Updates from Minnesota s HMIS

Transcription

1 Updates from Minnesota s HMIS ABBY GUILFORD, SMAC COC COORDINATOR DEMETRI VINCZE, HMIS PROJECT MANAGER

2 Agenda Who makes decisions about HMIS? What has changed for Minnesota s HMIS and why does it matter? What are the priorities for HMIS in the next year? Discussion 10/26/

3 HMIS Governance 10/26/

4 Governance & Leadership June 1: MN transitioned to Institute for Community Alliances (ICA) as LA/SSA Interim Structure: Interim Governing Board serving until January 2017 Interim Lead Agency and State System Administrator evaluated for permanent role by Summer 2017 Transition to Permanency: Work Plan Budget Board Structure Committee Structure 10/26/

5 Institute for Community Alliances NEW TO MINNESOTA 6/1/16 10/26/

6 Institute for Community Alliances 25 years of technical support and guidance 14+ years of experience as HMIS Lead Agency Work primarily with ServicePoint Presence in 10 states 500 programs 3,000 users 282,000 people reached in /26/

7 HMIS Projects 10/26/

8 ICA as Leader and Partner Goal: marry local needs with ICA expertise to make the best possible decisions and maximize investment in HMIS Philosophy: Be at the table Be proactive Be assertive Be relentless Be creative Be patient (but not too patient) 10/26/

9 ICA Minnesota Staff /1/2016 7/1/2016 8/1/2016 9/1/ /1/ /26/

10 +8 Sys Admins +2 Data Analysts +1 Manager = 11 Total Staff 10/26/

11 Significant Work Ahead System Changes Fundamentals Innovation 10/26/

12 Data Standards Changes 10/1/16 10/26/

13 HUD Data Standards Changes Universal Data Elements (UDEs) required for all homeless programs using HMIS, regardless of funding source Includes Federal and Minnesota UDEs Federal UDEs outlined in the HMIS Data Standards Manual Updates to the Manual take effect October 1 of each year, for all clients enrolled on or after that date 10/26/

14 Complete List of UDEs CLIENT PROFILE UDES Name Social Security Number (SSN) Date of Birth Race Ethnicity Gender* Veteran Status UDES CREATED TO TRACK CLIENT PARTICIPATION Project Entry Date Project Exit Date UDES GENERATED BY SERVICEPOINT Client ID Household ID ASSESSMENT UDES (FEDERAL) Disabling Condition* Living situation series* Relationship to Head of Household Client Location Destination ASSESSMENT UDES (MINNESOTA) MN Veteran questions Foster Care Extent of Homelessness Recent Institutional History series of 2 data elements Prior Permanent Residence Series *Data Element impacted by the 2016 HUD Data Standards changes 10/26/

15 Statewide Data Sharing 10/3/16 10/26/

16 Statewide Data Sharing Sharing client records across the state, only with appropriate release Predetermined set of information Controlled by the client using the Release of Information (ROI) Way to facilitate referrals within HMIS, including for Coordinated Entry Many providers are not participating by default: DV, HOPWA, Legal Aid, Closed providers (marked zz ) Youth providers closed by default but will share if ROI is signed 10/26/

17 Release of Information (ROI) This form should be given to all clients. Clients can either sign or give verbal consent. (Verbal consent is okay if you are not HIPAA or MGDPA covered.) Parents or guardians can sign on behalf of minor children. The Release of Information does not expire. If your projects is not participating in statewide data sharing, your clients do not have to complete the Release of Information. Maintain paper and/or electronic copies of the ROI for at least 7 years. 10/26/

18 What does this mean for me? HMIS users must complete re-certification training Printing out and using new Release of Information Current clients: create new records ONLY if they need to be shared Previous clients: create new records upon return Brand new clients: create new records 10/26/

19 Hennepin: Adult Shelter Connect 10/17/16 10/26/

20 Adult Shelter Connect Central location for single adults to get community cards and shelter beds reservations Overhaul to ensure accuracy of provider setup in ServicePoint Opens October 17 10/26/

21 Coordinated Entry LATE 2016/EARLY /26/

22 Coordinated Entry Assessments in HMIS (including VI-SPDAT) Referrals in HMIS Priority Lists in HMIS Reporting on System Outcomes 10/26/

23 Additional Modules TIMING WILL VARY 10/26/

24 Additional Modules CallPoint Manage and track calls Make referrals Eligibility Advanced screening to determine program eligibility Identify programs for which client is eligible FundManager Way to track expenditures 10/26/

25 New Reporting Tool FALL /26/

26 New Reporting Tool Near real-time data Reports are instant & don t time out Report creation much more accessible Data visualization capacity Opportunity to overhaul existing reports Initial roll-out in Fall /26/

27 ServicePoint 6 SPRING/SUMMER /26/

28 ServicePoint 6 Next generation of ServicePoint Much more modern & intuitive interface Easy-to-follow workflow New reporting tool will be fully integrated Beta expected end of 2016 MN likely to update Spring /26/

29 Questions? 10/26/

30 Stay in touch HELPDESK: ONLINE: HMISMN.ORG 10/26/