Alliance For Housing, Oakland County’s Continuum of Care

HMIS Data Quality/Agency Admin Meeting Minutes

Date: / 7/6/2017 / Start Time: / 9:30 a.m. / Stop Time: / 11:00 a.m. / Location: / Lighthouse

Members Present: Luke Hassevoort - Common Ground, Sheila Lincoln, Erinn Johnson - Lighthouse, Jenny Poma - SOS, Audrey White - Community Housing Network, Rebecca Fitzgerald - HOPE, Danielle Redilla - OIHN

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 Sarah. / Ongoing
Sage- New APR Format / Esnaps will be replaced with a new reporting portal called Sage. Data will be exported from HMIS and uploaded into the portal, similar to eCART.
The report was added as a canned report on 4/4/2017.
David Permaloff will present his ups and downs with the new APR process in SAGE and provide tips for success!
Follow-Up Surveys / The CoC is asking agencies to conduct 90 & 180 day follow-up surveys with clients that exit PSH, TH & RRH projects
ART> Provider Specific> Oakland > Working Folder > OC Follow Up Test Report 030317
-  Need to filter by completed / 3/1/2017
Veteran By Name List (BNL) / Review the BNL and how to make referrals.
VA Data Guide:
https://www.va.gov/HOMELESS/ssvf/docs/VA_Data_Guide_FY17.pdf
VA HMIS Manual:
https://www.hudexchange.info/resources/documents/VA-Programs-HMIS-Manual.pdf
Built For Zero (BFZ) Initiative to end veteran and chronic homelessness.
MSHDA CoC Outcomes Report / MSHDA, in conjunction with MCAH, has recently released their new Outcomes Report. On a recent webinar with MCAH regarding this report, many providers offered valuable and critical feedback. MCAH will be taking this feedback to MSHDA.
Additionally, HOPE has found that some VI-SPDATS are not pulling into the report. MCAH is working on a fix for this problem.
Review the report.
ART> ESG (MSHDA Reports)> MSHDA CoC Outcomes_with Client Detail.
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.
640 Reports / Review 640 report- how to review and make changes.
Items to consider:
NEW BUSINESS
Topics / Notes / Due Date
Updates to 2017 HMIS Data Dictionary and Standards / MAJOR CHANGE FOR PSH & RRH
RRH
-  Project Entry Date Changing to Project Start Date (date client admitted)
-  Housing Move-In Date is the Same (date of occupancy)
PSH
-  Project Start Date is NEW (date client admitted)
-  Housing Move-In Date is the Old Entry Date (date of occupancy)
Mediware will be mapping over these changes in ServicePoint for 10/1/17 release date / 10/1/2017
Schedule community meeting to review content prior to change.
Qlik & SP6 / Qlik
-  New reporting tool similar to Tableaux.
-  Data will be more interactive with the ability to drill down more easily.
-  Standard ART reports will be replicated in the Qlik site. Custom reports will need to be rebuilt.
-  New terminology for some of the Qlik features.
-  Will schedule training opportunities once Qlik is active.
-  Timeline- release Qlik to users with Ad Hoc license in August. Full implementation of Qlik will be made with SP6 upgrade.
-  Multiple resources/form available online.
-  Can open multiple tabs at a time.
-  Use any browser.
SP6
-  Forms with conditional logic- ability to create auto-fill rules and form fields.
-  Built-in workflows.
-  Anticipated release- early 2018.
CH Questions in HMIS / Guidance available on the Alliance Website.
http://oaklandhomeless.org/documents-and-data/hmis/workflows-trainings/chronically-homeless/
Review questions with users.
Have users review HUD new training video addressing CH scenarios / Sept 1st 2017
Updating Sub-Assessments / Please update sub-assessments.
Guidance on the Alliance Website.
OPEN DISCUSSION:
Secretary/Scribe / Date

The next Data Quality/Agency Administrators Meeting will be held on August 3 at 9:30 a.m.