Alliance For Housing, Oakland County’s Continuum of Care

HMIS Data Quality/Agency Admin Meeting Minutes

Date: / 9/7/2017 / Start Time: / 9:30 a.m. / Stop Time: / 11:00 a.m. / Location: / Go-To

Members Present: David Permaloff - Common Ground, Sheila Lincoln, Erinn Johnson - Lighthouse, Jenny Poma - SOS, Audrey White - Community Housing Network, Rebecca Fitzgerald - HOPE, Danielle Redilla – OIHN; Eliana Giournas -- TTI

Facilitator: / Angela Gougherty & Sarah Sporny / Scribe: / Sarah Sporny
OLD BUSINESS
Item / Notes / Due Date
Monthly/Quarterly Data Quality Reports / Due by the 15th of each month.
Compare DQ reports to SPM – recommend new reports / 15th
APRs / Moving forward please send us a copy of your APRs. Send APRs submitted as of 10/1/2016 to after your September submission (not Sarah) / Ongoing
General Information - Homeless History Report/Merge Request/RRH Workflow/Alliance Website / Reviewed how to find/access HMIS related documents on the Alliance website.
http://oaklandhomeless.org/documents-and-data/hmis/
Please fill out request form and ROI for Homeless Verification report. Helps to determine chronicity.
NEW BUSINESS
Topics / Notes / Due Date
Updates to 2017 HMIS Data Dictionary and Standards / Mediware will be mapping over these changes in ServicePoint for 10/1/17 release date
https://www.hudexchange.info/resources/documents/HMIS-Data-Standards-Manual-2017.pdf / 10/1/2017
·  Project Identfiers / -  Operating Start Date – The first day on which a project provided (or will provide) services and/or housing. For projects that began operating prior to October 1, 2012, the start date may be estimated if it is not known. Projects that are fully funded but have not yet begun operating may be entered with future project start date that reflects the date the project will begin providing services
-  Operating End Date- The last day on which the project provided or is expected to provide services and/or housing. It may be a date in the future; it may also be blank if the project is expected to continue operating indefinitely
-  Enables activation and de-activation of a project
·  Bed and Unit Inventory / -  Inventory Start and End Date - NO longer optional
-  Youth beds- Age categories removed
·  Gender / -  Trans Female (MTF or Male to Female)- Added
-  Trans Male (FTM or Female to Male)- Added
-  Gender Non-Conforming (i.e. not exclusively male or female)- Added
·  Start Date and Move-in Date / PSH
-  Project Start Date is NEW (date client admitted)
-  Housing Move-In Date is the Old Entry Date (date of occupancy)
·  Destination / -  Permanent housing (other than RRH) from formerly homeless persons- Reworded from Permanent housing for formerly homeless persons (such as: CoC project; or HUD legacy programs; or HOPWA PH)
-  Rental by client, with RRH or equivalent subsidy- Added
·  Living Situation / -  Permanent housing (other than RRH) for formerly homeless persons- Reworded from Permanent housing for formerly homeless persons (such as: CoCproject; or HUD legacy programs; or HOPWA PH)
-  Rental by client, with other housing subsidy (including RRH)- Reworded Rental by client, with other ongoing housing subsidy
·  Housing Status / -  COMPLETELY REMOVED/RETIRED
·  Non-Cash Benefits / -  Section 8, public housing, or other ongoing rental assistance- REMOVED
-  Temporary rental assistance- REMOVED
·  Disability / -  PATH-only, “If yes, how confirmed” dependencies from 4.9 (Mental Health Problem) and 4.10 (Substance Abuse) - REMOVED
CAPER- CH QUS / MCAH and MSHDA are aware of a glitch with the CH questions in the CAPER report pulling in as null. A few CH reponses were duplicated with a null value when they were originally converted and merged to conditional questions. If you come across this issue please let us know and we will have MCAH make appropriate changes. / NOW
Chronically Homeless Verification Reports / Begin sending these requests directly to . MCAH will schedule them directly into your ART inbox. / NOW; AA’s to decide how this will be implemented in their own agency
Chronic Homeless and Veteran Homeless Monthly Reporting / Sarah to provide an update on recent numbers submitted. / Sarah
9/7/17
Coordinated Entry Policies and Procedures / CPD-17-01: Notice Establishing Additional Requirements for a Continuum of Care Centralized or Coordinated Assessment System
Under the authority of 24 CFR 578.7(a)(8), this Notice establishes new requirements that Continuums of Care (CoC) and recipients of CoC Program and Emergency Solutions Grants (ESG) Program funding must meet related to the development and use of a centralized or coordinated assessment system.It also provides guidance on additional policies that CoCs and ESG recipients should consider incorporating into written policies and procedures to achieve improved outcomes for people experiencing homelessness.
CoC members are working to revise and refine Oakland County’s coordinated entry policies and procedures. Any HMIS implications will be shared with Agency Admin and additional guidance provided, as necessary. Must be in compliance by January 23, 2018. / SA1’s will update AA’s as necessary.
OPEN DISCUSSION:
David Permaloff: HYR changes are coming to the MDHHS HYR contract. There is concern about how these changes will look in HMIS. Sarah and Angela will reach out to MCAH (Shanna Cherubini) to ask if there will be training and support regarding the new changes made to HYR assessments in HMIS. Also, ask about the comparability of the TAY-VI to the single adult VI. What is the difference between the intake and the assessment? These are now separate service transactions for HYR.
Secretary/Scribe / Date

The next Data Quality/Agency Administrators Meeting will be held on Oct 5 at 9:30 a.m at South Oakland Shelter.