What you need to know about HMIS
March 2018 Update
Check out the resources for PIT/HIC prompts and connecting Households and Entries
February Meeting Resources
This month we reviewed the Point in Time and Housing Inventory Count reports and their prompts. We also learned about adding clients to already existing Households and Entries. If you would like to review these in hard copy form, take a look at the slides here.

If you have suggestions for what to discuss or present on at an HMIS User Meeting, please submit your ideas on our feedback survey here.

March Meeting Agenda
Our next HMIS Users meeting is Monday, March 19th, and we'll be focusing on ways to understand your data and record a more accurate client stories ahead of HUD's System Performance Measures reports. Make sure your agency has at least one representative so you're prepped and ready to go!

Never forget a meeting by adding the calendar invite for every 3rd Monday, from 1:45-2:45 pm.
Steps for Submission
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 Orange 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.


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
How to review your reports?
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!
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 21 st Deadline for ES and TH projects to submit clean PIT/HIC reports to the Data Center

March 19 th Orange HMIS Users Meeting - RSVP Here

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

April 12 th New Users? RSVP for the next In-Person Entry/Exit Training in Raleigh  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 Wake's data strong and accurate!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org