing or services. These data elements include Social Security Number, Date of Birth, Ethnicity, Race, Gender, Veteran Status, Disabling Condition, Residence Prior to Program Entry, Zip Code of last Permanent Address, and Name. Remember that you are only asked to identify the percentage of HMIS information that does NOT include the data elements or where such information has been refused or is unknown.

Next is a series of questions. -First, indicate if your CoC or a subset of your CoC participated in HUD’s Annual Homeless Assessment Report Three, also referred to as AHAR 3; -Second, you are asked if your CoC or a subset of your CoC participated in AHAR 4. -Third, identify how frequently your CoC reviews client level data quality. From the dropdown menu, select either monthly, quarterly, semi-annually, annually, does not apply, or never. -Fourth, indicate how frequently your CoC reviews program level data quality. Again, from the dropdown menu, select either monthly, quarterly, semi-annually, annually, does not apply, or never.

Finally, at the bottom of the form, provide additional information in the fields provided. In the first field, describe assistance given to participating agencies to improve data quality. Please note that the description should include process, extent of assistance, and tools used. In the second field, describe policies or procedures in place to ensure that valid program entry and exit dates are recorded in the HMIS.

After you have provided all of the information requested, select the “Save & Next” button to move on to Form 2F.

Image Description: Screen capture of Form 2E: HMIS Data Quality.

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Form 2F: HMIS Data Usage

Identify how frequently your CoC performs each of these

HMIS-related tasks by selecting from the dropdown menu.

Narration Notes:As noted in the NOFA, HUD evaluates CoCs on their progress in implementing HMIS. On Form 2F: HMIS Data Usage, indicate how frequently your CoC undertakes various HMIS-related tasks. Specifically, you are asked to identify the frequency with which your CoC uses the following:

•Data integration/data warehousing to generate unduplicated counts; -HMIS for Point-in-Time count of sheltered persons;-HMIS for Point-in-Time count of unsheltered persons;-HMIS for performance assessment;-HMIS for program management; and •HMIS data integrated with data from mainstream systems.

Answer each of these questions by selecting one of the following options from the corresponding dropdown menu: monthly, quarterly, semi-annually, annually, does not apply, or never.

When you are finished, select the “Save & Next” button to continue to the next form.

Image Description: Screen capture of Form 2F: HMIS Data Usage.

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Form 2G: HMIS Data and Technical Standards

Use the dropdown menus to

indicate the frequency for

each standard.

Answer the remaining questions

on this form.

Narration Notes: Form 2G: HMIS Data and Technical Standards asks about the technical standards at your CoC or HMIS lead organization.

On the top half of the form, indicate how frequently your CoC or HMIS lead organization completes a compliance assessment for each of the following standards:

- Unique user name and password;- Secure location for equipment;- Locking screen savers;- Virus protection with auto update; - Individual or network firewalls;- Restrictions on access tn HMIS via public forums;- Compliance with HMIS Policy and Procedures manual; and- Validation of off-site storage of HMIS data.

The form also asks how often your CoC assesses compliance with HMIS data and technical standards and how often your CoC aggregates data to a central location.

For each item, select one of the options from the dropdown menu. Options include: monthly, quarterly, semi-annually, annually, does not apply, or never.

The bottom half of the form asks if your CoC has a Policy and Procedures Manual for HMIS. Select “Yes” or “No” from the dropdown menu. If your CoC does have such a manual, indicate the date of last review or update. To do so, you may either manually input the date or select the “calendar” icon and select the appropriate date within the calendar. When you open the calendar, you will notice arrows near the month and year. You can select these arrows to view a list of all months and years respectively. Select the month and year that correspond with when your CoC’s manual was last updated. You will then see every day in that particular month. Once you have selected a date, the field on the form will automatically populate.

After completing this form, select the “Save & Next” button to continue to Form 2H: HMIS Training.

Image Description: Screen capture of Form 2G: HMIS Data and Technical Standards.

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Form 2H: HMIS Training

Identify the frequency with which your CoC

provides HMIS-related trainings using the dropdown menus.

Narration Notes:To further determine your CoC’s implementation of HMIS, Form 2H: HMIS Training asks you to identify how frequently your CoC provides the following HMIS-related trainings:

• Privacy/Ethics training; • Data Security training; • Data Quality training; • Using HMIS data locally; • Using HMIS data for assessing program performance; • Basic computer skills training; and • HMIS software training.

