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HOPWA Training

This training covers project setup, HOPWA policies, client security and privacy, data collection, and reporting in the HOPWA Program HMIS. Get guidance, learn about eligibility criteria, and understand how to collect and report data accurately.

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HOPWA Training

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  1. HOPWATraining • Feb. 6, 2019 Joshua Gray & Jon Magee

  2. Agenda • Project Setup • HOPWA Policies • Client Security and Privacy • Data Collection • Reporting • Resources/Contacts

  3. Project Setup • Project setup requests are submitted through this link: https://www.cognitoforms.com/DCA3/agencyandprojectsetupform • Requests should be based on guidance from the HOPWA Program HMIS Manual

  4. Project Setup • Setup also includes: • Bed Inventory • Services • It's common for HOPWA providers to need multiple HOPWA projects setup in HMIS. • Work with your CoC Admins and HOPWA contacts if unsure of what setup to request in HMIS.   

  5. HOPWA Policies • Clients can only be actively receiving HOPWA services from one agency at a time. • We are developing a functionality within ClientTrack that will allow you to verify this. • Proper screening/eligibility needs to be done before entering client into HMIS • This should help not only determine if Client is eligible for HOPWA services, but also what particular HOPWA project the client should be enrolled into. • Client consent is not required to enter information into HMIS. It is only required to share information.

  6. Client Security and Privacy • Organizations that only provide HOPWA services are setup where all transactional data is restricted by default. • Organizations that provide HOPWA and non-HOPWA services, must manually restrict transactional data. • Transactional data restrictions override less restricted Information Releases on client. 

  7. Data Collection • Head of Household must be client with HIV status. • This is set on the HUD Program Enrollment screen • Record HIV/AIDs barrier for any family members applicable, to populate needed assessments.

  8. Data Collection • Medical Assistance Assessment • If "No" is selected, "Reason Why" is required.

  9. Data Collection • T-cell/Viral Load Count • If "Yes/Available" selected, "Value" and "How Value was obtained is required. 

  10. Data Collection (Continued) • Family Address • Comes up after all family members have been enrolled. • Only required to capture City, State, Zip. • Apply Address to all family members.

  11. Data Collection (Continued) • Family Financial Evaluation • Allows user to connect individual family members income assessments. • This can show multiple financial assessments; choose appropriate one for each member. • Based on zipcode from Family Address. • Calculates AMI

  12. Data Collection (Continued) • HOPWA Assessment • Not in workflow, as it's not required at a specific data entry point. • Needs to be done within reporting range. • Needs to be completed for Head of Household

  13. Data Collection (Continued) • HOPWA Assessment (cont.) • Is located under the "Assessments" menu group.

  14. Data Collection (Continued) • HOPWA Assessment

  15. Data Collection (Continued) • During Program Enrollment/Annual Assessments capture the following: • Medical Assistance Assessment • T-cell/Viral Load Count (Required annually) • Income Assessment (Required annually)

  16. Data Collection (Continued) • Services • All HOPWA services provided  should be recorded.

  17. Reporting • HOPWA APR • Located under "GA HMIS Reports" > "HUD/HMIS Reports".

  18. Reporting • Shows any HOPWA APR instances your agency has previously created.

  19. Reporting • To run already created reports, click the action button beside report and select "HOPWA Report".

  20. Reporting • "Add New" to create new instance. • Only fields with * are required. • Filter by Program, leave Grant unselected.

  21. Reporting • HOPWA APR • Report is only designed to pull HMIS fields. • Currently, the order of questions in ClientTrack's HOPWA APR is out of order compared to latest version from HUD.  This is being worked on by Eccovia.

  22. Reporting • HOPWA APR • "Drilldown" reports are available to see client level data of HOPWA APR. 

  23. Reporting • Supplemental HOPWA reporting • A query has been built to help pull a report on T-cell/Viral Load changes, contrasting the intake values to latest assessment. • A query has also been built to look at barriers at intake. • If you require this data, please submit an issue ticket in the system to request it.

  24. Resources and Contacts • Resources: • HOPWA Program HMIS Manual (Sept. 2018) • www.hudexchange.info/resources/documents/HOPWA-Program-HMIS-Manual.pdf • HUD Data Dictionary (March 2018) Page 63 for HOPWA section • www.hudexchange.info/resource/3824/hmis-data-dictionary/ • HUD Data Standards Manual (April 2018) Covers basic HMIS fields • www.hudexchange.info/resource/3824/hmis-data-dictionary/ • Training videos on DCA's YouTube Channel: • www.youtube.com/channel/UCQn_zKD8Fo0SvAsL6Oxqa6Q/videos • Contacts: • Atlanta = Spencer Burton Webb (saburtonwebb@atlantaga.gov) or 404.456.1726 • DCA = Jasmine Rockwell (Jasmine.Rockwell@dca.ga.gov) or Harvinder Makkar (Harvinder.Makkar@dca.ga.gov)

  25. Questions?

  26. Project Setup

  27. Grant Setup

  28. Required Data Collection

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