Alliance for Housing, Oakland County’s Continuum of Care

HMIS Data Quality/Agency Admin Meeting Minutes

Date: / 11/2/17 / Start Time: / 9:30 a.m. / Stop Time: / 11:00 a.m. / Location: / Go-To

Members Present: David Permaloff - Common Ground, Erinn Johnson - Lighthouse, Jenny Poma - SOS, Audrey White - Community Housing Network, Rebecca Fitzgerald - HOPE, Danielle Redilla – OIHN; Kevin Bogg & Eliana Giournas- TTI. Tara Reynolds-OHLSA

Facilitator: / Angela Gougherty / Scribe: / Angela Gougherty
OLD BUSINESS
Item / Notes / Due Date
Welcome Charlotte!
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 / Ongoing
Exiting for From Foster Care / Discussed adding a question for CG to determine if clients who are younger than 24 have exited from foster care. David will get back to us on the exact wording.
(If under 25)Transitioned or aged out of Foster Care at the age of 17 or older? Yes or No
-  Added 11/3/17 / 11/3/17
HAVEN Clients / I’ve been pulling referrals for the Housing Prioritization Registry and have had a few coming through that mention that the client is currently at HAVEN. Because this information is extremely sensitive and potentially a breach in privacy/security I ask users to not mention a client’s stay at HAVEN (or other DV shelters) on HMIS. Please inform staff as soon as possible. I have removed HAVEN from the notes that I’ve come across and will follow-up with individual agencies if the issue persists. / Ongoing
HMIS Log / To keep track of deadlines, updates, and meeting attendance please refer to:
https://docs.google.com/spreadsheets/d/1JPPoWiIXZy-pyXn4ZehPy2RnVJISENImfP-OxogQuWc/edit#gid=0 / Ongoing
Referring Veterans to the BNL / The registry referral workflow has been updated to include veterans and new thresholds. Available here:
http://oaklandhomeless.org/documents-and-data/hmis/workflows-trainings/
Move-In Date for PSH & RRH / A Move-in-date FAQ will be developed to address issues/questions surrounding the move-in date and start date.
Question of RRH to PSH – what are the move in dates for both. / WIP
NEW BUSINESS
Topics / Notes / Due Date
Updates in ART / Multiple ART reports are being retired.
252 Report
-  Most likely be replaced with the HUD data framework report.
-  The report has not been updated to align with the 2017 HUD Data Standards and produces a low letter grade. If you run this for your monthly data quality report, make note before submission.
-  Use the Data Framework Report as a substitute.
Next meeting we will discuss updating data quality plans. / 12/1/17
Active Users / Please review your current licenses.
Run the report ART>Public Folder > Z – System Administrator > Licensing and User Account Reports > Current Licenses ServicePoint Users with Last Login Date > Run by provider group. / 12/15/17
Assigned Assessments / Review document to confirm that correct assessment is assigned to your provider pages. / 12/15/17
Office Closure / CHN offices will be closed from Dec 23 to Jan, 1. If you have pressing questions during this time please contact the MCAH helpdesk at . / 12/23-1/1
Agency Tours / We would like to schedule a day to come to each agency and learn more about what you do and the programs you offer. I will send out a doodle poll to figure out days/times. / 1/1/18
PIT/HIC / Scheduled for 1/25/18. If you are interested in being a team leader or volunteering please contact the Alliance. Training will take place early January. / 1/25/18
OPEN DISCUSSION:
Annual privacy training deadline will be 2/15/18.
Angela Gougherty / 12/7/17
Secretary/Scribe / Date

The next Data Quality/Agency Administrators Meeting will be held on Jan 4 at 9:30 a.m. via Go-To.