For each type of training, indicate the frequency by selecting one of the options from the dropdown menu. Options include: monthly, quarterly, semi-annually, annually, does not apply, or never.

Now that we have walked through Forms 2A through 2H of Exhibit 1, let’s review what you have learned.

Image Description: Screen capture of Form 2H:HMIS Training.

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Knowledge Check

Question 1: The CoC Primary Decision Making Group is required to identify a lead HMIS organization.

a. Trueb. False

Narration Notes:The following slides contain a series of knowledge check questions. Review the question and determine your response. The next slide will then review the correct answer and provide feedback. Let’s get started.

Question 1: The CoC Primary Decision Making Group is required to identify a lead HMIS organization. Is this statement true or false?

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Knowledge Check – Feedback

Question 1: The CoC Primary Decision Making Group is required to identify a lead HMIS organization.

a. Trueb. False

FEEDBACK:

The NOFA states explicitly that the CoC Primary Decision Making Group must identify a lead HMIS organization. This organization and a contact person at the organization must be identified in Forms 2B: HMIS Lead Organization and 2C: HMIS Contact Person.

Narration Notes:The correct answer is True. The NOFA states explicitly that the CoC Primary Decision Making Group must identify a lead HMIS organization. This organization and a contact person at the organization must be identified in Forms 2B: HMIS Lead Organization and 2C: HMIS Contact Person.

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Knowledge Check

Question 2: You must describe your CoC's plans to increase HMIS bed coverage during the next 12 months, if your community’s HMIS bed coverage is less than:

a. 50%b. 65%c. 75%d. 80%

Narration Notes:Question 2: You must describe your CoC's plans to increase HMIS bed coverage during the next 12 months, if your community’s HMIS bed coverage is less than:

a. 50%;b. 65%;c. 75%; ord. 80%.

Please determine the best response.

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Knowledge Check – Feedback

Question 2: You must describe your CoC's plans to increase HMIS bed coverage during the next 12 months, if your community’s HMIS bed coverage is less than:

a. 50%b. 65%c. 75%d. 80% FEEDBACK:

Form 2D requires CoCs whose HMIS bed coverage is below 65% to discuss their plans for increasing HMIS bed coverage over the next year.

Narration Notes:The correct answer is B. Form 2D requires CoCs whose HMIS bed coverage is below 65% to discuss their plans for increasing HMIS bed coverage over the next year.

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Knowledge Check

Question 3: HUD evaluates CoCs based on HMIS implementation progress.

a. Trueb. False

Narration Notes:Question 3: HUD evaluates CoCs based on HMIS implementation progress. Is this statement true or false?

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Knowledge Check – Feedback

Question 3: HUD evaluates CoCs based on HMIS implementation progress.

a. Trueb. False

FEEDBACK:

As the NOFA indicates, HUD evaluates CoCs on HMIS implementation progress, hence the forms in Part 2 of Exhibit 1 that ask about data quality and usage and technical standards.

Narration Notes:The correct answer is True. As the NOFA indicates, HUD evaluates CoCs on HMIS implementation progress, hence the forms in Part 2 of Exhibit 1 that ask about data quality and usage and technical standards.

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Module Wrap-up

• You should now be able to:– Describe the use of HMIS in your area – Identify your area’s lead HMIS organization and HMIS contact

person– Identify information regarding HMIS data coverage and quality– Describe the HMIS technical standards used in your community

and HMIS-related trainings held for CoC members

Congratulations! You completed the Exhibit 1: Homeless Management Information Systems module.

Narration Notes:Congratulations! You completed the Exhibit 1: Homeless Management Information Systems module. You should now be able to:

- Describe the use of HMIS in your area; - Identify your area’s lead HMIS organization and HMIS contact person;- Identify information regarding HMIS data coverage and quality; and- Describe the HMIS technical standards used in your community and HMIS-related trainings held for CoC members.

Continue to the next slide to complete the provided web form.

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Module Completion Web Form

e-snaps Online Training Module Completion Web Form

Now that you have completed the Exhibit 1: Homeless Management Information Systems online training module, select the web link below so that you may fill out the web form.

NOTE: To continue your learning experience, close this window and select another module from the training home page.

Narration Notes:Now that you have completed the Exhibit 1: Homeless Management Information Systems online training module, select the web link that is titled, “e-snaps Online Training Module Completion Web Form” (which is http://esnaps.hudhre.info/training/modulecompletion.cfm?moduleID=M170) so that you may fill it out.

After you complete the form, close this window and select another module from the training home page to continue your learning experience.