Safe Harbors Quarterly Partner’s Meeting

August 25, 2015

Northgate Community Center

Agenda Review Welcome & Introductions Announcements HMIS Vendor RFQQ Update 2015 HMIS Data Standards Changes Annual Homeless Assessment Report

(AHAR) Prep HMIS Client Consent and Revocation

Forms Program Inventory Chart Process Q&A Prize & Adjourn

Welcome

Announcements

Permanent Safe Harbors ASR David Wong

New Safe Harbors Team Member (TES)

Yasin Darmulo

Announcements

Updated Safe Harbors Agency Support Listing – Safe Harbors website

Updated Client Consent and Revocation Forms – Safe Harbors website

Translated Client Consent and Revocation Forms – Safe Harbors website

HMIS Vendor RFQQ Timeline & Process 5 vendors submitted their proposals to

Commerce and have been evaluated within the Vendor RFQQ process. Vendors Include: Adsystech

Bitfocus

Bowman Systems

Case Worthy

Client Track

HMIS Vendor RFQQ Timeline & Process

All five vendors progressed to Stage 2 of the Selection Process

Stage 2 began March 31st and was extended to include further due diligence through August 31st. Due diligence included: System Demos, User Group Testing

Data Integration Testing, Site Visits to the vendor’s customers

HMIS Vendor RFQQ Timeline & Process

Next Steps Vendor Selection – September 1st!

If a new vendor… Contract Negotiations – September – December

January 2016 – New Contract in place

March 2016 – Old contract expires and will be extended to allow for data migration and future “Go Live” date

If new system, “Go Live” will be planned for summer 2016

HMIS Vendor RFQQ Timeline & Process

Next Steps If a new vendor…

Safe Harbors Steering Committee will decide if they will go with the selected vendor in September

Safe Harbors will evaluate future Data Integration requests

Safe Harbors will lead agencies through the migration, testing, training and implementation of the new system

HMIS Vendor RFQQ Timeline & Process

Questions?

2014 HMIS Data Standards Collaborative effort between HUD, HHS, & VA

Data Standards went into effect on October 1st 2014

See the Safe Harbors Website for the following information: Data Collection Requirements

Intake and Exit Forms

Safe Harbors website – www.safeharbors.org

General Information Available on www.onecpd.info

2015 HMIS Data Standards Updates

HUD published updates to the data standards recently effective October 1, 2015

HUD has mandated system updates should be in affect by October 1st

We will be advised as to when the updates will take affect in the HMIS System

Training materials and or webinars will be provided

See Safe Harbors website for the short informational notice from HUD.

AHAR Basics

The Annual Homeless Assessment Report (AHAR) is a report to the U.S. Congress on the extent and nature of homelessness.

The AHAR uses aggregate HMIS data from communities across the country.

The AHAR is also a good tool for communities to assess the quality of their data in HMIS.

AHAR Basics

The AHAR reports data on people served during a 12-month period, from October 1 through September 30 of the following year.

The AHAR is designed to:

Develop an estimate of the number of homeless people nationwide;

Estimate the number of people receiving assistance in permanent supportive housing (PSH);

Create a descriptive profile of people experiencing homelessness and people residing in PSH;

Estimate the nation’s capacity to house homeless people.

AHAR Data

Emergency Shelter, Transitional Housing, and Permanent Supportive Housing programs are included

Homelessness Prevention and Rapid Re-Housing Programs (HPRP), Safe Havens, Permanent Housing, and Service Only programs are NOT included

Domestic violence programs are NOT included

AHAR Timeline

Report Period: Oct 1, 2014–Sept 30, 2015

Report Draft Due to HUD: Nov 14th

Final Report Due to HUD: Dec12th

AHAR Data Clean-up

Agency Support Reps have been in contact with you regarding data clean-up

Common data clean-up:

Data completeness on Universal Data Elements

Utilization rates

Date of Birth or Program Entry Date errors

HMIS Client Consent and Revocation Forms

New forms updated on Safe Harbors website

Client Consent form

State law requirement for client to enter information into the HMIS

Not program specific

Client can refuse consent

See FAQ for form procedures

Client Revocation

Process for client to revoke consent from the HMIS

Not program specific

Housing Inventory Chart Process

Submit Inventory changes via the Safe Harbors website:

http://www.safeharbors.org/homelessprogramchart.htm

Quarterly Review

Updates to the Data Quality and Contract Monitor Reports

Future: Common Definitions, Contract Monitor review, Inventory in the HMIS

Questions & Answers

Raffle & Prize

Adjourn