HMIS@NCCEH Updates
April 2022
Training & Resource Round-Up
April's HMIS User Meetings
Computer screen with comment boxes
April's HMIS Users Meeting will focus on changes to HMIS Users Meetings, our System Performance Measures, and how our data looks for 2022:

New to HMIS or missed a meeting?
Make sure to check out our News Archive page for links to past email updates and user meetings slides or recordings.
New Education and Training Structure
We are revamping the monthly training and update meeting! For a three-month trial period (May, June, and July) we will have implementation-wide opportunities for education and training.
Live Support will now be:
  1. An HMIS System Updates meeting for important changes or reminders for the HMIS@NCCEH implementation. One representative (Agency Admins usually) will be required to attend and distribute information back to other agency users and leadership. All CoCs will attend the same monthly session.
  2. A voluntary monthly meeting Training Session will support individual HMIS Users to develop their skills and make data management easier. Occasionally, this time would be used for necessary training ahead of agency check-ins or federal reporting!
We need your feedback
Please take our 1 minute survey before we launch this revamp to let us know what's important to your HMIS support! In particular, we want to know what topics for Training you want/need this spring and summer.
Coming Soon: NCCEH ZenGuide Knowledge Base
Since the fall, the NCCEH Data Center has been developing the NCCEH ZenGuide knowledge base. This online centralized knowledge base is being created to make it easier for HMIS users to find tip sheets, guides, and other written tools (located all in one place!) needed to do their best work in HMIS. The NCCEH ZenGuide is a tool to allow users to search for answers to questions independently. Think of it as a “the first step to getting the information you need!”

Within the next month, we will be announcing when the NCCEH ZenGuide knowledge base is accessible to HMIS users. In the meantime, if there are specific tip sheets, guides, or tools you’d like to see included in the knowledge base, please let us hear from you! (HMIS@ncceh.org)
Changes to ART are happening!
Advanced Reporting Tool (ART) is retiring
Our vendor WellSky is making big changes to reporting in HMIS!
ART is a reporting tool that Agency Admins and other super users have access to in HMIS for in-depth reporting on data quality and program outcomes. ART is being retired and will be replaced by an updated tool.

Be aware, ART is scheduled to disappear after Friday, May 15th. If you need end of quarter ART reports, run those by the end of April to be safe.
Introducing: Business Objects 4.3
The software that was used to create ART is called SAP Business Objects. After ART is retired, Business Objects will regularly be updated and enhanced. Some of the improvements that are expected:
  • Visualizations available for all Business Objects users
  • Updated interface for better navigation
  • Timeout due to inactivity increased to 25 minutes
  • Improved back-end interface for custom reports (we hope!)

Next Steps
Current ART licensed users will automatically be given access to Business Objects. Training and support materials will be available in early May. We are still digging into the changes and will have more information soon.

If you have particular reports due soon or any concerns, please contact the Data Center Helpdesk.
Quarterly Updates (help us help you!)
Coordinating Group Changes
When you meet to discuss a By Name List generated with HMIS information, you are sharing HMIS info with local partners for coordination of services. This is called a Coordinating Group in the HMIS Release of Information.

The Data Center supports local communities by posting a list of who each agency coordinates with using HMIS data.

Check here to see if your local group is complete and accurate. Please use the Coordinating Group Updates Form to alert the Data Center if changes occur.

This information is now posted on the Privacy page of our website under "Coordinating Groups using HMIS" and can be updated as the form is submitted.
Bed and Unit Inventory Changes
If your project's capacity to serve clients overnight changes at any point throughout the year, use the Bed & Unit Inventory Form to make sure the change is reflected in HMIS. This helps us keep your inventory and utilization accurate all year round!
Funding Changes
Hand with money (funding)
New or Renewed Funding Source?
We want to help you plan for data collection and entry before you begin services. Keep us in the loop from the beginning to avoid the pain of back-dating months of data in HMIS!

Ending Funding
If your funding source is over, expired, or given back for some reason, please email the Data Center asap. In addition, we need to know what will happen to the current clients - should they be moved to a different existing funding source/project or exited and services closed? The way the funding ends and what your project decides to do will have an impact on HMIS projects and clients.
Upcoming Deadlines
Important Dates
ESG-CV CAPER
Each quarter, the Data Center submits ESG-CAPER data to the State ESG and City of Durham on behalf of agencies with ESG-CV grants. Data will be pulled the week of April 18th. If you operate projects with ESG-CV funding, please make sure to:
  • Run and Review ESG-CAPER data for the entire contract date range (7/1/2020-3/31/2022 for example)
  • Make corrections for missing or inaccurate data
  • Confirm any projects that are no longer using ESG-CV funding with the Data Center directly

New Reporting Tool
Business Objects will officially be available on May 2nd and ART will be retired on May 15th (estimated dates). Please alert the Data Center for any important HMIS reports that you'll need access to during the transition.
Reminders
New to HMIS or missed a meeting?
Make sure to check out our News Archive page for links to past email updates and user meetings slides or recordings.

We look forward to reporting back your community's progress at this month's HMIS Users Meeting. See you soon!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org