HMIS@NCCEH July Updates
July 2022
Training & Resource Round-Up
HMIS@NCCEH System Updates July 12th
Computer screen with comment boxes
As part of the new Continuing Education and Training structure, the Data Center is starting a required System Update monthly meeting to keep agencies informed.

Details
  • Frequency: Monthly
  • Time/Date: 2nd Tuesdays from 10:30 - 11:30 am
  • Who: Agency Admins (At least 1 representative from each agency)

Agency Administrators, Program Managers, and Supervisors are recommended to attend. It is expected that agency representatives will share this important information internally with colleagues.

First System Update Meeting: July 12th!
For details and registration, go to NCCEH's calendar event.
HMIS@NCCEH Monthly Training Opportunity
Here are the next three months of HMIS Training for current users. Registration is optional but helps us prepare. Sign up today!

Wednesday, July 20th, 10-11: Identifying and Fixing Common Data Quality Errors
Learn how to check your own data quality, how to correct some common errors, and how to know if you accurately corrected the errors. Learn tips and tricks that'll help you improve your data quality. Event details here.

Wednesday, August 24th, 10-11: BusinessObjects Reporting
Learn which reports in BusinessObjects to use based on what you're looking for, how to fill in common prompts, and how often we recommend running certain reports for your agency/program. *This training is recommended only for users with an ART/BusinessObjects license. Event details here.

Tuesday, September 27th, 10-11 am: When Clients Decline Consent
Learn about how data in HMIS is protected when clients decline to consent to sharing and what HMIS Users must do to implement their wishes. Advanced privacy and visiblity topics to be discussed! Event details here.

Miss out on a training?
You can review the recording and materials from 'Using Your Data to Track and Evaluate Program Outcomes' training on the News Archive under HMIS Users Training Archive.

We believe that live trainings are essential to our support of your incredible work and hope that these will make HMIS easier and more useful to you!
HMIS@NCCEH ZenGuide
The HMIS@NCCEH ZenGuide is the new centralized knowledge base 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.

All current HMIS Users should bookmark this link: https://ncceh.zendesk.com/hc/en-us

There are already 49 articles published for updated guidance and more are being added each week! 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!

New Articles this month:

Please keep searching for answers - that helps us identify the next articles to create!
HMIS@NCCEH System Changes
New Look for Level 3 View in HMIS
Many folks have been having trouble with using Enter Data As (EDA) mode for entering client data. EDA mode is an essential first step before any client information can be edited. Not using EDA mode causes errors in Reporting, Visibility, and Privacy settings. It's a big deal! The Data Center is implementing changes to help prevent mistakes.

A New Look
When you login to HMIS, the default EDA mode is for your Agency as a whole. We call this the Level 3. The new look will prevent EDA mode data entry mistakes. You will only see the Client Information Summary Tab (instead of Profile, Household, ROI, Entry/Exit, etc.).

This change will be made for all HMIS Participating Agencies the week of July 4th.
Click the image below to see more!
Got lots of SSNs to Update?
The Advisory Board's Configuration Sub-committee (made up of HMIS users and CoC representatives) recently re-approved the current privacy settings for Social Security numbers in HMIS. Now the Data Center has new encrypted spreadsheets to support you when updates to SSNs are needed!

Please follow these steps to send updates:
  1. Download your CoC's spreadsheet from the ZenGuide article. If you're confused about which CoC to select, please email the Helpdesk at hmis@ncceh.org for assistance.
  2. Find the password to the spreadsheet in your Agency News in HMIS.
  3. Enter the client's HMIS ID and SSN.
  4. Save the spreadsheet, without making any changes to the password protection, and send the secure spreadsheet to the Helpdesk.
  5. You will receive an acknowledgment when the Data Center has updated the SSN. Once received, delete the information from the spreadsheet and re-save the empty version.

Wait - where in the world is Agency News? Here's a screenshot with how this will look for you!
We hope this makes complying with HUD's Data Standards a little easier while not compromising client privacy. Let us know what you think!
BusinessObjects is ready for you!
For advanced reporting, you will now select the SAP BusinessObjects tool. After ART is retired, BusinessObjects will regularly be updated and enhanced.

Missed the Business Objects training or want to access the materials?
Meeting Presentation:

All the Materials:


Upcoming Training Opportunity

If you have concerns or find any issues with this tool, please contact the Data Center Helpdesk.
Reminders
New to HMIS or missed a meeting?
Make sure to check out our News Archive page for links to past email updates and training slides or recordings.

Save the Dates:

We look forward to seeing you at one of these events!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org