Expanding Coordinated Entry will take everyone!
June 13, 2018
Help us set up HMIS data sharing!
HMIS User Meeting
Our May meeting focused on a privacy and workflow conversation around HMIS Data Sharing and Coordinated Entry. The By Name List report is available in HMIS, but right now agencies cannot run it for the list of people experiencing homelessness for community prioritization. Thank you for helping confirm the foundation of the sharing that will make sure we're all on the same page for smooth coordination and greater success housing clients!

We need all of the agencies that are using the HMIS and participating in our Coordinated Entry System to review the materials and ask any questions you may have about sharing. Here are the Slides for May's HMIS User Meeting.
Refresh your memory with our External Sharing Agreement FAQ for what sharing means and how we'll execute this sharing.
Durham's HMIS User Meeting is just around the corner
Make sure you and your HMIS staff are ready for system updates at our next Durham HMIS Users Meeting. June is a great opportunity consider our community's System Performance Measures and we may have more details on the HMIS transition. Remember, all HMIS Users are encouraged to come to stay up to date!

Thursday, June 28th
9:00 am - 10:30 am

Community Development Dept of Durham
807 E. Main Street, Building 2 Suite 200
Durham, NC 27701
System Performance Measures are done!
The Durham CoC submitted our community's SPM reports at the end of May. Thank you for responding to the Data Center's emails with clients flagging to verify if details have been confirmed or corrected. 

Continue to review Data Quality with the 0640 or 0252 reports in ART and the APR or CAPER on the dashboard. It's always easier to review data before reporting deadlines.
What you should know from HUD and Mediware
Housing Move-In Date
HUD has clarified the workflow for entering Housing Move-In Date when clients leave the units a permanent housing project found them. HUD expects only one move-in date per HMIS entry. If a client leaves a unit you found and your project continues to serve the client with a new housing search, do these steps in HMIS. 
  1. Do not change the first Housing Move-In Date - leave the Interim Update and the date. Save the record of your hard work!
  2. Check your Enter Data As and Backdate modes, go to the Entry/Exit tab and Exit the client. The Exit date should be the day the client leaves their housing unit. Use the Destination that's appropriate (where is the client staying in if not in the unit?) 
  3. In the same Enter Data As and Backdate modes, add a new HMIS Project Entry for the same day as the exit. This will give you a new row on the Entry/Exit tab. Keep in mind this is not require a new intake outside of HMIS.
  4. Enter a Housing Move-In Date as an Interim and an Exit as you would normally!

Here's a copy of our  Interim Update and Housing Move-In guidance  for reference later!
0640 and 0252 Data Quality Reports
Two data quality reports have been updated and are available in ART for agencies now! In the Public Folder > ART Gallery Reports, then find the reports using the numbers in their title. Remember the definitions of prompts in ART:
EE Provider(s)  = Select the project or projects that you want to run the report for
EDA Provider  = Only Select a Project if you run the report for one project
CoC code  = Do not use unless you're CoC Lead
Start Date  = What is the first day you want data pulled for 
End Date Plus 1  = What is the last day you want data pulled for, then add one day
Effective Date  =  What is the last day you want data pulled for, then add one day
Did you miss our last HMIS Users Meeting or update?
Make sure you're receiving NCCEH Data Center communications to stay up to date on HMIS Changes, HMIS User Meetings, Trainings and more!


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.
June 28 th -- Durham HMIS Users Meeting

June 30 th -- State ESG Quarterly Performance Reports deadline for Jan - Mar

We look forward to supporting Durham through this next phase of Coordinated Entry! Please let us know if you have any questions.

Thanks for all your help!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org