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Featuring…
- Spotlight: NEW CHG Performance Tracker Dashboard available
- Data dashboards updated
- Updates:
- Recent data quality training added to HMIS Learning Site
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NEW HUD data standards
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NEW Guide to entering Consent Refused and Domestic Violence Client Information in HMIS
- Annual Expenditure Report
- Opportunity: Ruckelshaus Center Workshops available in August
- Data Quality Check: Element 4 Consistency
- Data Security Corner: HMIS Access for Users
- Reports Corner: Housing Census
- Help Desk: How to fill out HMIS HelpDesk Ticket Form? There’s a new resource to help.
Spotlight: NEW CHG Performance Tracker available
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Check out the new version of the Consolidated Homeless Grant (CHG) Performance Tracker Dashboard V2. This dashboard has added equity measures and disaggregated performance measure outcomes. The purpose of the dashboard is to provide CHG Grantees a tool to easily monitor progress in meeting the performance requirements outlined in their CHG contract. Because each community has established performance benchmarks using local baseline data, it is not appropriate to compare the performance outcomes of different communities.
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Data dashboards are updated
Updates
Recent data quality training added to HMIS Learning Site
We hosted a HMIS Data Quality Training in July for HMIS users across the Washington Balance of State (BoS). Current HMIS users can now view the video recording and PowerPoint slides on the HMIS Learning Site. For current HMIS users that already have a learning site account, access the training at any time. For HMIS users that do not have a learning site account, sign up for access using the training and new user application form.
NEW HUD data standards
HUD released the newest edition of Fiscal Year (FY) 2024 Homeless Management Information System (HMIS) Data Standards. They will be implemented in HMIS beginning October 1, 2023. These data standards updates include an updated HMIS Data Dictionary and HMIS Data Standards Manual.
HMIS users – Leading up to the October 1 launch date, HMIS Users must complete training that covers data element changes and the impact of updates. Make sure to review yesterday’s email about data standards updates and requirements. Training must be completed in September!
Through September 30, 2023, the FY22 Data Standards (in use since October 1, 2021) will still be in effect. Don’t make any changes to internal paperwork or data collecting processes just yet!
Questions? Submit an HMIS HelpDesk ticket.
NEW Guide to entering Consent Refused and Domestic Violence Client Information in HMIS
The new guide combines previous versions of the Consent Refused Client Profile Instructions and DV Providers Guide into one document. Check out the new guide. It is available on the HMIS website under the heading How-To Guides.
Annual Expenditure Report
Commerce and your county Consolidated Homeless Grant (CHG) Lead are working on the Annual County Expenditure Report for State Fiscal Year 2023 (July 1, 2022 – June 30, 2023). Between now and September you might get questions from your CHG Lead to help review your organization’s HMIS Housing Inventory and complete the report. This report is an accounting of all expenditures made during SFY 2023 for all projects in your county that:
- Provide housing or services to people experiencing homelessness, or
- Are funded by: Local homeless document recording fees (RCW 36.22.179-1791) or Local affordable housing fees (RCW 36.22.178) or Commerce homelessness assistance programs.
Commerce has been collecting and reporting on this information for many years. It is the responsibility of the CHG Lead per program guidelines (Section 2.1.4.2) and is required by state law (Section 9 beginning on page 15 of 2018 House Bill 1570). If you have questions about the Annual County Expenditure Report, please reach out to brian.fullerton@commerce.wa.gov.
Opportunity: Workshops available in August to shape emerging options for a strategy toward housing security
The Washington State Legislature tasked the William D. Ruckelshaus Center with facilitating discussions that inform principles, options, and recommendations for a long-term strategy toward housing security. The Ruckelshaus Center is facilitating virtual workshops for participants to shape emerging options identified in previous conversations. Participants will engage in guided discussions about how to refine these options. Those with knowledge and experience related to homelessness or housing insecurity are invited to attend. All are welcome!
More information is available on The Ruckelshaus Center website. Please RSVP to attend.
Data Quality Check:
Element 4: Consistency
Let’s get comfy with data quality. Data quality has four elements: completeness, timeliness, accuracy, and consistency. We are focusing on one data element each quarter.
Consistency is the degree to which all data is equivalent in the way it is collected and stored. It is a measure of how equally the data elements are explained, interpreted, and entered into HMIS. Learn more in the Consistency article.
Data Security Corner:
Let’s do our part to keep our client data safe and confidential.
What to do if you lose access?
If you enter the wrong password three times your account will be locked. The good news is your account will automatically unlock after one hour. If you know your password but it was entered incorrectly, you can wait an hour and try again. If you get locked out of your HMIS account and don’t know your password, submit a HMIS HelpDesk Ticket to get your password reset.
However, keep in mind that if a user has not signed into HMIS in six months or more, their account will be deactivated. If this happens, they will need to go through HMIS training before they can get access again.
Reminder: Do not to share HMIS logins
Each HMIS User’s user name and password is for their use only. Do not share it with anyone else. All HMIS Users have a responsibility to maintain the confidentiality of Client information in HMIS.
The only individuals who may directly access HMIS Client information are authorized Users. Each User has their own account and must undergo HMIS training before they get access to HMIS and client data.
Reminder: Password Protection
Users should not use the browser capacity to remember their passwords. Instead, enter the HMIS password each time HMIS is opened.
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Reports Corner:
Housing Census
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We examine a report or reporting-related topic every quarter to help you take ownership of your data.
The [HSNG-108] Housing Census provides a day-by-day account of the bed occupancy during the reporting period. This report is for housing and shelter programs. It helps agencies with night-by-night checks. Learn more in the Housing Census article.
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Dear HMIS Help Desk:
How to fill out HMIS HelpDesk Ticket Form? There’s a new resource to help.
Running into technical issues and not sure who to call? Don’t worry — the HMIS team has your back.
One of our readers writes:
Dear HMIS team,
I want to submit a HMIS HelpDesk ticket, and I want to do it right but I am confused.
I am not sure which issue to choose for the “issue you need help with” field. Also, I don’t want to leave out any important information. How do I know what to include?
Do you have any tips for me when I am filling out a HelpDesk ticket? Thanks!
Just checking,
Learning in Lewis
Dear Learning in Lewis,
Thanks for your question.
Submitting a HMIS HelpDesk Ticket is the way to submit any and all HMIS questions and edits. This ticketing system helps us track tickets, answer requests in a timely manner, and lets us know which issues pop up most regularly for users.
It can also be a little confusing what issue option to select and when or what additional information is needed. To help make it a little easier, there is now a HMIS HelpDesk Ticket Definitions Cheat Sheet. It explains what the different issue options mean and what additional information is needed. This great document should help when you are not sure what to select.
Where to find this helpful ticket definitions cheat sheet? Find the ticket definitions cheat sheet link on the HMIS Helpdesk Ticket Form under the ‘Please select the issue you need help with’ question and on the HMIS website next to the Helpdesk Ticket Form link.
Pro Tip: Save the HelpDesk Ticket Form and Ticket Definitions Cheat Sheet in your Favorites, so that you are ready for any question.
Best wishes,
HMIS team
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