United Way and HMIS Webinar

1. 0 United Way and HMIS Webinar Using ServicePoint for tracking and reporting

2. Housing Stability GoalStrategic Direction • Focus on investments that demonstrate one year, continuous housing stability; supportive housing, rapid re-housing, legal services. • Support a continuum of services for youth and continue to support disaster services. • Develop high quality housing and employment programs based on proven best practices.

3. United Way and data collection • Focus of data collection is reporting for United Way and to closely match client information needed for the annual report • A few additional questions are added to better understand clients served • Not all HMIS required fields are included since they don’t all relate to United Way goals • You can collect additional data elements if you find it useful using the Universal Assessment wilderresearch.org

4. Data entry basics • Consent form • Collect basic demographics on all clients (create household as needed) • Record program entry date for all clients • Collect entry information for heads of household (back date to program entry date as needed) • Follow HMIS income rules for other funders as needed • Record outcomes as clients’ needs are known and progress is made • Make updates at least quarterly if not more often • Update outcomes at exit and before report is due wilderresearch.org

5. HMIS Consent forms • Clients have the choice if they want their information identified in HMIS (and their children’s information) • Most clients agree to include their name and other identifying information in the system • It is important to give them the choice and explain how the information is stored and used • The United Way should be included on the HMIS consent form as a funder wilderresearch.org

6. Data privacy & protection: Client Notification and Consent form • Alerts the client that their information will be entered into the HMIS database and can be accessed by agency staff and Wilder Research • Client can choose whether or not to sign the form • Read the instruction page before giving the form to a client! wilderresearch.org

7. Data privacy & protection: Client Notification and Consent form • Signed form = enter identifying information (name & SSN) • Each adult must sign their own form • Adults sign for their minor children • Unaccompanied youth may sign on their own behalf • Record the client ID number on the case file • Unsigned form = enter client anonymously • Households can have both identifiable and anonymous members • You can always change the client from anonymous to identifiable once the consent form is signed • Never enter a client’s name and SSN until you have signed consent! wilderresearch.org

8. Data privacy & protection: Other issues • You must continue to use other data privacy notices required by your agency, such as the Tennessen Warning. • Talk to staff at your agency to make sure you are following all required rules. • In the event of an investigation, consult the legal advice of your agency. Some information requires a court order for release; other times, you may be required to comply with a subpoena or search warrant wilderresearch.org

9. HMIS forms • Updated forms are available to start collecting information • Developed based on grant area and mirror ServicePoint question order • Not required, but provided as a helpful template for data collection • Programs not yet using HMIS should collect the information on forms for later data entry • You can add additional questions or information to the forms as you see fit wilderresearch.org

10. ServicePoint 5 • We have resources if you have questions about our new format in ServicePoint 5: • http://www.hmismn.org/upgrade/ wilderresearch.org

11. HMIS program set-up • Your organization has a specific structure; including option(s) for the United Way • 2. Use this provider for entry/exits and pulling reports wilderresearch.org

12. Demographic information • Required for all clients served • Birthdate, gender, age, race, ethnicity • Social Security Number: asked for, but clients can refuse or may not know (especially for children) • NEW: African Immigrant question • Added to meet United Way needs • Please include for clients for this year • Don’t know and Refused: use only if this is how client responds wilderresearch.org

13. Information at entry • Required for all heads of household • Each family should have one member designated as head of household • Clients on their own are also considered a head of household • Should be backdated to match program entry date (more info on backdating in “assessments” section) wilderresearch.org

14. Information at entry • Covers housing, income and a few additional demographic related questions to better understand who is served • Enter all information in entry/exit section with demographics and assessment linked. New feature in ServicePoint 5. wilderresearch.org

15. Backdate Mode • All information entered into ServicePoint is attached to a specific date. • Backdate mode resets most dates in the system to a date in the past. • Tells the system that any data entered in backdate mode is current as of that date. • Example: today is April 15th. You are entering forms for a client who started your program on March 29th. Backdating to March 29th tells the system that the information was current as of that date. wilderresearch.org

