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1. HMIS Data Coordinator Meeting January 2013 Help@NutmegIT.com Nutmegit.com Provided by: P W

2. Before we get Started • 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.

3. Agenda • AHAR Update • PIT – Contact Information/Resources • ART Rebuild Issue • New HMIS Consent Form (TH & PSH) Programs • HMIS Training Class Attendance • Importance and Purpose Behind the UDE’s (Performance Measures Committee) • Monthly Data Quality Report • Open Discussion

4. AHAR Update • The first drafts for both ALL persons and Veterans were sent to the CoC chairs for review. • Final Submission for CoCs is February 12, 2013. • We see no issues with meeting this date as long as everyone continues to be responsive to our emails and phone calls • Next comes the big part: • Cleaning up data issues • Answering questions from HUD on data items

5. PIT – Contact Information/Resources • This year’s Point In Time date is: Tuesday, January 29, 2013 • The CoC Area Point of Contact (APOC) is your primary contact. If you have any PIT related questions, you should contact your APOC first. • Sarah Zucker and Kyle Gregoire of CCEH are your secondary contacts: • Sarah: szucker@cceh.org • Kyle: kgregoire@cceh.org

6. ART Rebuild Issue • We want to take a moment to explain the problem in more detail to clear up any confusion. • Our notifications have been stating that ART is “out of date,” this does NOT mean ART is down or unusable. • This means that ART has client data only up to a certain date and not to the current date.

7. ART Rebuild Issue • You can still run ART reports! • Just keep in mind that the data is going to reflect the date that is included in the notifications we send you. • It is up to Bowman to isolate the issue that is causing the failed rebuilds. We have no control over this matter but are working to assist them where we can.

8. New HMIS Client Consent Form (TH & PSH) Programs • The new HMIS Client Consent form was approved by the statewide CT HMIS Steering Committee.  It is mandatory for all HMIS agencies. • The new HMIS Consent form contains the following additional language: • The New Consent Form is located on CTHMIS.com under “Files and Forms.”

9. New HMIS Client Consent Form (TH & PSH) Programs • We sent out a survey in November to determine if all TH/PSH programs have implemented the new HMIS Consent form as required. • Currently, only 27 agencies have responded to the survey. • We’d like to have responses from all agencies by January 31st so that we can close this project. • Contact lani@nutmegit.com if you need the URL for the survey again.

10. HMIS Training Class Attendance • Please keep in mind that we have limited seating/availability in all of the HMIS training classes. • When trainees are No Shows, this has a domino effect on not only the class but on other agencies getting their new staff trained in a timely manner.

11. HMIS Training Class Attendance • Please make sure your staff members are responding to the reminder emails that we send out prior to the training date. • If anyone is unable to attend a training they have (or have been) registered for, we ask that they either : • A) Call or email the helpdesk at hmis@nutmegit.com OR • B) Contact the trainer; either Al@nutmegit.comorTachica@nutmegit.com.

12. Importance and purpose behind the UDE’s (Performance Measures Committee) • The purpose of the UDE’s is to ensure that the HMIS is the central repository for all information about homelessness in the CoC. • The UDE’s are needed for the following HUD reports: • Annual Performance Report (APR) • Annual Homeless Assessment Report (AHAR) • Housing Inventory that is submitted as part of the annual CoC application for funding.

13. Importance and purpose behind the UDE’s (Performance Measures Committee) • Exit destinations • This topic was discussed on previous HDC calls specifically looking at ES. ES are not the only programs that need to clean up this data element. • Due to the benchmarks that the Performance Measures Committee are going to put in place, exit destinations and zip codes are the first UDEs that will be reviewed on a more regular basis. • We continue to put focus on this data element because we want to assist you in improving your data quality scores before the benchmarks are put into action.

14. Importance and purpose behind the UDE’s (Performance Measures Committee) • Zip code of last address • This is another key UDE that the Performance Measures Committee will start to review regularly due to data quality scores being low across all program types. • “We stress to the staff the importance of getting the zip code and then we use two forms in which to capture the zip codes.” (East Hartford Shelter) • These two are the first UDEs being addressed because they are the most commonly overlooked data elements, but are very important.

15. Importance and purpose behind the UDE’s (Performance Measures Committee) • One suggestion we have to improve the Zip Code of Last Permanent Address UDE is for HMIS users to go to www.usps.com and search for any unknown zip codes.

16. Monthly Data Quality Reports • Last month we showed you how to access the Monthly Data Quality Report on CTHMIS.com: • This is the data quality report that you view in order to improve the percentages of UDE and ESG completeness.

17. Monthly Data Quality Reports • Emergency Shelters – Run the E800 for the same month as the Monthly DQR to find the clients that are lowering the DQ Scores • TH/PSH programs – Run the A108 for the same month as the Monthly DQR to find the clients that are lowering the DQ Scores. • Corrections to the data will show on the next month’s report if the client is still active. • If you are unsure where to locate these reports, please contact the Help Desk.

18. Monthly Data Quality Reports Sample E800 DSS Emergency Shelter Utilization Report.

19. Monthly Data Quality Reports Sample A108 – UDE Completeness ART report. Looking to keep all values under 5% (that equates to 95% [or better] data completeness which is the HUD standard).

20. Open Mic Questions or Comments??

21. Next Month and Beyond • There will be two meetings in February. • Dates and registration links will be sent out.

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