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Balance of State HMIS

Genelle Denzin, Matt Dicks, Rhonda Taylor from Coalition on Homelessness and Housing in Ohio . Balance of State HMIS. HMIS Contact Information. COHHIO: 614.280.1984 Genelle Denzin, extension 23, genelledenzin@cohhio.org Matt Dicks, extension 20, mattdicks@cohhio.org

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Balance of State HMIS

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  1. Genelle Denzin, Matt Dicks, Rhonda Taylor from Coalition on Homelessness and Housing in Ohio Balance of State HMIS

  2. HMIS Contact Information COHHIO: 614.280.1984 • Genelle Denzin, extension 23, genelledenzin@cohhio.org • Matt Dicks, extension 20, mattdicks@cohhio.org • Rhonda Taylor, extension 16, rhondataylor@cohhio.org

  3. HCRP Training • This is *not* a technical training. • Most of what we say today applies only to the Balance of State HMIS implementation. If you’re not in the Balance of State, you will want to ask your HMIS Lead how they want you to handle HCRP. • Now’s the time for questions and concerns as this is not a done deal yet.

  4. Providers in HMIS Shelters, TH, and PSH Rapid Rehousing/Prevention • Keep entering into the same provider as always • Keep using the HUD Entry Exit Type • Enter these clients into a new provider (that hasn’t been created yet) • Use the HUD Entry Exit Type • You will need to enter services for these programs. Further guidance to come.

  5. What about Current Clients? • You will need to exit ALL HSP clients as of December 31, 2012 from your HSP program • You will then enter them into your HCRP provider as of January 1, 2013. • There will be further guidance on the details of this.

  6. Changes to the HUD Assessment Coming! • Our current HUD assessment contains 66 questions. • Any data elements that would be removed from the HUD assessment could still be collected from other assessments as needed. • Further details about this change will be released as this change moves forward. HUD requires 22.

  7. ResourcePoint • What is ResourcePoint? • A free module within ServicePoint allowing users to locate services for clients, making referrals easier. • Relies on program data in ServicePoint being complete and accurate. • Can track what services are available from each program, contact info, hours, etc. • Agency Admins can maintain provider data!!

  8. Coordinated Intake & ResourcePoint • ResourcePoint currently only helps with HMIS-participating agencies since those are the only agencies in ServicePoint. • We will be adding non-participating providers into HMIS in case Homeless Planning Regions want to use ResourcePoint for Coordinated Intake. These are the providers that are on the HIC but not in HMIS. • No physical addresses will go in for DV providers.

  9. Interims and Followups • Interims are records within ServicePoint that track events that happen during a program stay. (e.g. an increase in income or non-cash) • Followups are records within ServicePoint that track any followup data gained after a client’s exit. • New data is attached to a date specified by the user.

  10. Monitoring Data Quality • Run the CoC APR and look at Question 7 for missing and null answers • Run the CoC APR Detail and look at Tab B to locate clientIDsfrom Q7 of APR • Monthly Bed Utilization reports from ODSA • Compare with Entry/Exit report or • Run Bed Utilization Detail • Monthly Completion Summary from ODSA

  11. Effectively Correct Data • Use the Entry pencil to fix data associated with the clients data on the day they entered • Use Backdate in conjunction with Assessment Tab to make program updates that are after the Entry but before Exit (in lieu of Interims model) • Use the Exit pencil to fix data associated with the clients data on the data they exited • This applies to both initial data entry and any time you return to a client for corrections

  12. Standardize Data Entry • Non-cash benefits should be entered for all household members who benefit but where there is a dollar amount it only goes to one persons record. • Income sources should be entered on the record of the client to whom the income belongs. Ask yourself, ‘If the client leaves the household does the money go with them?’ • All answers must be HUD standard responses. If the answer doesn’t have (HUD) at the end then pick the most accurate answer that does.

  13. Enter Data As – Data Entry • Always select the program or project for whom you are entering data from the ‘Enter Data As…’ button before you begin data entry or make corrections. • You may even have to change your ‘Enter Data As…’ provider from one client to the next if you are working on clients in different programs. • Never enter client data from the Administrative level. For example, if your default is at the MHRB Board, CAA, or MHA level, you have to choose the program from ‘Enter Data As…’ before you begin data entry or make corrections

  14. Reporting in ART • Regardless of which program you select in ServicePointyou also have to pick your Enter Data As provider in the ART prompters every time you run a report. • The Effective Date must always match the End Date prompt. • If you can’t Save reports when they are done you need to install the Firefox or Chrome web browser.

  15. Questions

  16. HMIS Contact Information COHHIO: 614.280.1984 • Genelle Denzin, extension 23, genelledenzin@cohhio.org • Matt Dicks, extension 20, mattdicks@cohhio.org • Rhonda Taylor, extension 16, rhondataylor@cohhio.org

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