HMIS Training Updates

We have some exciting news in the training world!

As we strive to continue to improve the HMIS training for our community, we have partnered with Close to Home and will be rolling out the Alliance Training Portal (ATP) in the next coming weeks. As we get closer to the role out date we will be providing you with additional Information. 

Some of you might have already received an email from Close to Home welcoming you to the Alliance Training Portal. If you have, please create your account and save your username and password, as more training is to come and will be released only using the Portal.

System Performance Measures (SPMs)

The SPM Report is a HUD mandated report which is run on the fiscal year of Oct. 1 to Sept 30 and is submitted annually. The report consists of seven measures which show how our community is collaborating on a system-wide level to prevent and end homelessness. These reports are used to make data-driven decisions to better serve the homeless population. Most measures include both HUD-funded and non-HUD-funded projects. The measures in the report are as follows:

• Measure 1: Length of time persons remain homeless.
• Measure 2: The extent to which persons who exit homelessness to permanent housing destinations return to homelessness within 6, 12, and 24 months.
• Measure 3: Number of homeless persons.
• Measure 4: Employment and income growth for homeless persons in CoC Program-funded projects.
• Measure 5: Number of persons who become homeless for the first time.
• Measure 6: Homelessness prevention and housing placement of persons defined by Category 3 of HUD's homeless definition in CoC Program-funded projects.
• Measure 7: Successful placement from Street Outreach and successful placement in or retention of Permanent Housing.

Data Quality Review

To make this a successful SPM submission, please run the following reports for your project(s) using the reporting period of 10/1/2023 to 9/30/2024:

• HUD Data Quality Report
• Project Annual Assessments Due Report
• Client Exit Destination Report
• Missing Move-in Date

Report Areas of interest are:

• Review Enrollments to ensure Entry and Exit Dates are accurate for all clients.
• Add any missing or incorrect Living Situation data
• Type of residence and Length of stay at prior living situation.
• Approximate date this episode of homelessness started
• Number of Times and Number of Months homeless in past three years
• Verify Client’s Move-In Dates are entered correctly.
• Review and correct any missing or indeterminant Exit Destinations.
• CoC funded projects: ensure all Annual Assessments are completed for clients who have been in the project for one year or longer.
• Ensure that the Income Amount entered on the HUD Financial Assessment is rounded to the nearest dollar, do not include cents in this assessment.
• Don’t forget to document annual Cost of Living increases from SSI, SSDI and other federal income.

Our HMIS Data Quality Analyst team is currently reviewing data in the SPM reports. We will be reaching out to all projects in need of data corrections. If you have any questions or need any assistance completing data corrections, please submit a ticket to the HMIS Team at HMIS.Support@havenforhope.org.

Additional Data Cleanup Information

• Same-day enrollments: An enrollment where the Start Date and End Date are the same date. In ES, SH, and TH project types, you cannot have a same-day enrollment.

- Same-day enrollments for ES, SH, TH projects will be administratively deleted on Friday, November 8, 2024.

• Overlapping stays -Overlapping stays is when a client is in two housing projects at the same time. Clients can only be enrolled in one housing project at time.

- Overlapping stays will be sent out to agencies if all the overlaps are with that agency's enrollments. If there is more than one agency’s project in an overlapping stay, the HMIS Data Quality Team will review and update based on evidence in HMIS.

• Move-In dates -All Permanent Housing project types (RRH, PH, PSH) are required to have a Move-In Date.

- Missing Move-In Date report will be sent out to agencies to review and correct

New Client History Tables Available

HMIS T2 & T3 Users now have 2 more tools available to them to learn more about client data: Enrollment History and Assessment History.

These new tables provide more information on who created or modified project enrollments and their relevant assessments, and when.

We hope our users find this to be a useful feature!

HMIS Server Transition

Starting soon, our HMIS will transition from a self-hosted software environment, in which we store our community data on a machine we maintain, to a SaaS model, where we will be maintained by our vendor, CaseWorthy.

If you would like to learn more about this change and the impact it will have on users, click here to read the full handout with all current details:

HMIS Team

VP of Transformational Services | David Huete

HMIS Director | Nina Gall

HMIS Business Systems Analyst | Jenni Hernandez

HMIS Security & Compliance Specialist | Ashley Boyer

HMIS Training Coordinator | Gloria Collins

HMIS Systems Administrator | Spencer Walker

HMIS Database Administrator| Villian Asong

HMIS Data Analyst | Jose Marines

HMIS Application Support Specialist | James Moses

HMIS Senior Data Analyst | Lori Stewart

HMIS Data Quality Analyst | Tracie Dixon

Why am I receiving this email?

If you are receiving this email, it is because you either have an active San Antonio/Bexar County HMIS account, or you are designated as an important point-of-contact for HMIS-related updates. As an HMIS User, it is important for you to stay up-to-date on all major updates regarding the database.

We ask that you do not Unsubscribe from these alerts as long as you use HMIS.

If you believe this description no longer applies to you, please submit a ticket to HMIS.Support@Havenforhope.org to request your account be deactivated.

(Our Contact lists are uploaded on a monthly basis, so please allow time to account for this.)