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Featuring …
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Spotlight: Where does data used in Commerce’s dashboards come from?
- Data dashboards updated
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Updates:
- Golden SFY 2023 is now available
- PIT 2024 data entry deadline & training available for HMIS users
- Updates to the HMIS Agency Partner and HMIS User Agreements, and the Informed Consent Form
- Ongoing: Equitable Access Workshop Series
- Ellie Parrish promotes to Youth and Young Adults Data Manager
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Data Security Corner: HMIS Reports and PII
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Reports Corner: How to favorite reports and reset dates
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Data Quality Tip: Group households
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Help Desk: Revocations reminder
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We’re Hiring: Homeless System Performance Specialist, Data Performance Unit
Spotlight: Where does data used in Commerce’s dashboards come from?
All dashboard data is pulled from data our agency partners enter into HMIS. That’s why it’s important to clean and update your data. When data is missing or incorrect, it affects our ability to understand who we are serving and our effectiveness at the program, agency, county and Continuum of Care (CoC) level.
To learn more about how these dashboards use HMIS data, check out the “Reporting Specifications” of each individual dashboard, which are available as a link within the dashboard. A few examples of reporting specifications are the Data Quality Dashboard Reporting Specifications, the Consolidated Homeless Grant Performance Tracker Reporting Specifications and the OHY Performance Dashboard Reporting Specifications.
Data dashboards are updated
Quarterly dashboards now include data for the second quarter of state fiscal year 2024 (Oct. 1 through Dec. 31, 2023). Some dashboards will be updated by the end of the month.
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Check out all available dashboards on the Data and Performance Unit Housing Division page.
Updates
Golden for SFY 2023 is now available
The Golden, also known as the Homeless Housing Project Expenditure Report, combines expenditure data by funding sources (federal, state and local) with Homeless Management Information System (HMIS) data to produce a comprehensive report that links expenditures with outcomes across Washington.
The State Fiscal Year (SFY) 2023 Golden spreadsheet is available on Commerce's State Strategic Plan, Annual Reports and Audits webpage, under the Reports heading and 2023 Report Documents subheading. Past years’ reports are also available. New this year are demographic data on people served and exited.
PIT 2024 data entry deadline and training available for HMIS users
The Point-in-time (PIT) count was conducted on Jan. 25. PIT data entry for Balance of State (BoS) counties is due Feb. 29. Full results will be shared and posted in early June. Please reach out to Nick Mondau if you have any questions.
HMIS PIT data entry training is now available for HMIS users across the Washington BoS. New staff needing HMIS access and current HMIS users can sign up for access using the training and new user application form.
Updates to the HMIS Agency Partner and HMIS User Agreements, and the Informed Consent Form
The HMIS Agency Partner Agreement has been updated with minor language edits and a new section regarding electronic data interchange and electronic messaging.
Section 7c now includes detailed information about requirements for electronic communication that contains confidential or identifiable information. This is now allowable for HMIS data, but only if an agency executes an updated HMIS Agency Partner Agreement with Commerce and uses a system that meets the minimum privacy and security requirements referenced in the agreement.
Agencies are still not allowed to email confidential or identifying information in an unsecure manner. Agencies are also still not allowed to email this information to Commerce.
The HMIS User Agreement (example) was updated with formatting changes, additional explanations about the purpose and scope of the agreement, and a few important agreements. The agreements include protecting Personally Identifiable Information (PII) when running and sending reports, applying data suppression and transmission of confidential or identifying information. The user agreement will be updated in HMIS on Feb. 15, and the system will automatically require users to sign the updated agreement as soon as it goes live.
The HMIS Informed Consent Form was updated to include up-to-date contact information for clients. A Spanish version of the form is also available.
These documents can be found on Commerce’s HMIS webpage under the HMIS Resources heading and Forms subheading.
Ongoing: Equitable Access Workshop Series
In this series, attendees will have the opportunity to explore equitable access, how to measure it and how to use the framework to improve program strategies. Each workshop will cover a different topic and attendees will 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, watch recordings of past workshops and register for the remaining workshops on the Racial Equity Performance Data and Technical Assistance page.