16. Backdate Mode • When to backdate? • Use built-in reminder pop-up • Whenever you go to a client’s record, a pop-up reminder will ask if you want to choose a backdate or stay at today’s date. wilderresearch.org

17. Backdate Mode • The date you use for backdate mode will usually be one of the following: • The client’s program entry/service start date • The client’s program exit date • The last date of a reporting period, if you are making updates after the report period has ended wilderresearch.org

18. Backdate Mode: Date Icons • :“choose date” – brings up calendar • : “clear date” • : “set to current date • These icons appear whenever you see a date field (not just in backdate mode) wilderresearch.org

19. Backdate Mode • How do I know if I am in backdate mode? • You will see a yellow bar at the top of the screen. • What happens if I forget to backdate? • Information will show up as “missing” when you run your reports. The only way to fix this is to re-enter all of the data in backdate mode. Don’t let this happen to you! • When should I get out of backdate mode? • When you are finished entering data for a client wilderresearch.org

20. Backdate Mode • When do I leave backdate mode? • Only when you are completely finished with the client or household member’s record • How do I leave backdate mode? • Click on the next to the backdate • Make sure set a new backdate for each new single client or head of householdyou enter into the system – check their program entry or service start date first. wilderresearch.org

21. Backdate Mode • When isn’t backdating required? • When you are updating outcomes (as long as it is before December 31st 2012) • If you are adding outcomes information after that date, make sure to back date to 12/31/2012 • When you are viewing client information only • If you want to check the date something was entered, use the colored bar to the left of the question wilderresearch.org

22. United Way Backdate Steps • Use the pop-up reminder when starting data entry for a new client-select program entry date • Entry date will automatically be set to correct date. Fill out all information for demographics and step 1 on entry assessment and it will automatically be linked to this date. • Make additions/corrections to step 1 data in the entry/exit section (best practice) • If you do this in the assessment section, make sure you are in back date mode in assessment section wilderresearch.org

23. United Way Backdate Steps • Update outcomes (step 2 on assessment) in real time in Assessment section • Unless updating after 12/31/2012, then back date to this date. wilderresearch.org

24. Income and Benefits • For United Way you can record all household income on the head of household’s record • If clients are commonly served by other programs requiring HMIS keep those requirements in mind • HUD= all household members • State=all clients 18+ and youth on their own • United Way income reports will work correctly no matter how you enter the data, but other funder reports may not if you follow United Way rules wilderresearch.org

25. Income and Benefits • Cash income/benefits: such as employment or government direct financial assistance • Record monthly amount received • Non-cash benefits: in-kind assistance such as food stamps, medical assistance, etc. • No amount required • Sub-assessment start date should match program entry date wilderresearch.org

26. United Way specific questions at entry • Geographic location where served/living • Household income/poverty level • African Immigrant wilderresearch.org

27. Housing Stability Service Areas • Each Service Area has its own assessment in ServicePoint • Match the outcomes listed for each service area in the RFP • Make sure to complete the appropriate assessment for your service area wilderresearch.org

28. Tracking outcomes • While outcomes follow the format in the RFP, the HMIS format is also aligned with meeting system and reporting needs • Indicate which clients/households are working on goals • Use sub-assessments to help track start and end dates of goals that may change over time • Uses start and end dates and allow for multiple sets of information reflecting different time periods wilderresearch.org

29. Data entry for outcomes • Enter data in real time as clients set and meet goals (no backdate mode needed) • Best practice is to make regular updates; monthly is best but quarterly may be enough wilderresearch.org

30. Exiting clients/households • Make sure to record exit information close to when client/household exits • Record destination • Update income • You will be linked to specific set of questions for your grant area in the exit section wilderresearch.org

31. Clients served before Jan 1 2012 • If a client/household started the program prior to Jan 1st 2012 record their actual program entry date • Entry Information: Information at entry should reflect the client/household situation at that time • Enter information in entry section to link to program entry date • Outcomes: record actual dates for goals, even if they were achieved before Jan 1st. Will help with complete tracking. wilderresearch.org

