HMIS Forum: Updates on Annual Numbers, Natural Disaster Data, and HUD CoC Requirements

1. HMISForum 1stQuarter2019 United Way of Greater Houston March 19, 2019 2:00 – 4:00 p.m. This Photo by Unknown Author is licensed under CC BY

2. Your HMIS Team • Ana Rausch – Senior Research Project Manager • Erol Fetahagic – SystemAnalyst • Kelita Beechum – DataAnalyst • Ryan R. Clay – DataAnalyst • Karen Flores – ProgramAnalyst • Yvette Fuentes – ProgramAnalyst • Lindsey Grubbs – Program Analyst • Scot More – ProgramAnalyst

3. Agenda • Welcome & Introductions • Annual Numbers • Natural Disaster Data • HMIS Concerns • HUD CoC Requirements • Security Training • Client search • HMIS Site Visits • Dashboards • Monthly Reporting • Checking Data Claims • CSV Troubleshooting • HMIS Issues/Trainings Updates • Q&A

5. Welcome to our newest HMIS ParticipatingAgencies Open Gate Homeless

6. The More You Know How do you let the HMIS Team know you’re having an issue?

7. Annual Update – System Size * E. Shelters, Trans. Housing, PSH, RRH, Street Outreach + Homeless in Services Only & Day Shelters

8. Annual Update – Assessed & Housed

9. Natural Disaster Data • Locally added questions in the universal data assessment • Answers are optional • Used for disaster recovery funding & reimbursements • Can be reported in the Data Explorer tool

10. Common HMIS Concerns • Multiple overlapping enrollments • Not checking out clients when exited • Not checking out or exiting family members • Duplicates • Not submitting items by required deadline • Emails and information requests • Closed programs not exiting clients • Making programmatic changes without informing HMIS (increasing beds, changing populations) • Not providing complete information when requesting changes (example, LSA HIT error message)

11. HUD CoC Requirements • LSA – Longitudinal System Analysis • System Performance Measures • HIC – Housing Inventory Count • PIT – Point in Time Count • All needed for: • AHAR – Annual Homeless Assessment Report to Congress • ALL HMIS Data • Regardless of funding

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13. HMIS Site Visits • Site Visits were conducted between December - January for the 2019 PIT. • Purpose was to confirm housing site setup for the Housing Inventory Chart (HIC) as well as to prepare scoring for the NOFA. • This visit counts for CoC programs’ scoring. • Kelita Beechum and Karen Flores will continue to conduct site visits for all other participating agencies.

14. Dashboards • http://www.homelesshouston.org/continuum-of-care/dashboards-2/december-2018-continuum-of-care-dashboards/

15. The More You Know How many HMIS Forums are held each year?

16. Security Training Purpose • All HMIS users are required to attend the security training annually, to maintain their HMIS license. • The Coalition for the Homeless (CFTH) takes this very seriously and we want our staff members as well as all ClientTrack Users to understand their responsibilities. • Training is based on privacy and security standards set forth on HUD exchange. • HUD HMIS Baseline and Additional security Standards: • https://www.hudexchange.info/resources/documents/HMISBaselineandAdditionalSecurityStandards.pdf

17. Security Training Dates • Security trainings were conducted throughout the months of January & February. • Only approximately 50% of the more than 800 HMIS Users took the training (it’s only 10 minutes). • Participation is scored during site visits for funding. • We will be offering additional dates. This will be the LAST time you will be able to receive this training in 2018.

18. Searching for a Client

19. Client ID

20. Any combination of SSN & Full DOB

21. First OR Last Name & Any combination of SSN

22. First OR Last Name & Full DOB

23. In HMIS, not enrolled in your program

24. In HMIS, different last name OR name misspelled – not enrolled in your & correct the name

25. In HMIS, same name & DOB but SSN is incorrect – not enrolled in your & correct the SSN

26. Searched 5 different ways & didn’t find

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28. Monthly Reporting • Beginning March 1st, Karen Flores is taking over this duty • Clients in program (enrollment) report • Due to Karen by the 7th of each month for ALL programs • Submitted with client detail • In PDF format • Enroll at any point NOT just new enrollments • Always for the previous month • Karen will review & send out a Data Quality Report • You will only get a report back if there are issues • Please review Data Quality Report & make necessary corrections before the 15th of every month

29. The More You Know Where can you find information about HMIS News?

30. Checking Data Claims STATEMENT: “Women and families are the fastest-growing segments of the American homeless population.” • Is this statement true? • What is the source of the claim? • What definitions are used? • What time period is covered? • What does the data actually say?

31. Checking the Data #1 Source: HUD HDX for TX-700 CoC, 2015-2018

32. Checking the Data #2 Source: HMIS annual enrollment data, 2015-2018 Homeless assistance projects included: ES, TH, PSH, RRH, SO, DS (homeless at entry), SSO (homeless at entry)

33. Checking the Data #3 Source: The 2018 Annual Homeless Assessment Report (AHAR) to Congress, December 2018

34. Checking Data Claims - Conclusion • So what does the data say? • Women and families are not the fastest-growing segments of the homeless population in our CoC. • Tips for checking data claims*: 1. Ask the person making the claim for evidence. 2. Look for what other fact-checkers have found before you. 3. Do a Google search -- and then search again. 4. Search the Deep Web. 5. Look for experts with different perspectives. 6. Check out some books. 7. Anything else? * From: https://www.politifact.com/truth-o-meter/article/2014/aug/20/7-steps-better-fact-checking/

35. CSV Export Troubleshooting • CSV Export is required for CoC APR, ESG CAPER, SSVF, PATH, RHY, and Data Quality Detail reports • ClientTrack generates the export as an EXE file • EXE files are recognized by computer AV programs as potential threats and in some cases can be auto-deleted • If you have trouble downloading the CSV EXE file, please ask your IT department for help changing computer’s security settings • CFTH support staff can’t assist with local computer issues

36. HMIS Issues • Issues have to be tracked for reportingpurposes. • Do not email HMIS staff directly unless instructed to do so. • Use any of the following methods forassistance: • Go tohttps://hmissupport.homelesshouston.org/Login.asp • Call the HelpDesk • 832-531-6029 • Monday –Thursday • Send an email tohmis@homelesshouston.org • Everyone has a user name andpassword

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38. HMIS Trainings • Register for training online. • http://www.homelesshouston.org/hmis/user-training/ • Bring COMPLETED User Agreement with you. • http://www.homelesshouston.org/hmis/ • You will be turned away from training if: • You do not bring your User Agreement • Your program is not set up HMIS • You are more than 10 minutes late

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41. Thank You!! The Coalition for the Homeless leads in the development, advocacy, and coordination of community strategies to prevent and end homelessness. The Way Home is the collaborative model to prevent and end homelessness in Houston, Harris, Ft. Bend, & Montgomery Counties. For more information visit www.thewayhomehouston.org