HMIS User MeetingJuly 2018

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Agenda● Clarity Migration Update – Erin● HMIS Policies and Procedures – Erin● Looker – Casey● City Prior to Entry/Last Known Permanent Address – Casey● HMIS Survey - Chris● Housing Move-In Date – Mai● Entry Date by Project Type – Elizabeth● CFCOC Data Entry - Elizabeth● Updated Client Consent - Adriana● Household Management - Adriana● Q&A

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Clarity Migration UpdateServices and Case Notes

● 211OC has completed testing for the case notes migration; BitFocus will migrate data into the live site very soon

● 211OC has completed testing for the services migration; BitFocus is correcting issues

Coordinated Entry● Will be sending BitFocus updated exports for Coordinated Entry so they can complete a test migration;

cut off date to add clients or update the Prioritization List will be determined when test migration data is received

○ This was postponed due to issues with the status formula on the Prioritization List● Initial migration will include families only active as of March 1st● Access points will need to complete a VI-SPDAT and create an HMIS enrollment for their client in order to

correctly capture chronically homeless data● 211OC will be separating out document files so each document is separate in Clarity, instead of one PDF

document per client○ This will allow users to easily see which documents the client has in HMIS

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Policies and ProceduresBiggest Changes

● Data requests for regional and sub-regional data must be completed using the Data Request Form, and must be approved by the CoC Board if the request meets the criteria below.

● Added Data Quality Plan● Police Departments cannot see client history in HMIS, and cannot participate without CoC

Board approval unless they are required to participate due to receiving federal funding● Clients need to be able to easily see which agencies are participating in HMIS

Once approved by the CoC Board, all users will need to review the updated Policies & Procedures and sign the updated User Agreement.

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Looker● Clarity held a webinar training for OC HMIS Agency Administrators on

Clarity's adhoc reporting function, Looker, on July 10th. ● The recording of this webinar is now available here! ● Have you tried Looker yet?● Thoughts, questions, or concerns about Looker? Please submit a

ticket!

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City Prior/Last Known Address● On August 1st two new questions will be added to the Entry Screen for all

clients:○ “What city were you in immediately prior to entry into this project?”

■ The answer should be the city in which the client was “residing” (sleeping) in on the night before they entered your project.

■ Answer options will be a drop-down selection with a list of all cities in Orange County, in addition to “Client Doesn’t Know,” “Client Refused,” “Data Not Collected,” and “Outside Orange County.”

○ “What was the city of your last known permanent address?”■ The answer should be the city in which the client last lived in a

permanent housing situation for 90 days or longer.■ Answer the question by typing in the city the client last lived in

permanently.

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City Prior/Last Known Address

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HMIS SurveyOur second HMIS User Survey is posted onto ochmis.org!

Please share your thoughts on communications and trainings from our HMIS team, as well as the implementation of Clarity. The survey will only take 7 minutes, and is extremely helpful for us as we move forward!

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Housing Move-In Date● HUD Data Standards: Housing Move-in Date must be collected once between the project

start date and project exit date, specifically at its “Occurrence Point” for all RRH, OPH, and PHS projects

● Clarity has made ‘Housing Move-in Date’ available in 3 different tabs in HMIS: ○ Enrollment Screen○ Exit Screen○ Status Update Screen.

● Clarity HMIS does not flag multiple entries for this field - There should only be ONE Housing Move-in Date for each client

Possible Solutions:1. Remove the field in both Status Update screen and Exit screen - to avoid multiple Housing

Move-in Dates OR…2. Only remove the field in the Exit screen and keep it in the Enrollment screen and Status

Update screen

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Entry Date by Project Type

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Project Type Project Start Date in HMIS

Street Outreach Date of first contact with the client

Emergency Shelter Night the client first stayed in the shelter. Night by Night shelters will allow clients to re-enter as necessary without "exiting" or "restarting" for each stay for a period of ~ 90 days

Transitional Housing/ Safe Haven

Date client moves into residential project, the client’s first night in the residence

Permanent Housing, including RRH

Date client was determined eligible:● Information provided by the client or referral indicates they meet admission criteria ● Client has indicated they want to be housed in the project● Client is able to access services and housing through the project

(e.g. project has an opening or will soon)

Service Projects (Services Only, Homeless Prevention, etc).

Date client first began working with the project and generally received first provision of service

CFCOC Data Entry● As of 7/1/2018, all CFCOC-funded agencies are required to enter CFCOC data

in HMIS● In Clarity, agencies are only required to track the following:

○ CFCOC Entry Questions: Receiving Services, Bed Night Start and End Date○ CFCOC Services:

■ Developmental screenings/assessments■ Assist children with their health insurance■ Link children to a health care home■ Information and Referral■ Parents Participate in Reading Program■ Case Management

Enter CFCOC Data in Clarity

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CFCOC Data Entry: Tips ● Bed Night Start: Date of the client’s first bed night provided by CFCOC. Not

necessarily the same date as Program Start Date.

● Bed Night End Date: Leave blank until the client no longer receives bed nights from CFCOC. This date should coincide with the last date the household is eligible to receive CFCOC-funded services (child is no longer age 0-5), or the exit date.

● Bed Night Start and End Dates are used to track the clients total CFCOC bed nights in the project

● Services: Enter services as they occur. In most cases, the Start and End Date fields should be the same.

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Updated Client Consent Form● Client Consent Form was updated to include a link with a list of Agencies that participate in OC HMIS● The inclusion of this list responds to the clients’ right to be informed about the agencies with whom their

information is being shared○ The digital version of the form was updated in HMIS○ A link with the list of agencies that currently are contributing data to OC HMIS was included the English

and Spanish Client Consent Forms ○ A printable version of this list can be found in the Contributing Agencies section of our website, and

should be available for clients upon request

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Household Management UpdateHow to remove a client from a household when the client is enrolled in a project with other household members

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Next Meetings● Webinar on September 5th● In person meeting on October 3rd

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Q&A

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