32. Data entry best practices • Enter new clients/households within a couple of weeks of program entry recording information required at entry and outcomes clients are focused on • Update progress on outcomes periodically • Update all required information as clients/households exit • Update all outcome information at end of program year for clients not yet exited wilderresearch.org

33. Data Quality • Making sure all clients and their correct data is entered is an important step in the reporting process • Wilder will also run and email out data quality reports on a schedule still to be determined • Help you keep up to date and funders see how HMIS process is working • Prior data quality processes have had good reception wilderresearch.org

34. Data check reports • A data check report is available matching each grant area • A separate income data check report is also available • Reports are available in ART wilderresearch.org

35. Reports: Advanced Reporting Tool (ART) • Data check reports (for you) • Detailed list of all clients, organized by the same categories found on the counting report • Will tell you which clients are missing data (highlighted in red) or have other data entry errors • Client names and ID numbers • Counting reports (for funders)-IN PROCESS • General counts of clients and households served • Will tell you how many clients are missing data • But no client names or ID numbers wilderresearch.org

36. Running ART Reports Golden Rules: • Wait until one day after you have entered/updated your data to run an ART report. • ART uploads data from ServicePoint overnight • Effective date: today’s date • End date = one day after reporting period ends • EDA Provider =ignore all • Always download a report to computer to view it. wilderresearch.org

37. Data Checking: What do I look for? • Missing information (often highlighted in red): • Go into the client’s record in ServicePoint to complete required information. • Data required for all clients and heads of household at entry are highlighted as “missing” in red. • Outcomes: questions also highlight missing. • Ex: if “experiencing family violence” blank, missing will show up in filed. “Date Safety Plan Developed” will have “missing” if yes is selected and date is not entered. wilderresearch.org

38. Data Checking: What do I look for? • Make sure information recorded is correct • We can highlight missing for you, but not if the answer correctly reflect the client/household wilderresearch.org

39. Data Checking: What do I look for? • Housing sub-assessment • Check to make sure each person/head of household’s housing information is correct. • Each person/head of household should have an entry if they have been in supportive housing some time during the year. • If end dates are entered, this indicates their supportive housing stay ended and they changed toa more unstable housing situation wilderresearch.org

40. Data Checking: What do I look for? • “Head” field (designates a head of household): • If serving families, make sure that every household has a head: look for households with no “H” (or more than one “H”). • This is especially important to check since most questions are only collected in head of household record. • First tab of data check reports highlight clients selected as head of household for family programs. wilderresearch.org

41. Updating households • If a household is missing an “H,” go into the household head’s record in ServicePoint. Click on “Manage Household” • Change “head of household” to “yes” and save • Check other household member information if it needs to be updated as well wilderresearch.org

42. Income data check • Focus on data check report is to make sure income amounts and change are recorded correctly • Only required to be recorded on heads of household (including entire household income) for United Way programs • If receive other funding sources, you may need to record on other member’s records. All household members are included on the income data check report because of this. wilderresearch.org

43. Reporting • Reports will be available to provide summary information needed for your annual report to the United Way • Additional financial and descriptive information will come from other sources • Reports will be designed with feedback from United Way staff and grantees • Are there things you would like to see from reports of United Way information? wilderresearch.org

44. United Way Resources • United Way section of HMIS website: HMISMN.org • Training dates • Forms • Instructions • PowerPoints wilderresearch.org

45. United Way Resources • HMIS helpdesk: call with your questions • Audrey and Matt are United Way experts (you can ask for them directly in this early stage) and other staff will be getting up to speed shortly • hmis@wilder.org or 651-280-2780 • Overall questions, suggestions, comments • Laura McLain: laura.mclain@wilder.org or 651-280-2671 wilderresearch.org

46. Next steps • Complete data entry regularly • Run data check reports • Ask us questions/give us feedback as you go • Call or email so we can understand questions or frustrations and provide better support, resources, and training • Watch for more information on data quality and summary reports wilderresearch.org