October HMIS Update
October 31, 2018
Don't be haunted by the ghost of past data entry
HMIS User Meeting
Hello!

If you feel like you're looking over your shoulder for data errors constantly, the Data Center is here to the rescue! You're not alone and we have lots of experience banishing these ghosts and ghouls. Schedule some time to review data corrections before our CoC submits the Longitudinal System Analysis (LSA) report November 30th.

We'll also review common data issues and take your questions about how to fix things at the next HMIS Users Meeting. There should also be some exciting highlights from this new report! Join us at your CoC's User Meeting to stay up-to-date on HMIS and our data!

November 14 th -- NC -Balance of State CoC HMIS Users Meeting - Register Here
November 19 th -- Orange CoC HMIS Users Meeting - Add to your Calendar
November 29 th -- Durham CoC HMIS Users Meeting - Add to your Calendar

Check out previous HMIS Users Meeting materials on the NCCEH News Archive.
Tips, Tricks, and Troubleshooting
Calling on Emergency Shelter and Transitional Housing projects: What's your bed count?
The next report our CoCs must submit to HUD will check for Bed Utilization on specific dates throughout the last year. We need your projects to tell us how many beds and units you had available. Submit the Bed and Unit Inventory Form to help us prepare for the LSA report!
Please describe what beds, cots, or mats were able to be used on the dates below:
  1. October 25, 2017
  2. January 30, 2018
  3. April 25, 2018
  4. July 25, 2018
  5. October 31, 2018 (yes, today!)
Permanent Housing projects: Dude, where's your client?
Unlike most Emergency Shelter and Transitional Housing projects, our CoCs do not know where your clients are searching for housing or ultimately find housing. That's why we need you to enter NC County of Service for every client!

The Data Center is reaching out to agencies with a list of clients missing NC County of Service at Entry during 2018. Please add the county where clients were served when they were accepted as a client at Project Entry and when they moved into a unit at their Interim Update.

Compare what NC County of Service with other geographic questions in our NC HMIS Location Guide. Give the Helpdesk a call if you have any questions!
What's new for HMIS?
Annual Performance Report (APR) updates
This just in: When you submit APRs into Sage, CoC grantees must now enter the number of Beds available in January, April, July, and October. Make sure your inventory is updated in HMIS so an ART report can calculate these for you!
Training from MCAH
As you may have seen in our email update, MCAH's website is down. MCAH is working to restore access, but in the meantime the process to train new users has changed.
  1. Request a license from the Data Center Form
  2. Follow the emailed guide to the watch the correct Training Videos MCAH's HMIS Training Reference Sheet
  3. Complete the pdf Quiz from the Data Center and email it back to us
Any new user is encouraged to call/email the Helpdesk with any questions about the process, the material, or the timeline for getting a new license. Let us know what you need!
What do you want from HMIS Training?
Part of our preparations for the HMIS@NCCEH launch is to develop our own suite of trainings for new HMIS users. Let us know what is most important to you through this short three minute survey.
Changes to Disabling Condition Sub-Assessment
The question within the disabling condition detail question, "If SA, substance of choice" was removed on October 1st. The dialogue box or pop-up for disability details still has a "Notes on Disability" section to record information. The Data Center recommends that notes in HMIS relate to the housing plan or are otherwise housing-related. Medical notes should not be saved in HMIS.
Mediware is now Wellsky
Our software vendor (who created our HMIS website and updates it with new reports) has changed their name from Mediware to Wellsky. Our HMIS itself will not change, but you may hear us at the Helpdesk refer to our vendor by their new name. For now, make sure you keep using our HMIS website: nchmis.servicept.com for all 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: NCCEH Data Center Training Request Form.
October 31 st -- State ESG Quarterly Performance Report deadline (Jan-Sept)

November 14 th -- NC -Balance of State CoC HMIS Users Meeting - Register Here

November 19 th -- Orange CoC HMIS Users Meeting - Add to your Calendar

November 29 th -- Durham CoC HMIS Users Meeting - Add to your Calendar

November 30 th -- Longitudinal System Analysis (new AHAR) report submission deadline

December 6 th -- HMIS Entry/Exit Training in Durham - Register Now

HMIS@NCCEH Transition - Launch details here
Thank you all for serving the community all year round and we hope you have a spooktacular Halloween!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org