Don't miss your March HMIS Updates!

HMIS@NCCEH Updates

March 2023

Reporting Deadlines

PIT/HIC Deadline Has Passed!

Please Respond to Data Center Emails for Final Confirmation

We are now in the Submission Phase for PIT/HC. Every agency needs to confirm:

Funding Source
Grant ID Number
Bed & Unit Inventory
Client Total
Additional Context for This Years Results

Thank you to agencies who finalized their data last month!

Is your agency on of the 54 who have responded and finalized their data for ES, TH, RRH, PSH, or OPH projects by the end of February? Find your agency by CoC on this list below!

Durham CoC

Alliance Health

CASA

Families Moving Forward

Housing for New Hope

Open Table Ministries

The LGBTQ Center

Urban Ministries of Durham

USA Veterans Help

NC Balance of State CoC

ABCCM

Allied Churches of Alamance County

Blue Ridge Community Health

Central Piedmont Community Action

Community Link

Crisis Ministry of Davidson County

Diakonos

Dulatown Outreach Center

Eastern Carolina Homeless Organization (ECHO)

ECHO Ministry/The ARK

Family Promise of Lee County

Gang Free Inc

Greater Mount Airy Ministry of Hospitality

Greene Lamp

Hand Up Ministries

Haven of Transylvania County

HERE in Jackson County

Home of Refuge Outreach

Homes of Hope

Hope Station (formerly Wilson County Interfaith)

House of Refuge

Johnston Lee Harnett Community Action

Mission Ministries Alliance (formally McDowell Mission Ministries)

Mercer Foundation

Only Hope WNC

Onslow Community Outreach

Outreach Mission Inc.

Partners Health Management

Pitt County Planning

REACH Center

Ripple Effects Group

Rockingham County Help for Homeless

Safe Harbor Rescue Mission

Salvation Army (Catawba)

Salvation Army (Chatham)

The Meeting Place One, Inc

Thrive

Trillium Health Resources

Union County Community Shelter

Union Mission

Vaya Health

Williams Outreach and Consulting

Orange CoC

Orange County Housing Department

Thank you for making sure that every client COUNTS this PIT/HIC season!

Unsheltered Count and Non-HMIS ES, TH, RRH, PSH, or OPH projects have different methods to submit PIT and HIC!

Contact your CoC Lead directly for questions and to get involved.

For NC Balance of State, please visit our NC Balance of State-specific PIT and HIC webpage for more detailed information!

Common Errors Found During the PIT/HIC Season

There were several common issues that the Data Center saw across communities:

When a client enters a project at 17, answering the sub-assessments relative to adult clients is good practice. These elements are required for clients 18 & over: Veteran Status, Domestic Violence History, Income, and Homeless History.
Ensure you are answering all HUD Verification sub-assessment questions. The if yes responses are important for HUD to verify disabling conditions.
Make sure your Start date, End Date & Information date match for Current Living Situation. Remember this is a snapshot of where the client is sleeping that night.

Not sure how to avoid this? Join our March HMIS Training on best practices for Data Quality Reports! Details for 3/15 event here.

HMIS@NCCEH System Changes

New Trainings for New Users

The Data Center is launching a full suite of HMIS Trainings in the New Year replacing the current process. The new trainings are now live in the Learning Management System website that everyone used for Annual Privacy Trainings in September.

New User Training Transition

New License request form (with more questions about projects needed)
Test client cases needed for every workflow course

Thank you for your patience as we transition our internal procedures for the HMIS@NCCEH Training LMS! Please let us know if you have any trouble or suggestions for improvement.

Changes to ShelterPoint Effective March 1st

The flow officially changed for our ES projects using ShelterPoint on March 1st.

Problem: ShelterPoint was allowing agencies to get around EDA mode by including intake questions during initial check-in.

Solution: Remove intake questions from stay check-in page and require the Entry/Exit tab to be used.

Use the ZenGuide Data Entry Workflow article for step-by-step instructions on this ShelterPoint flow or log into the LMS (https://www.icatraining.org) for the full new user training.

Training & Resource Round-Up

System Updates Meeting

Agency Admins should review your monthly meeting on the second Tuesday to stay on top of all things HMIS. This is your Agency's monthly HMIS meeting to get updates, escalate problems, and give feedback.

Your System Update Meeting: March 14th!

For details and registration, go to NCCEH's calendar event.

10:30-11:30 am
Join Zoom meeting

Agency Administrators, Program Managers, and Supervisors are expected to attend. Agency representatives must share this important information internally with colleagues.

If you missed one, recordings and materials are posted on the News Archive under HMIS System Updates Meetings.

ZenGuide Knowledge Base

If you haven't yet, bookmark this link! https://ncceh.zendesk.com/hc/en-us

The HMIS@NCCEH ZenGuide is where you can find tip sheets, guides, and other written tools all in one place!

There are already 72 articles published! You can find instructions for how to run your ESG-CAPER and CoC-APR reports, how to update sub-assessments like Income, and how to manage Households!