August 2021 Updates
August 11, 2021
Data Quality Plan
DQ Reports are being sent!
The Federal Fiscal Year APR/CAPERs are being pulled for every SO, ES, TH, RRH, PSH, HP using HMIS right now! Expect these reports by the end of next week, if you haven't received them yet.

The Data Center is sending all HMIS users their agency's reports annotated with data errors, issues, and/or questions. These annotated reports will show you where improvements can be made.

You will want to take the time to review these items and make corrections prior to our next routine report run. Correcting and managing the data now will prevent mass data corrections at the end of the fiscal year!

For more information on how to run the APR, review the How to Run and Read the CoC-APR Guide!
Upcoming Training and Resources
HMIS Users Meetings
Computer screen with comment boxes
Your August HMIS Users Meeting reviews the Data Quality Plan reports, new resource for Agency Admins, and an updated HMIS Calendar look! Join this discussion and learning session for your CoC!

Agenda
System Updates - Data Quality Plan's annotated report and corrections
How Can We Help - Agency Admin responsibilities, Street Outreach reminders, New funding = new projects
What's Next - Calendar
Demo & Troubleshooting - Audience requests for review

Dates & Links
Durham CoC - August 26th at 10 am
Orange CoC - August 2nd materials posted! Next meeting Sept 13th due to Labor Day!
DQ Report Training
Are you wondering how to make corrections now that your DQ Reports are being sent? Join the Data Center Tuesday, August 31st for a Data Quality Report Training. If you're not able to join your HMIS users meeting this month or just want a more detailed review, register for this training!

Training Details:
Tuesday, August 31st
10:00 - 11:30 am
via Zoom webinar emailed to registrants
September Data Standards Training (required)
HUD updates Data Standards every two years, and this October 1st, we have an update! New responses and data element requirements will impact all projects - no matter your project type or funding source.

All HMIS users must attend training in order to be ready for changes on October 1, 2021.

Save the Date!
September HMIS Users Meetings will be converted into HMIS Data Standards Trainings open to any user across our 3 CoCs. That means you can join any of these for updates:

You can register for whichever training works for you on the NCCEH Calendar.
When do you need to contact the Data Center?
Funding Changes
We will always ask you for funding information around Housing Inventory or Longitudinal System Analysis reporting seasons. HUD requires this basic information for every project in HMIS regardless of whether HUD funds it or not! Save yourself the headache later by sharing this info as soon as possible!

New Funding Source or Activity Type?
95% of the time, new funding means you must record client data in a new HMIS project. Otherwise, you cannot accurately report on funding outcomes like how many folks were served or how many households access stable housing.

We want to help you plan for data collection and entry before you begin services. If you do not coordinate with the Data Center before the funding is used, you risk a lot of data clean up. Keep us in the loop from the beginning to avoid the pain of back-dating months of data in HMIS!

Renewed Funding
If existing sources of funding are renewed, first celebrate! Then email us at the Data Center with confirmation of the projects impacted, new Grant ID, and if the funding year has changed.

Ending Funding
If your funding source is over, expired, or given back for some reason, please email the Data Center with the relevant project info. In addition, we'll 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.
Annual State ESG Grantees
CAPERs must be sent by 8/16!
The State ESG Office has asked for all Annual State ESG grantees to submit a copy of the ESG-CAPER by Monday 8/16. The Data Center recommends that you submit the PDF copy so you can easily review your data before sending to the ESG Office.

For instructions, check out the How to Run and Read the ESG-CAPER Guide on our Training & Knowledge page!
HMIS@NCCEH Operating Policies & Procedures
New version available!
The HMIS@NCCEH Advisory Board has reviewed and approved updated Operating Policies & Procedures for our implementation. This P&P lays the groundwork for how our HMIS works to ensure accuracy, consistency, and compliance. The annual review focused changes around aligning names/references, clarifying the role of funders and contractors in the system, and the updated Data Structure Tree.

The roles of different users are also outlined in the P&P. A one-page guide to Agency Administrator Roles and Responsibilities linked within the P&P was also updated to reflect the scope of this key role for Agencies participating in HMIS!

Copies of these two documents are always available to reference on the Data Center's Admin webpage for your reference.
Reminders
Understanding the Economic Impact Payments and the Child Tax Credit
The National Alliance to End Homelessness has a put together some helpful explanations of the Child Tax Credit that has started being delivered to folks with children across the country. To receive this estimated tax credit (way ahead of when most of us file 2021 taxes), certain steps must be taken by filers and non-filers. Use the NAEH Brief to keep track of the tools and connect your clients!

New to HMIS or just missed a meeting?
Make sure to check out our News Archive page for links to past email updates and user meetings slides or recordings.

Any other questions?
If you have questions about data collection from clients, reporting, or anything else HMIS related, please reach out to us at helpdesk!
NCCEH Data Center | 919.410.6997 | hmis@ncceh.org