Don't miss your April HMIS Updates!

HMIS@NCCEH Updates

April 2023

Reporting Deadlines

Thank you for finalizing your data!

All data should be submitted and all follow-up questions answered. We know that The Point in Time and Housing Inventory takes a lot of work!

The Data Center is now working with CoCs to de-duplicate, aggregate, and submit data to HUD by the end of April.

If you missed last month's System Updates meeting and have feedback about how to make the process work better, please send us your thoughts in our Feedback Survey.

Data Quality Plan passed by all CoCs!

The Data Quality Plan was formally reviewed and passed by CoCs in March. This means our HMIS@NCCEH implementation will begin the monitoring and reporting process as outlined in the plan this summer. Our Da t a Ce n t e r A dmin webp a g e has been updated with the final copy.

This is a natural progression from establishing Data Quality standards by Project Type in 2021 and clean-up surrounding HUD reporting seasons. This DQ monitoring plan is a constructive way to reduce those reporting burdens on your agency by asking for data check-ups to the Data Center and CoCs multiple times a year. We'll use an updated version of the D003 - Client Detail Clean-Up report that many of you submitted for End of year corrections in October of last year.

Here's the submission schedule to implement the DQ Plan (2024 dates subject to change):

No actions are needed right now! The Data Center will release guides and conduct trainings in May to help you prepare for June's submission.

In the meantime, please refer back to the HMIS User Training Archive for March's training on how to monitor your Agency's data year-round. (You should still run reports at least monthly to review data!)

Join us at the the System Updates Meeting for more details and to ask questions!

HMIS@NCCEH System Changes

Changes to Current Living Situation

HMIS users were facing obstacles with the Current Living Situation dates not reporting accurately. To make recording the dates easier, we've updated the Current Living Situation Prompts.

Problem: Start Date was the only forced field while End Data and Information date were not. As a result, clients current living situations were not correctly recorded.

Solution: HMIS was updated to force all three dates to be entered as well as the fields being visible on the face of the document. This should allow users to easily see responses or if there are any questions missing.

You can watch our CE Data Elements Training (for existing users) beginning at 42 min mark to get an in-depth explanation on client Current Living Situations. This covers when to record CLS, Who to record it for, as well as a live demonstration.

Use the Recording Current Living Situations ZenGuide Knowledge Base article for step-by-step instructions.

The Data Center is Hiring!

The NCCEH Data Center is currently looking for qualified individuals to join our team! We have two openings for the Data Center Project Assistant position. If you or someone you know is interested, visit the Join Our Team webpage for the Job Description and Application Submission Link. We look forward to welcoming new members to our team to better help our HMIS users!

Training & Resource Round-Up

System Updates Meeting

Agency Admins should review your monthly meeting on the second Tuesday to stay on top of all things HMIS. This is your Agency's monthly HMIS meeting to get updates, escalate problems, and give feedback.

Your System Update Meeting: April 11th!

For details and registration, go to NCCEH's c al e nda r event .

10:30-11:30 am
Join Zoom meeting

Agency Administrators, Program Managers, and Supervisors are expected to attend. Agency representatives must share this important information internally with colleagues.

If you missed one, recordings and materials are posted on the News Archive under HMIS System Updates Meetings.

ZenGuide Knowledge Base

If you haven't yet, bookmark this link! https://ncceh.zendesk.com/hc/en-us

The HMIS@NCCEH ZenGuide is where you can find tip sheets, guides, and other written tools all in one place!

There are already 72 articles published! You can find instructions for how to run your ESG-CAPER and CoC-APR reports, how to update sub-assessments like Income, and how to manage Households!