Featuring…
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Spotlight: HMIS Data Quality Training at end of May
- Data Dashboards are updated
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Updates:
- New Staff – Welcome Amanda and Gladiola!
- New process: HMIS Agency Leads
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Data Security Corner: Best Practices for HMIS User Password Security
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Data Tip: No PII or other sensitive information in case notes
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Reports Corner: [EXIT 101] Potential Exits
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Help Desk: Common violations (sharing data without a DSA, attaching revocations form in Helpdesk ticket)
 Spotlight
HMIS Data Quality Training at end of May
The Commerce HMIS and Data Analytics Teams are hosting an optional HMIS Data Quality Training for the Washington Balance of State (BoS). The purpose of this training is to explain data quality, identify what to look for, and how to keep your HMIS data clean. The online training will be May 30, 2024, 1:30 to 3 p.m. Topics covered in the training include the what and why of data quality, common data issues, reports to check and correct data, and helpful resources. This training is open to all HMIS users across the BoS. HMIS users will receive an email with RSVP information.
Data dashboards are updated
Quarterly dashboards now include data for the third quarter of SFY 2024 (Jan 1 through March 31, 2024).
* Indicates dashboards with pending updates.
Check out all available dashboards on the Data and Performance Unit | Housing Division page.
Updates
New Staff: Welcome Amanda and Gladiola
Amanda joins DPU as Assistant Managing Director
We are excited to announce that Amanda Sánchez Ford (she/her) joined the Data and Performance Unit (DPU) team as our first Assistant Managing Director. “Hello! My name's Amanda Sánchez Ford and I am a visitor, living on the stolen ancestral land of the Steh-Chass band of the Squaxin Island Tribe in the Budd Inlet area of Olympia. I spent the last decade with a youth and young adult serving nonprofit, most recently as their Informatics Director. I am committed to the long-term strategy here, actualized through my role's participation in pro-equity, anti-racist action steps within comprehensive system initiatives that directly contribute to the ending of our state's homelessness and housing crises. My husband and I share our home with our daughter, who is studying to become a sports psychologist, and my youthful, retired, and recently widowed father. We also have an 8-year-old Siberian Calico fluffball, whom we snuggle and adore. We love to travel, indulge our inner foodie, shop local, rest, and experience joy in all the things.” Amanda can be reached at amanda.sanchezford@commerce.wa.gov.
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Gladiola joins DPU as a HMIS Helpdesk Coordinator
We are excited to announce that Gladiola Pelayo Brambila (she/her/ella) joined the HMIS team as a Helpdesk Coordinator. “Hi everyone! I'm Gladiola and I'm thrilled to be joining the HMIS team! For the past three years, I've been working as a Disease Research and Intervention Specialist. It's been incredibly fulfilling to participate in public health efforts and make a difference in the community. Currently, I'm balancing work and pursuing my master's in public health. Before my public health journey, I gained experience in residential leasing and obtained my license as a realtor. I live with my immediate family and my 5-year-old pup. I love spending time outdoors, whether it be swimming, paddle boarding, or just enjoying a walk.”
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New process: HMIS Agency Leads
Last month, we asked executive directors of our partner agencies (or equivalent) to submit contact info for their Agency Lead and, if possible, a Backup Agency Lead. If your agency has not done so yet, please submit a ticket to the HMIS helpdesk and select “HMIS Agency Lead Information”.
Data Security Corner
Let’s do our part to keep our client data safe and confidential.
Best Practices for HMIS User Password Security
In today's interconnected world, secure data management is crucial, especially for systems handling sensitive information like the Homeless Management Information System (HMIS). Adhering to our HMIS user policy and password guidance is essential for maintaining data integrity and confidentiality. Learn more about key practices in the HMIS user password security article.
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Reports Corner
Every quarter, we examine a report or reporting-related topic to help you take ownership of your data.
[EXIT 101] Potential Exits
Are you interested in doing a quick check to see which clients may need to be exited from a program? If so, the [EXIT 101] Potential Exits Report may be for you. Learn more in the Potential Exits Report article.
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Data Quality Tip
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).
No PII or other sensitive information in case notes
It’s important to know what information is and isn't ok to put in a specific HMIS field. Some fields are more straightforward than others. Case notes fields are less straightforward. Learn about things to keep in mind and tips in the HMIS case notes article.
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Dear HMIS Help Desk
Common Violations
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 am curious, true or false? Sending personally identifiable information, also known as PII, via Helpdesk tickets is a safe and secure way to get assistance from the help desk staff.
Also, are there things to avoid when submitting a helpdesk ticket?
Sincerely,
Baffled across the BoS
Dear Baffled across the BoS,
Thanks for your questions. The answer to your first question is: False! Sending PII via helpdesk tickets is a very common HMIS violation. Never send any form of PII electronically, unless we have provided you with login info to a safe and secure site, to upload such info to, such as an MFT site.
Here are some other things to watch out for when submitting helpdesk tickets:
- Make sure that the documents you attach to tickets do not contain any part of the household’s name or initials in the title.
- We no longer need copies of signed revocation of consent forms when requesting a revocation. Make sure to not attach those to tickets. The updated Revocation of Consent policy asks that you enter the date the form was signed in the ticket submission and provide additional information, such as if the revocation applies to all HMIS agencies or not and that you keep the original copy of that form in the client’s file.
- Including screenshots in ticket submissions of client’s profiles to explain in detail what the problem you are encountering is not always safe, either. Sometimes the client’s name can appear in the image. In situations where you need to show us a specific issue, or it is hard to explain the issue via an email or ticket, it is best that we schedule a video chat. Let us know if this is something you would like to do, and we will find a time to meet.
If you are ever uncertain on whether or not something may be a violation to the HMIS User Agreement, you can always refer to the user agreement document, or contact us via the HMIS helpdesk.
Best wishes,
HMIS team
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