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Featuring…
- Spotlight: Updated OHY Performance Tracker
- Data dashboards updated
- Updates:
- PIT 2024 Timeline
- HD Grantee Training webpage announcement
- Advancing Racial Equity through Data and Performance Initiatives Presentation
- Racial Equity Performance Data and Technical Assistance Page
- Data Security Corner: Client PII over email
- Reports Corner: HMIS Reports Crosswalk
- Data Quality Tip: Reminder to run reports to fix data
- Help Desk: HMIS consent and you
- We're Hiring!
Spotlight: Updated OHY Performance Dashboard
The recently updated Office of Homeless Youth (OHY) Performance dashboard now includes a section for “Reporting Period To-Date” measures, which will help staff monitor progress for a specific timeframe. Dashboard users can filter to a time frame, such as a state fiscal year, to view overall performance measures for that year.
This dashboard helps monitor performance and ensures best practices for grantees who receive funding for:
- Independent Youth Housing Program (IYHP)
- Young Adult Housing Program (YAHP)
- Young Adult Shelter (YAS)
- Street Outreach Services (SOS)
- Transitional Living Program (TLP)
- HOPE and Crisis Residential Program (CRC)
The dashboard includes data from the last three years to the most recent complete quarter.
Data dashboards are updated
Quarterly dashboards will include data for the fourth quarter of SFY 2024 (July 1 through September 30, 2023) by the end of November:
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Check out all available dashboards on the Data and Performance Unit | Housing Division page.
Updates
PIT 2024 Timeline
The Point-in-time (PIT) count season is starting. Information will be sent out to participating agencies as we get closer to the event, including about training opportunities. While everyone is still in the planning stages (including us here at Commerce), we want to give a heads-up on the timeline:
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Thursday, Jan. 25, 2024: PIT Count Date
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By November 14, 2023: All PIT Coordinators for each county should have heard from Commerce to confirm your county’s primary contact for the PIT Count.
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Throughout Nov. 2023: PIT Count guidance from the US Department of Housing and Urban Development (HUD) and Commerce is posted on Commerce’s PIT webpage
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Jan. and Feb. 2023: Training on how to collect information for the PIT Count and how to enter that information into HMIS will be provided. We will send everyone a heads-up once they are available.
Please reach out to Brian Fullerton, if you have any questions or concerns.
NEW: Housing Division Grantee Training Page has been updated
Explore the recently updated Housing Division Grantee Training webpage! It now features required and recommended training, along with a brand-new training hub, complete with toolkits, manuals, and supplementary materials. This training hub serves as an online library, offering valuable training aids and resources tailored for frontline organizations, service providers, and Housing Division grantees. Plus, stay tuned for regular updates—new and improved training resources will be added quarterly to ensure access to the latest information and best practices!
NEW: Advancing Racial Equity through Data and Performance Initiatives Presentation
The Housing Division’s Data and Performance Unit (DPU) provided a presentation at the Grantee Forum in June, hosted the presentation again virtually in September, and now we’re excited to provide a recorded version as well. In this presentation, members of DPU share details regarding multiple data and performance-related initiatives that will support communities as we collectively work to advance racial equity within homeless service systems. This presentation covers:
- DPU’s strategy for promoting equitable access and equitable outcomes through data analysis
- New HMIS data standards
- New visualizations
- New technical assistance and training opportunities
To hear more about the exciting work coming out of the Data and Performance Unit, watch the full presentation (Zoom). Passcode: .^Xp=jU5
NEW: Racial Equity Performance Data and Technical Assistance Page
The new Racial Equity Performance Data and Technical Assistance web page is now live, but ever-evolving. Currently, interested parties will find a racial equity resource list, links to data sources useful for racial equity data analysis, and information related to the upcoming Equitable Access Workshop Series, slated to kick off on November 16.
In this series, attendees will have the opportunity to explore equitable access, learn how to measure it, and how to use the framework to improve program strategies. Each workshop will cover a different topic and attendees can expect to hear from Commerce staff, outside experts, and, most importantly, each other as we delve into the topic. You can read more about the workshop series and register on the new Racial Equity Performance page linked above.
Data Security Corner:
Client PII over email
Let’s do our part to keep our client data safe and confidential.
You’ve heard the acronym PII, but maybe you’re not sure what it is, how to keep information secure, and how to talk about clients over digital communication while keeping their privacy intact. We’ve got your back! Read this quarter’s Data Security Corner article for more information about PII and how to keep your client’s information secure.
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Reports Corner:
HMIS Reports Crosswalk
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Every quarter, we examine a report or reporting-related topic to help you take ownership of your data.
The Clarity Report Center is a powerful tool – but it can be confusing to know which report to run to meet your needs. Check out our HMIS Reports Crosswalk document to learn which reports show which data sets, what metrics the reports measure, and what formats they’re available to download in.
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Data Quality Tip:
Reminder to run Data Quality and Monthly Staff Reports to fix data
Let’s get comfy with data quality. Data Quality refers to the reliability and comprehensiveness of your community’s data. Maintaining good data quality is important for effective program evaluation.
Missing and invalid data affects data quality – but there’s a quick and easy way to find data issues and fix them on a monthly basis! Read our Data Quality Tip about the Data Quality Report and Monthly Staff Report to learn how.
Dear HMIS Help Desk:
HMIS Consent and you
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 HelpDesk,
I know that Client Consent is important when it comes to HMIS, but I’m not exactly sure why. I want to make sure I’m telling my clients the correct information about HMIS – where should I start?
Curious in Chehalis
Hi Curious,
HMIS Consent is a critical part of giving clients autonomy in situations where many choices have been taken from them. We love to hear that you’re taking client consent seriously!
Clients have the right to decide which parts of their personally identifiable information (PII) are shared in HMIS, and can revoke their consent at any time. They also have the right to know what is being done with their information, how it is or isn’t used in state-wide reports, and the measures that are taken to protect their personal data. Clients should also know that they can choose not to consent to the inclusion of their PII in HMIS.
When collecting client information, clients should be made aware of what HMIS is, why information is being collected, who they can call if they have questions about how their information is being used, and how to revoke consent, either from your agency or state-wide.
A great resource for summarizing HMIS Consent are the HMIS Client Privacy Rights flyer, and the HMIS Informed Consent Form, available in English and Spanish on the Department of Commerce HMIS webpage under “Forms.”
It’s also important to note that client records are always entered as Consent Refused if the client falls into any of these four categories:
1) Your agency is a DV agency
2) The client is currently fleeing or in danger from domestic violence, dating violence, sexual assault or stalking situation
3) The client is being served in a program that requires disclosure of HIV/AIDS status (i.e.; HOPWA)
4) The client is under 13 with no parent or guardian available to consent to enter the minor’s information in HMIS. Check out our guide to entering Consent Refused clients for more information.
As always, if you have a question or want to chat about HMIS Consent, enter a ticket on the HMIS HelpDesk Ticket Form and we’ll be happy to check-in.
Best wishes,
HMIS team
We're Hiring!
The Data and Performance Unit (DPU) is looking to hire an Assistant Managing Director. This position is tasked with overseeing unit operations, refining procedures and processes, establishing quality assurance practices, conducting strategic planning for the unit, managing communication strategies with internal and external stakeholders, implementing racial equity reforms within Data & Performance Unit, leading staff engagement, and nurturing unit culture.
Go to the DPU Assistant Managing Director posting to learn more and apply.
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If you have any questions, comments, or suggestions for future content, contact jayme.khoo@commerce.wa.gov.
That is all from us for now. Have a great quarter, and don’t forget to love your data!
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