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Think outside the Box: Not your ordinary HMIS Program

Learn how to integrate non-HMIS programs into ServicePoint using creative approaches, tools, and workflows. Explore funding possibilities, data collection, reporting, and ongoing support.

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Think outside the Box: Not your ordinary HMIS Program

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  1. Think outside the Box: Not your ordinary HMIS Program Wendy Smith HMIS System and Implementation Administrator Portland Housing Bureau- City of Portland Cheryl Nicholson Housing Case Manager Community Action Team, Inc.

  2. Goals: You will be empowered with ideas on how to fit programs that may not be designed for an “HMIS” into ServicePoint. Federal, State, Local Funds: HUD CoC PATH HOPWA SSVF RHY ESG Coordinated Access EHA SHAP Potential Funds: CDBG/CSBG Meals on Wheels Lead Prevention Hiking Group Energy Assistance Piano Lessons Adoption Shared Housing Home Ownership Home Repair Benefit Acquisition Stabilization/Anti-poverty School Supply Give Away Schools Uniting Neighborhoods and more, and more…………

  3. *What this presentation will NOT cover: How to approach/entice an agency to use an HMIS for data collection. Why did they come to us? The structure of our community and HMIS lead

  4. PHB is a “pass through” agency for Federal Funds And City Funding -Money comes in -Contract is developed -Money goes out Funding is awarded

  5. How did we fit these non HMIS programsinto the “ServicePoint Box”? • (Like with any program) – What do you need to report? • Does a report currently exist to meet those needs? • What is the workflow for that report? • Are you collecting the appropriate elements for the report? • What changes my you need to incorporate? • Is the agency using ServicePoint (for which programs)? Any HMIS related funding? • What is their current client support procedure? • Is there a comparable ServicePoint workflow? • Communicate with agency directly, collect any and all intake forms, etc. • What ServicePoint tools can you utilize to meet your goals • Generate any reports needed • Go live • Continue to provide support

  6. Fitting Home Repair into the “ServicePoint Box” • (Like with any program) – What do you need to report? • Outcomes, outputs, demographics, zip code, year home built and more. We were at the table during contract negotiations and helped produce this list:

  7. Fitting Home Repair into the “ServicePoint Box” 2. Does a report currently exist to meet those needs? Mostly, we had an existing report based on Entry/Exits we knew could be modified. What is the workflow for that report? We modeled after an Entry/Exit approach. Then required one additional step to count assistance provided. Sound familiar (in the homeless world, this is Service Provided) Are you collecting the appropriate elements for the report? Mostly, the majority of elements already existed using Universal Data Elements. We did create some elements to meet their needs.

  8. Fitting Home Repair into the “ServicePoint Box” • What changes may you need to incorporate? • When is data collected, does reporting begin at screening or completion. • Is the agency using ServicePoint (for which programs)? • Any HMIS related funding? • In this instance, it was No. They did not have any related HMIS funding. The agencies were brand new to ServicePoint. • What is their current client support procedure? • They were using an internally developed data system to *Screen folks for eligibility, schedule repair services, track information, complete repair • Is there a comparable ServicePoint workflow? • YES! Permanent Housing, Rent assistance, Coordinated Entry, all the same basic procedure

  9. Fitting Home Repair into the “ServicePoint Box” • Communicate with agency directly, collect any and all intake forms, etc. • As needed to assist in data collection and elements needed. • Maybe they want to collect information above and beyond the contract. • What ServicePoint tools can you utilize to meet your goals. • Entry/Exit, Services, Households, assessments, picklists, CallPoint, ActivityPoint, the list goes on and on……………..

  10. Fitting Home Repair into the “ServicePoint Box” • Generate Reports • Can you use any canned reports? APR? Client Served? What specialized reports may need to be created……in ART, in Qlick • Go Live • Create user accounts, any data sharing occurring, finalize provider settings, final trainings, etc. • Continue to provide support

  11. Other Issues/Pitfalls we discovered or should be considered • All UDE’s • CoC program or Non-CoC • Sometimes the tools don’t exactly match - Exit Destination • Visibility – any connection into Homeless Data? • Double data entry • Data Analysis

  12. Group Activity: Fitting ________________Into the ServicePoint “Box” • (Like with any program) – What do you need to report? • Does a report currently exist to meet those needs? • What is the workflow for that report? • Are you collecting the appropriate elements for the report? • What changes might you need to incorporate? • Is the agency using ServicePoint (for which programs)? Any HMIS related funding? • What is their current client support procedure? • Is there a comparable ServicePoint workflow? • Communicate with agency directly, collect any and all intake forms, etc. • What ServicePoint tools can you utilize to meet your goals • Generate any reports needed • Go live • Continue to provide support

  13. Group Activity: Fitting Energy Assistance Into the ServicePoint “Box” • (Like with any program) – What do you need to report? • Does a report currently exist to meet those needs? • What is the workflow for that report? • Are you collecting the appropriate elements for the report? • What changes might you need to incorporate? • Is the agency using ServicePoint (for which programs)? Any HMIS related funding? • What is their current client support procedure? • Is there a comparable ServicePoint workflow? • Communicate with agency directly, collect any and all intake forms, etc. • What ServicePoint tools can you utilize to meet your goals • Generate any reports needed • Go live • Continue to provide support

  14. Questions???? How did it go? Did it fit into the ServicePoint Box? Anyone surprised? What did you learn? Thank You!

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