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1. HMIS Data Coordinator Meeting November 2012 Help@NutmegIT.com Nutmegit.com Provided by: P W

2. Before we get Started • This meeting is for you, please ask questions. • Very open format. • You are on mute, if you have a question either type in it the Chat Box or select the Raise Hand button. • Your feedback on the format and content is important, we want this to be useful and informative to you. • The meeting is being recorded and will be posted on CTHMIS.com

3. Agenda • AHAR Update • NOFA HMIS Exhibit Two Information • Are you using the new HMIS Consent Form? • Access the new Data Quality Report posted on CTHMIS.com • Updating program Bed and Unit information in Service Point. • Chronically Homeless Update- DSS Emergency Shelters • Have you run a D102 report? • CCEH Emergency Shelter Discussion Cont.

4. AHAR Update • First Submission for CoC’s were done one day prior to the November 15th deadline. • Next is the Veteran Data first submission due December 15th. • We see no issues with meeting this date. • Stratford CoC All Persons 100% complete • Next comes the big part: • Cleaning up data issues • Answering questions from HUD on data items. • We will be sending to the CoC chairs what the first data submission looked like for their review.

5. NOFA • It has been brought to our attention that HUD has added some additional data items for the Exhibit Two. • Nutmeg will be working on a report so that you will be able to obtain the data from HMIS. • We will be needing some information however from you all. • We will be sending an email to the HDC group this week, please keep an eye out for it and respond ASAP.

6. New HMIS Consent Form • Earlier this year a new HMIS Consent form was sent out. • The initial target was for all Emergency Shelters to begin to use it. • Now we need to find out if you all have incorporated the new HMIS Consent form for your other programs. • We will be contacting agencies to see if you are using it.

7. Data Quality Report • Spring of this year we introduced a new snap shot Data Quality Report. • Since then we have been working to perfect it and it looks pretty darn good now! • It can be accessed through the CTHMIS.com website.

8. Data Quality Report • On the left hand side of the website log into CTHMIS.com: • After you have logged on you will be able to access the Data Quality Report from the right hand side.

9. Data Quality Report • You then can access any month that is posted. • Let me now review the report with you. • If you have questions about the report please contact the Help Desk

10. Bed and Unit Information • As an HDC you are to have Agency Admin user status. • As such you can go in and update certain agency information within Service Point. • PROVIDE agencies would need to contact GTI to update this information. • The section we are reviewing today is: Bed and Unit Inventory.

11. Where to find this information • First log onto HMIS. • Then at the top tabs click on the Admin tab. • From there choose Admin Provider. • If you don’t have the Admin tab you are not an Agency Admin and need to attend a training.

12. Where to find this information • Once you click on Admin Providers you will need to open all the information by clicking on the little box that says :”Expand All” • The you will go down to where it says Child Providers and click on the first program you want to go into. • Then look for the section that says ”Bed and Unit Inventory” and click on it to enter this section.

13. Where to find this information • If you see that you already have something created here that is great! • That means that Nutmeg has already done it for you.

14. Filling out the Information • Only fill out what applies to you. But concentrate on the highlighted sections below.

15. Filling out the Information • If you have any questions please contact the Help Desk.

16. Chronically Homeless Chronically Homeless is calculated by the system based on the following questions "Yes" to any of the following: • Do you have a disability of long duration? • Physical health affects income and/or housing • Any history of mental health issues? • Have you ever been told you have HIV or AIDS? • Any history of substance use issues? NOTE: Yes to any of these should also signal you to supply yes to “Disability” questions. AND "How long since you had a home/perm place to live?" equal to “year or greater” OR "In last 3 yrs, # of homeless eps." equal to "four or more times".

17. Chronically Homeless

18. D102 User Status Report • As an HDC you should be making sure that your users are using HMIS on a regular basis. • One way to do that is running the ART D102 User Status Report. • This report will tell you how long it has been since the last time a user has logged on last. • Nutmeg uses this report to determine when a user should be deleted due to inactivity. • Normally 365 days means we will delete a user for inactivity. • There are certain circumstances however when we might delete a user sooner.

19. D102 User Status Report • (D) System Administration • Select the second D102 Report. • Fill out the prompts and run the report.

20. D102 User Status Report

21. CCEH Discussion Item • Last month we discussed the following question: • Question how can we overcome this and get some quality data for CCEH to use and track when people are leaving shelters for housing opportunities? • Discussion points were posted on CTHMIS.com last month. • Lets review before we start again.

22. Open Mic Questions or Comments??

23. Next Month and Beyond • There will be no meeting in December. • We will have two meetings last week of January. • Dates and registration links will be sent out.

24. P 866-721-HMIS (4647) W CTHMIS.com E HMIS@NutmegIT.com