Welcome! October 2020 OC HMIS User Meeting Please enter your agency name in the chat box 1 Business vector created by stories - www.freepik.com
Agenda 1. Housing Notes 2. Project Performance Reports 3. New HMIS Data Analyst 4. Mercy House Presentation: Protecting PPI 5. Looker One-on-One Support 6. HMIS Part 2 Task List & User Re-certification 7. Error Uploading PDF Files in Clarity 8. Data Quality Corrections for LSA, Report Cards and System Performance Measures 9. Monthly Training Webinar Follow-Up 10. 2020 HMIS Agency Audit 11. Updated KB Articles 12. Columbus Day Holiday 13. Q&A
Housing Notes Overview Housing Notes can now be tracked as services in HMIS and shared with all agencies. Review the Recording Case Notes and Housing Notes in HMIS knowledge base article for more information. A Housing Notes lesson has been added to the Part 2 Training for all new users. Business vector created by stories - www.freepik.com
Case Notes Case Notes are only visible by the agency entering the note, and therefore should include agency specific information, like incident reports or mental health concerns. Case notes should be factual and only contain relevant information. Avoid stereotypes, jaron, and emotionally charged words.
Housing Notes Housing Notes are visible by all agencies participating in HMIS, and should contain information related to housing the client. Housing Notes should following PIRP format: Purpose, Intervention, Response, Plan Housing Notes can be reviewed on the client’s History page.
Project Performance Reports Project Performance Reports have been on hiatus due to COVID-19, but will resume again in November with Transitional Housing. Dashboards are being developed in HMIS so performance data can be pulled by the users as needed. Business vector created by stories - www.freepik.com
New HMIS Staff! Please join us in welcoming our new HMIS Data Analyst, Diana Taylor! Business vector created by stories - www.freepik.com
Mercy House HMIS Agency Presentation: Protecting Clients’ Personal Identifying Information Thank you, Mercy House!
One-on-one support for Looker is available through the HMIS Help Desk! Questions about Looker? Stuck while making a report? Need help with a dashboard? Please reach out via the HMIS Help Desk to set up a one-on-one Looker session!
New Task List to Assess HMIS Learning Outcomes HMIS Part 2 Training HMIS User Recertification ● All users who complete HMIS ● All users whose HMIS accounts Part 2, starting today, will were created before April 1, complete the task list. 2020 will complete the task list by Friday, November 20th, 2020 , to avoid having their HMIS account locked. ● Annual process moving forward.
HMIS New User Account Process HMIS User’s Agency 211OC sends PDF copy of HMIS HMIS Task List 211OC HMIS Staff create Administrator 211OC HMIS Staff Task List digital form back to is required for HMIS user’s account and Done! confirm trainings completes HMIS Task Agency Administrator with new users give login information to List Completion digital are complete feedback on the HMIS User’s starting Agency Administrator form performance 10/7/20 HMIS User Recertification Process Agency Administrators submit 211OC sends PDF copy of HMIS Agency Administrators will receive an email HMIS Task List Completion Task List digital form back to User from 211OC containing the HMIS Task List, form to indicate that users Agency Administrator with Recertification due date, and link to digital HMIS Task List have completed feedback on the HMIS User’s Process Begins: Completion form. A separate email will be recertification performance (may be delayed) sent to each agency with a list of active HMIS 10/7/20 Users. Agency Administrators submit 211OC sends PDF copy of HMIS 211OC HMIS Staff unlock 211OC HMIS Staff lock HMIS HMIS Task List Completion Done! Task List digital form back to the HMIS accounts of users accounts of any users who form to indicate that users (until next year) Agency Administrator with who complete have not completed HMIS with locked accounts have feedback on the HMIS User’s recertification Task List by 11/20/20 completed recertification performance (may be delayed)
Error Uploading Files on Clarity Issue: Some users were experiencing the following error when uploading files in HMIS: How to fix it? 1) Having the file open, click “CRTL +P” 2) Select “Save as PDF” and then click “Save” Business vector created by stories - www.freepik.com
Data Quality Corrections 211OC will send Data Quality Corrections to all agencies, in preparation for: ● LSA FY2019 , LSA FY2020 ● SPM FY2020 Data Quality Report Cards, Q1, Q2 and Q3 of ● 2020 Required Actions from Agencies: Review DQ Corrections Spreadsheet ● (10/1/18-9/30/20) ● Complete missing information and correct data in HMIS Business vector created by stories - www.freepik.com
Monthly Training Webinar Follow-Up Thank you for attending the Agency Admin and Data Quality Training Webinar. ● Training materials have been posted on ochmis.org> HIMIS Help> HMIS Monthly Training Webinars ● Register HERE for our Next Monthly Training Webinar: ● HMIS Part 2 , October 29th at 10: 00 am Business vector created by stories - www.freepik.com
2020 HMIS Agency Audits The 2nd round of emails have been sent out! We will be sending out the 3rd round of emails in the next coming week. Please be on the lookout and respond to the email so that we can schedule your 2020 HMIS Agency Audit! We look forward to hearing from you!! Business vector created by stories - www.freepik.com
Updated Knowledge Based Articles Federal Funding Trainings - CoC - ESG - PATH - RHY - SSVF Recording Case Notes and Housing Notes in HMIS HDAP Data Entry Guide Business vector created by stories - www.freepik.com
Holiday Weekend The HMIS Help Desk will be closed Monday, October 12th, 2020 for the Columbus Day Holiday Weekend. Have a great holiday weekend & be safe! Business vector created by stories - www.freepik.com
Q&A Have a question? Want to see something demonstrated? Let us know in the chat box! 18
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