San Luis Obispo CoC HMIS Newsletter

Add Files to a Client Record

Start by navigating to the area called Files within the client's enrollment. Click on the "Add File," then select the file and click "Add Record" to save the file. To upload another file, be sure to first exit the record and start the process over. Review this Knowledge Base Article for adding multiple files to a client record.

1:30PM Tuesday, Nov 25: CES Monthly Announcements

11AM Wednesday, Dec 3: HSOC Coordinated Entry Committee

3PM Wednesday, Dec 3: HMIS "Drop-in" Office Hours

1PM Wednesday, Dec 10: Veterans BNL Meeting

9AM Monday, Dec 15: HSOC Data and Performance

Program Outcome Measures

All HMIS providers and users have access to the Report Library in Clarity HMIS. A newly updated report from Bitfocus is the "[OUTS-101] Program Outcome Measures" which captures destination data for client exits in a reporting period for any selected HMIS program! Learn more about navigating the Clarity HMIS Report library in this Knowledge Base article.

Reporting Season for the HMIS Team Continues

The Longitudinal Systems Analysis for 2025 has officially begun! The HMIS Team has uploaded the first report file and is working to address the first round of validation errors (aka flags) returned. The first upload has only 30 flags, with 3 Errors and 27 Warnings. Everyone's hard work to clean and prepare the data early is paying off! Be on the lookout for any requests for additional data correction in the next few weeks. We thank you for your ongoing commitment to successful report submission!

You're invited to join the Reporting Shindig (aka Report Support)

Users with Data Analysis (DA) access in Clarity HMIS are invited to join the HMIS Reporting Team for the biweekly "Reporting Shindig" (Report Support) to ask questions directly of the team's Reports Specialist, Derek. The shindig offers users and administrators the chance to learn how to grow reporting capacity in HMIS. You must have DA access to participate.

Join the Shindig on Thursday, Dec 11 at 10:30am on TEAMS.

Warming Center Activation Notifications

When weather is forecasted with a temperature of 38degrees or below and/or 50% or higher chance of rain, Warming Shelters are activated. The Homeless Services Division issues Warming Center notifications to inform interested parties of the countywide opportunity for shelter. Once activated, Warming Center notifications are posted on the Dept of Social Services main page. Questions regarding warming shelters can be directed to Katlynn Beatty, program manager in the Homeless Services Division.

The County extends its appreciation and gratitude for the Homeless Service Providers operating warming shelters countywide: ECHO in Paso Robles, CAPSLO in San Luis Obispo, with transportation to and from Morro Bay and Los Osos, and 5Cities Homeless Coalition in Arroyo Grande.

HMIS Helpdesk Hours during November

There are county holidays in November where the HMIS Helpdesk operated by the HMIS Support Team will be unavailable. Please note the HMIS Helpdesk is closed on Thursday, November 27 and Friday, November 28. The HMIS Helpdesk will re-open on Monday, December 1.

Attend HMIS Drop-in Office Hours and Win Swag!

Drop-in to the December HMIS Office Hours to meet users across all agencies, ask questions directly to the team, and be automatically considered for more free swag provided by HMIS vendor Bitfocus.

This will be the last month we are offering Bitfocus swag.

Click here to join HMIS Office Hours on Wednesday, December 5 at 3PM.

Congratulations to Erika C. from 5CHC who was randomly selected to receive swag at the November Office Hours - we appreciate you!

Question: I work in development for my agency and I need data beyond what I can see in HMIS to better advocate for funding. How can I request additional systemwide data?

Answer: The HMIS Team is happy to provide any systemwide analysis or additional outcome data necessary to securing funding for your organization! Requests for data that are tied to funding opportunities are prioritized from the HMIS Team - as we understand the importance of securing funding. Reach out to the HMIS Support Team anytime you need additional data. We ask for at least four weeks' notice for systemwide requests and will do our best for quick turnarounds for funders! Reach the team directly at ss_HMISsupport@co.slo.ca.us.

Question: I have ideas for how Clarity HMIS could be improved in little ways like configuration requests or pop-up notifications. Who do I contact with ideas?

Answer: We love ideas for improvement! The HMIS Team is the Database System Administrator and we have recurring meetings with Bitfocus to discuss challenges and improvements. We also have access to community ticket requests and can submit ideas! We want HMIS to be a tool that works for YOU, so if you have any ideas for improving the database, reach out to us directly - we want to hear from you!

Supporting Veterans and their Families in San Luis Obispo County

The VA Greater LA Healthcare System facilitates SLO County's Veteran ByName List (BNL) through the Coordinated Entry System in Clarity HMIS. By embedding referrals and matching into HMIS, our community expands access to housing opportunities and services for veterans and their families.

Good News:

Since the October edition of the HMIS Newsletter, the Supportive Services for Veteran Families (SSVF) Program received more than 12 referrals directly in HMIS and housed 5 Veterans experiencing homelessness.

"CAPSLO and Good Samaritan SSVF programs work collaboratively to house and support veterans in the county. Together, we are one team. I am grateful to have such amazing partners!

-Ila Thatcher-Geis, Good Samaritan Shelter

Tips from the Team:

All clients identified as "Veterans" in Clarity HMIS are reviewed to determine their eligibility status. Veterans with confirmed eligibility are reviewed on the Veterans BNL to be connected to housing pathways. All BNL results and eligibility updates are in the notes section of each Veteran's profile. This can provide users with more information about the resources available to the Veteran that you serve. Also, we are refining our list of unhoused Veterans in SLO County. Please make sure any inactive or housed clients are exited from their program enrollment within your program's guidelines. This helps the VA team tremendously as we work to end Veteran homelessness in SLO County. Thank you for your hard work - it is life changing!

Stay Connected:

Ila Thatcher-Geis

Homeless Outreach, SSVF and Transitional Housing Services

Good Samaritan Shelter

Chris Stanley

Homeless Outreach and SSVF Services

CAPSLO

Thank you for helping us serve those who served.

Housing Updates and Queue Referrals

Referrals for The Maxine Lewis Grove housing project are ongoing!

For more information on the project, email hsd_CESsupport@co.slo.ca.us to request a copy of the housing project's Matching Guidance.

Important Updates for Successful Referrals

The CE Team has observed a high number of clients missing vital documents, which impacts the CE Team's ability to prove eligibility resulting in the client being denied from a housing opportunity. After hearing community feedback, the CES Prioritization Scoring and Eligibility Guidance has been updated to require a Photo ID and Social Security Card to be uploaded to a client's enrollment in the Coordinated Entry Program (CEP) prior to referral. Learn more about the required documentation for successful referrals with this Knowledge Base Article. This update to CES Prioritization guidance was delayed due to the government shutdown, which impacted documentation requests.

This update to required documentation for successful referrals will take effect on Monday, December 1, 2025. Be on the lookout for emails with clients assigned to your agency who are referred but lack the appropriate documents uploaded to their CEP enrollment.

For more tips on how to complete successful referrals, how to upload the required information to HMIS, or if you need a copy of the CES Prioritization Scoring and Eligibility Guidance - reach out to the CE Team!

The CE Team, in partnership with the HMIS Support Team, is using a new helpdesk email address to field technical questions. The email address is: hsd_CESsupport@co.slo.ca.us. We look forward to hearing from you!

Thank you from the CE Team

Nathan, Hayley, and Nathaniel

Unsheltered Point-in-Time Count

The biannual unsheltered Point-in-Time Count will take place on Tuesday, January 27 at 5:30AM. Be sure to sign up and share widely when volunteer registration goes live. Questions can be directed to the team at: HSD_PITCount@co.slo.ca.us.

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