HMIS@NCCEH Updates

Febuary 2024

Upcoming Deadlines

Point-in-Time and Housing Inventory Count Deadline February 6th!

Sheltered & Permanent Housing Projects

PIT/HIC night counts have been concluded. Users will now need to run, correct & submit their D006 & D007 reports.

Users can view the HMIS Point-In-Time & Housing Inventory Count Process to familiarize themselves with the PIT/HIC process.

All PIT submissions are due by February 6th!

RRH, PSH, and OPH Projects

Run and submit an accurate D006 - 0628 HIC Supplement Report.

ES and TH Projects

Run and submit an accurate D007 - 0630a Sheltered PIT Report.

Submission Links

The Agency contact person will be receiving follow-up questions after submission:

If all eligible projects have been submitted & approved by the Data Center, we will need the user to confirm their project details.
If there are missing projects or the project report needs updates, we will need the reports corrected and re-submitted.

Please respond to all Data Center emails in a timely manner!

Submit the HMIS@NCCEH Bed & Unit Inventory Update Form to make sure your Housing Inventory Count is up to date.

Unsheltered & Non-HMIS Projects

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

For Durham, please review Housing for New Hope's informational PIT Count webpage
For NC Balance of State, please visit our NC Balance of State-specific PIT and HIC webpage for more detailed information!
For Orange, please coordinate with the Partnership to End Homelessness

A020 Reports Due March 1st!

The A020 Data Quality monitoring reports are due March 1st

Users will need to run these reports individually, correct errors, and submit their projects.

Reports will be due on March 1st for the October 2023 – January 2024 reporting period. Start running your reports today to stay ahead of reporting errors!

Past training on the A020 report can be found on the Data Center News Archive page:

Use the Data Quality March 2024 Submission link to submit your reports once complete.

HMIS@NCCEH System Changes

The Data Center is Hiring!

The Data Center is currently hiring qualified individuals to join our team!

There are two open positions:

Data Center Project Specialist- Data Center Support
Data Center Project Specialist- Training and Learning Management System Specialist

If you or someone you know is a suitable candidate, visit our Join Our Team webpage for the Job Description and Application Submission Link. We look forward to welcoming new members to our team to better help our HMIS users!

New User Trainees Test Client Resubmission

As the Data Center continues to receive new user requests and works through trainee test clients, we have noticed an issue with the re-submission of test clients.

Trainees may receive feedback fixes for their test clients from the Data Center. Trainees must update their test clients according to the errors listed. After the test clients have been fixed, trainees will need to navigate to the Learning Management System (LMS) to re-submit the test clients again.

The Data Center will not know that test clients are ready for a re-check unless we receive a submission!

Updated HMIS Canned Dashboard Reports

WellSky (our HMIS vendor) has announced final updates to the CoC APR & the ESG CAPER reports to the FY24 Data Standards will be released this week! Users will soon be able to run these reports with complete and accurate results.

Other HMIS canned reports still set to be updated:

CE APR and SPM Report – February 15, 2024
PATH Annual Report – March 7, 2024

We will update users once the remaining reports have been updated in HMIS. Grantees should reach out to the HUD Field Office to request an extension for due to software vendor issues.

Spanish Translated Privacy Documents

Spanish-translated privacy documents are now available!

NCORR has provided us with new Spanish-translated privacy documents. Users can now access the Privacy Sign, Privacy Notice & the Release of Information all in Spanish!

The new documents can be found on our Administrative Documents page under the Privacy Guidance + Documents Section.

Teresa will be on Extended Temporary Leave

Starting on February 13, 2024, our Project Specialist Teresa, will be out of office on an extended leave until April 3rd. That said, our team appreciates your extra patience in responding to and following up on tickets, HMIS trainees, and requests. We will do our best to follow up with you as soon as possible.

If you have any questions for Teresa, please feel free to contact the Data Center at hmis@ncceh.org

Training & Resource Round-Up

System Updates Meeting

Agency Admins should attend the monthly meeting on the first Wednesday 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 Next System Update Meeting: February 7th!

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

10 -11 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 94 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!