Ellie Parrish promotes to Youth and Young Adults Data Manager
We are excited to announce that Ellie Parrish (she/her) has promoted to the Youth and Young Adults Data Manager position. In this position, she will serve as a senior level analyst and the youth homelessness data lead. From Ellie: “I began working on the HMIS HelpDesk in September 2022, and had so much fun that I wanted to dive deeper as a Data Manager. Previously, I have worked in the non-profit sphere as a fundraiser and data analyst. Outside of work, I am a big rugby fan, coach and player with local Deschutes Rugby Club. I like to hang out in my garden with my small and ancient pug, my cat, my partner and a good book.” Ellie can be reached at ellie.parrish@commerce.wa.gov.
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Data Security Corner:
HMIS reports and PII
Let’s do our part to keep our client data safe and confidential.
This quarter we’re continuing the discussion about Personally Identifiable Information (PII) — a reminder of what it is and why it’s important, especially when running HMIS reports. The Data Security Corner (PDF) article provides examples of specific reports that contain PII and tips for how to keep your client’s information secure when running reports.
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Reports Corner:
How to favorite reports and reset dates
Every quarter, we examine a report or reporting-related topic to help you take ownership of your data.
Did you know you can ‘favorite’ reports in HMIS? You can! To favorite a report in the Reports Library, click on the star to the right of the report’s name. Now, when you run the report again, the most recently used parameters will be saved. This is especially helpful for reports run most often. The report will also appear in the Favorite Reports section of the Report Library, making it easier to find.
Pro Tip: If you frequently use the 'favorite’ option to run reports, next time you run a report check to make sure that the Report Date Range or other date fields are updated for the new year, if necessary. After you run the report again, any changes made will show up the next time the report is run.
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Data Quality Tip:
Group households
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. To learn more about the four elements of data quality, go to the Data Quality Check documents folder on Box.
Would you like a refresher on group households? This quarter’s Data Quality Tip (PDF) article explains things to keep in mind when doing group household data entry and reviews how to correct related errors.
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Dear HMIS Help Desk:
Revocations reminder
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,
My client just let me know that she is fleeing domestic violence and needs to revoke her consent from HMIS. What should I do to make sure her identity is protected in the system?
Sincerely,
Concerned in Clallam
Dear Concerned in Clallam,
Thanks for your question. A “Consent of Revocation” is a form we ask users to have their clients fill out if they no longer want their information in HMIS and want their client profile to be made anonymous. The client doesn’t necessarily need to be fleeing from domestic violence to want to revoke consent; maybe they simply changed their mind and don’t want to have their personal information recorded in HMIS any longer. In any case, the client will need to sign the form.
The consent revocation form gets updated occasionally, so make sure you have the most up-to-date version before having your client sign one. Check out the revocation form on our HMIS website under the “Forms” section to make sure you have the correct one. It is also available in Spanish.
Once you have the revocation form signed, make sure to let us know you need your client’s profile switched to “consent refused” as soon as possible by submitting a ticket to our Helpdesk. Select “Revocation of Consent” in the drop down field options where you’re asked to select the issue you need help with. Make sure to fill in all the required fields. This will help us process your request easily. Also, remember that if one member the household is consent refused, the rest of the members in the household will also need to be consent refused.
Remember: Don’t upload the revocation form through the HMIS HelpDesk ticket, since the form contains Personally Identifiable Information (PII).
New process: We no longer need the forms submitted to our secure site. Our ticketing system will require you to confirm that you have the signed agreement on file, along with additional details we need to complete the revocation in HMIS. Once we receive the completed ticket, we will change the settings on the client’s profile in HMIS and let the other agencies that serve the client know that this client has revoked their consent.
Unfortunately, verbal consent is not allowed. A signed revocation form is required.
If you have any questions or need clarification on when a revocation form is needed, please don’t hesitate to enter a ticket. We are always happy to help!
Best wishes,
HMIS team
We’re Hiring:
Homeless System Performance Specialist, Data Performance Unit
The Data & Performance Unit (DPU) within Commerce’s Housing Division is responsible for data and performance management systems. The DPU supports the other Housing Division units to strengthen data collection methods, improve data quality, and optimize the performance of all state and local investments in affordable housing, homeless housing, youth homelessness, and supportive housing efforts. This work includes data system management, data analysis and visualization, performance evaluation, and technical assistance and training to improve performance.
The Homeless System Performance Specialist develops and implements state homeless system performance measures and benchmarks, evaluates compliance, and meets legislatively required requirements. This specialist directs technical assistance and training efforts within county government homeless systems and with direct service providers.
Apply online
If you have any questions, comments or suggestions for future content, contact ellen.hatleberg@commerce.wa.gov.
That is all for now. Have a great quarter, and don’t forget to love your data!
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