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What you need to know about HMIS
March 2018 Update
Introducing the HMIS Users Meeting for Balance of State!
The H in HMIS shouldn't stand for Hard. So, Balance of State CoC HMIS Users will have the opportunity to ask questions about HMIS, homelessness data, and federal reporting from NCCEH's Data Center staff. Each meeting NCCEH will also have a training course to help you continue to develop your HMIS expertise. These will be hosted either by webinar or in-person on the afternoon of the third Thursday of every month.
HMIS User Meeting
3rd Thursdays @1 pm!
These updates are crucial to providing accurate data to our community, so Agency Admins are expected to attend. All other HMIS Users are highly encouraged to join.

Thursday, March 15th
1:00 pm - 2:30 pm
via webinar
Follow these steps to submit your PIT/HIC HMIS reports
The ES and TH deadline for submitting clean, corrected, accurate reports was February 28, 2018. Submit asap!

RRH and PSH projects will need to submit a week after the new 0628 is released, so keep up your data cleaning and corrections! We'll notify you when we our new report.

Steps for Submission:
  1. Know the reports required for your project type
  2. Watch the video trainings listed in FAQs
  3. Run PIT/HIC reports in ART
  4. Review both reports for accuracy
  5. Make corrections in HMIS; call the Data Center for help!
  6. RRH and PSH projects must delete Column C on Tab D to remove last names on 0628
  7. Have Executive Director sign HIC Verification coversheet like this
  8. Upload reports online using the BoS Data Center PIT/HIC Submission Form
  9. Respond to the Data Center with details or corrections
FAQs and Tips for Submitting
How do I find or run the required reports?
Please refer to the Training Videos to help you find and run the reports:

The Data Center also has slides with the required reports and their prompts here.
Check your data before submitting reports
(and avoid resubmitting)
Increase the accuracy of your data by asking yourself a few questions:
  • Are your Housing Move-In dates entered on Interim Updates?
  • Are all of your clients entered for the night of the Point in Time Count?
  • Are your electronic ROIs in place?
  • Do all of your clients have demographic and household data?
  • Have you used the right Enter Data As mode?
Use the very responsive Dashboard reports (the CoC-APR and ESG-CAPER) to help you check your data!

Tips for submitting the correct reports
  • Do not submit paper forms for projects on HMIS (call us if you have any questions)
  • Double check any Null responses for clients entered on the PIT night
  • Correct households issues such as child alone households if they entered with adults
  • Confirm client ROIs and Entries are accurate, and the right EDA mode was used
  • Double check that Housing Move-In Dates have been entered on Interim Updates (if applicable)

Tips for submitting the NCCEH Housing Inventory Count Verification report
  • Remember that your Executive Director (or equivalent leadership) must sign the Cover sheet (that first tab) of the report.
  • The Verification Form tab presents what is currently recorded in HMIS - it could be wrong! Please use the columns to correct inventory and other HIC details
  • Rapid Re-Housing and Permanent Supportive Housing project will calculate "beds" as the number of clients moved-in and housed on the PIT night
  • The New Project Form tab should only be completed if your agency needs a project set-up in HMIS that was active on the PIT night
Where did your clients live before your project?
(We need your help!)
Thank you for beginning to enter NC County of Service in January! (Or before that if you have multiple counties) The Data Center is able to review, compare, and analyze data with greater depth because of your efforts. We will also have a more accurate Sheltered PIT Count with the counties that clients are served in better identified.

Are you not sure what the previous NC County of Service means? Does your agency serve multiple counties? Join the Balance of State and the Data Center at an NC County of Service Webinar March 29th at 10 am. RSVP here for webinar details!
Calendar
Make sure you have these events and deadlines on your calendar!

If you'd like training specifically for you or your agency, please submit a request with a two week window and what type of training you need here: Data Center Training Request Form.
January 31 st Point in Time Count

February 28 th Deadline for ES and TH projects to submit clean PIT/HIC reports to the Data Center

March 15 th *New* Balance of State HMIS Users Meeting - RSVP Here

March 27 th New Users? RSVP for the next In-Person Entry/Exit Training in Raleigh Here

March 29 th NC County of Service Webinar - RSVP Here

April 12 th New Users? RSVP for the next In-Person Entry/Exit Training in Raleigh Here

April 19 th Balance of State HMIS Users Meeting - RSVP Here

April 26 th New Users? RSVP for the next In-Person Entry/Exit Training in Durham Here
The Data Center wants to hear from you! We know that reporting can be confusing and stressful, but we want to change that - please email or give Helpdesk a call and we can walk through whatever scenario you have.

Thank you for your help to keep our data strong and accurate!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org