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Empowered Case Management Implementation Update: March 2013 CT HMIS Data Coordinator Meeting

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This document outlines the key updates and discussions from the March 2013 Connecticut HMIS Data Coordinator Meeting, focusing on the implementation of the Empowered Case Management™ system by Empowered Solutions Group (ECM, ESG). It highlights the need for a competitive RFP, advantages of new functionality, and integration with existing data systems to enhance case management and HUD compliance. Key topics include data conversion processes, roles of stakeholders, the importance of communication, and expectations for providers and Continuums of Care (CoCs) to ensure a successful transition.

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Empowered Case Management Implementation Update: March 2013 CT HMIS Data Coordinator Meeting

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  1. CT HMISEmpowered Case Management: Implementation Update March HMIS Data Coordinator Meeting2013

  2. Technical Platform Choice • Empowered Case Management ™ by Empowered Solutions Group (ECM, ESG) • Competitive RFP • CT HMIS Steering Committee with Nutmeg Consulting management of process • Functionality advantages • Case Management • HUD compliancy reports • More accessible ad hoc reporting • Statewide Implementation

  3. CT HMIS Opportunities • Old system was not sustainable • New system more flexible, user friendly • Better able to get “data out” to meet performance expectations for HEARTH, ODCT, VITALs, etc • Allows for better integration with other data systems • Web-based; supports community and case management, not just H. Assistance

  4. Implementation Framework: Program List, CoC Implementation Order

  5. Data ConversionWhat is it? How does it happen? • Mapping and loading data from old system to new system • Need new data element valid values • Need mapping decisions when not 1:1 correspondence • Write programs to perform the mapping • Review converted data • Likely to require data cleanup • Conversion generally requires multiple attempts

  6. Data ConversionMulti-disciplinary Roles and Responsibilities • Data element review & decisions • CCEH, CT HMIS Steering & Performance Measurement Committee, Nutmeg, ESG • Conversion program development & testing • Nutmeg, ESG, programs (for testing) • Running conversion programs for each CoC • Nutmeg, ESG • Data check out • Nutmeg, program, CCEH • Data cleaning • Nutmeg, program

  7. Workflow Design: Key Topics • Data Sharing • Statewide Sharing • CoC Sharing • Policies and Procedures • Integration with Coordinated Access • Emergency Shelter Discharge • Review of current methods • Detailed assessment of ECM functionality

  8. Project Status • Core Planning Group established • CCEH, Nutmeg, ESG • Stakeholder Kickoff meeting under construction (end of March) • Comprehensive implementation plan under construction

  9. CCEH Staff Roles & Responsibilities • Field staff: Assist in communications and state preparedness for conversion. Serve as points of contact for questions. • Data staff: Assist in conversion nuts & bolts, testing, recommendations around data element review • Management of implementation and data conversion. Convenes CT HMIS Steering Committee

  10. Expectations for Providers & CoCs • Imperatives and issues • Data sharing • Data quality review activities • Clean up, testing, communication • Ensure thorough communication so programs, case managers, HMIS users, Executive Directors, committee members, etc all have consistent and clear information

  11. Discussion • How can HDCs be most valuable to conversion? • What do HDCs need to know in order to feel prepared? • What functionality do HDCs hope not to lose? (ieServicePoint pieces that help you to do your work) • Any current processes for HDCs to collaborate on their data work with others in programs? In CoCs? • Do HDCs know how data are used by their programs and CoCs other than for reporting to DSS?

  12. Discussion Concerns & Questions Questions? Ideas? Contact szucker@cceh.org

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