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1. The CT HMIS Project • ServicePoint Training FOR DOH Rapid Re-Housing Program Help@NutmegIT.com Nutmegit.com Provided by: P W

2. Before We Begin Please… Turn Your Cell Phone OFF or to SILENT MODE

3. What is HMIS? A Homeless Management Information System (HMIS) is a software application designed to: • Record and store client-level information, Universal Data Elements (UDE),on the characteristics of homeless persons. • Tracks a client’s length of stay in a program (Entry/Exits or Shelter Stays),as well as program outcomes. • An HMIS knits together homeless assistance providers within a community and creates a more coordinated and effective housing and service delivery system. • An HMIS can be used to produce an unduplicated count of homeless persons, understand patterns of service use, and measure the effectiveness of homeless programs

4. HMIS in Connecticut • In 2004, three pilot communities began entering data into HMIS. • 2005 - Data entry goes statewide • 2008 – Department of Social Services (DOH) expands use to all Emergency and Transitional Housing Programs • 2009 – Housing and Urban Development (HUD) uses HMIS for new HPRP Program • 2010/2011 - DOH AIDS Funded Programs are added • 2011 - DHMAS Shelter + Care Programs are added • 2012 - 1Soup Kitchen and 4 Food Pantries added • CT has more uses of HMIS than any other state!

5. CT Implementation • CCEH is the statewide implementer (www.cceh.org) • ServicePoint is the Software we use to implement HMIS except in New Haven where PROVIDE is used • 8 of 8 CT counties represented • 650+ Users • Over 90,000 unique clients as of 7/31/11

6. Help and Resources Help on Demand HMIS Help Desk: Phone: (866) 721-HMIS(4647) Email: hmis@nutmegit.com - Both methods generate tickets which we assign to the appropriate staff member and your questions are answered within one business day! Stay Informed and Refresh Yourself www.cthmis.com(Manuals, Videos and more)

7. Policy and Procedure • Read and abide by Section 3 of CT HMIS Policies and Procedures Handbook that is available online: http://www.cthmis.com/files/file_detail/17/ • Written client consent is required for a client to be added to HMIS • Written client consent is required to share client data between agencies or internal programs in HMIS - Release of Information (ROI) • Follow HIPAA guidelines • HMIS Passwords cannot be shared or written down • HMIS data either on screen, in a computer file or a physical printout must be kept secure and disposed of properly (shredded, formatted)

8. DOH Rapid Re-Housing Program Phases • Phase 1 - Rapid Re-Housing (RRH) Program • Client homeless, most likely in a shelter • Case Manger works to secure housing for client • Intake form completed and entered into HMIS- Entry Screen data items completed. • Phase 2 - Client is Housed • In HMIS complete the DOH RRH HOUSED assessment • Date Housed Triggers the Prevention tracking in HMIS • Phase 3 - Prevention • Up to 12 months of case management, at end client is Exited from HMIS.

9. 9 Basic Steps to Good Client Data Entry • Search for Client (even if new!) • Find or Create Client (Using Name & SSN) • View Profile and/or Checklist • Create Household (unless single) • Add Release of Information (ROI) • Add Entry • Complete Assessments (all household members require an assessment to be completed) • Complete DOH Rapid Re-Housing HOUSED Assessment • Exit Client from Program

10. Universal Data Elements (UDEs) • Legal Name • Social Security Number (+ Data Quality) • Zip Code of Last Permanent Address (+ Data Quality) • Date of Birth (+ Data Quality) • Gender • Primary Race • Ethnicity • Disability of Long Duration • Housing/Homelessness Status • Type of Living Situation prior to program entry- Adults Only • Length of Stay at prior residence- Adults Only • U.S. Military Veteran?- Adults Only

11. Ethnicity Definition & Race • Primary Race (Required) – HUD/DOH Approved • American Indian or Alaska Native • Asian • Black or African-American • Native Hawaiian or Other Pacific Islander • White • Don’t Know • Refused • Ethnicity (Required) • Hispanic/Latino • Non-Hispanic/Non-Latino • Don’t Know • Refused • Note: High Number of Don’t Know or Refused selections will raise a red flag to your funder.

12. Program Specific Data • Additional data that is to be collected for all clients are: • Income types and amounts • Non-Cash Benefits and types • Disability types • Refer to the Intake Form to see all the information that is required. • Remember ALL household members require the same information to be collected.

13. Typical Entry/Exits Typical TLP, PSH, DOH AIDS and HOPWA Usage • Entry – Program’s START Date for Client • Exit – Program’s END Date for Client • Entry Types to be used: • DOH RRH Program- Basic Entry/Exit

14. DOH RRH HOUSED Assessment • After the client is Housed: • You must fill out the DOH RRH HOUSED Assessment • Date Housed MUST be entered • Date Housed is the trigger that will reflect on the report to indicate when the RRH part ended and the Prevention part begins • Direct affect on the Outcomes of your program • Also update for Income and Non-Cash Benefits should be done at this time

15. DOH RRH HOUSED Assessment • Fill in Date Housed • Update Income • Update Non-Cash Benefits • Must be done for ALL HH members

16. Icons to Watch For

17. Program Report • The DOH required report is still currently under development. • It will be located in the Advanced Report Tool (ART) section of ServicePoint. • The same report will need to be run for both monthly and quarterly reports. • Just change the date range • If you have never run an ART report before it is highly recommended you attend an ART training class. • Can register on www.CTHMIS.com

18. After Today • You will be given an HMIS User Id and Temporary Password. • You must login to ServicePoint and set a permanent password. • You will then be able to begin entering your client data. • Simple as that!

19. Before We Start - Quick Tips • Keep it fast: avoid using online video or music services while using ServicePoint. If your internet access is slow, ServicePoint will be slow. • Avoid using the ‘BACK’ and ‘FORWARD’ arrows on your browser. • Enter all dates in complete format: mm/dd/yyyy

20. Logging On to ServicePoint Training Site: https://sp.cthmis.com/training/ Live Site: https://sp.cthmis.com/

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