October 2024

Welcome to the October Data & Analytics Department Newsletter!



In this edition, you will find: 

• HMIS Available Reports: Explore canned and custom reports available for your use. 
• Privacy and Security Reminders: Stay informed on best practices to protect client data. 
• CAS Assessor Updates: Important changes and updates for CAS assessors. 
• Transition to Jotform: Get the latest on our transition to Jotform.  

In Partnership,

Data & Analytics Department

Q: What is the difference between canned and custom reports in HMIS? 

A: Canned reports are pre-built reports provided by our software vendor, available in the Report Library. They cover various categories such as: 

• Data Quality Reports: Identify data quality issues. 
• Program Based Reports: Over 20 ways to view data specific to your programs. 
• HUD Reports: Identify errors and provide data for federal reporting. 
• Agency Management Reports: Monitor staff activities in HMIS. 

Custom reports are created by the SSF HMIS Team upon request from community agencies, accessible under the Data Analysis tab. These reports are typically designed to meet specific funding requirements. Custom reports are also reports built and saved by authorized agency staff. Additionally, we automatically provide pre-built custom reports that include Release of Information (ROI) statuses and internal/external user access details for your HMIS agency. 

Most programs use both types of reports to manage enrollments and provide specific data to stakeholders. If you or your staff need access to specific reporting features, please contact HMIS at hmis@sacstepsforward.org to inquire about increasing your HMIS user access level. 

As an HMIS user, you play a key role in protecting client data privacy and security. It’s important to be familiar with the HMIS Consumer Notice and Privacy Statement and be able to explain it to clients, so they understand how their information will be used. Before collecting any data, ensure informed consent is obtained by completing the HMIS Release of Information (ROI) or verifying (under the privacy shield) that it has already been completed by another agency. 

Please be mindful of the following security breaches: 

• Sharing HMIS login credentials with another person. 
• Failing to report when a staff person leaves the organization. 
• Attempting to access HMIS after termination of employment. 
• Sharing HMIS information with individuals who do not follow the guidelines in the Privacy & Security Plan. 
• Using your HMIS account to enhance work at another agency where you do not have authorization. 

Additionally, if you suspect any security incidents or breaches, it is crucial to report them immediately to your agency’s Security Officer. Your diligence in these areas helps maintain the integrity of our system and the trust of the clients we serve. 

Are you conducting CAS-related assessments in HMIS? This month, there are critical updates for CAS Assessors regarding assessment changes and system access. Please refer to the e-blast below for more details. 

We are excited to announce that this month our department is transitioning from Google Forms to JotForm software. We aim to streamline processes and enhance user experience across all our available forms. Whether you're submitting new agency information or program updates, JotForm will provide a more intuitive and efficient submission process. For more details and to access the new submission forms, please visit our Requesting Agencies, Programs, or Inventories page. We're excited about this upgrade and look forward to the enhanced capabilities it brings to our operations! 

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