HMIS 101: AWARDS Training

Transcription

1 HMIS 101: AWARDS Training Presenter: Kelly Pickell Senior Project Manager, Foothold Technology

2 Housekeeping Issues Please Sign-In on the back desk. Training is 3.5 hours in length with a break. Please silence cell phones. Agendas and handout on the back desk. Please keep volume down low when outside of the training room. Staff are working. Look for the Login Information slip near your computer. It contains your username, password, and resident unit assignments.

3 Overview This training will cover the basics of AWARDS HMIS, data entry requirements, upload requirements, and an overview of how your information is used. This training is for people that use AWARDS as their primary data-entry system.

4 Agenda HMIS Overview NYC DSS / NYCCoC Policy Components AWARDS Overview Entering Client Data Intake/Admission (Single-Step & Multi-Step) Adding Household Members Annual Updates (HMIS Info section of Face Sheet) Discharge Intake Cloning & Re-Admission System Setup - Agency Program Information & Residence Units HMIS Data Upload - Uploading data to NYCHMIS Reports - CoC Annual Performance Report & HMIS ReportBuilder

5 2017 HMIS Data Standards The HMIS Data Standards guide all of the work that we do. These standards spell out which data elements must be collected, at which stage they need to be collected, and for which persons they need to be collected. The Data Standards are a collaborative effort between HUD, the VA, and HHS. HMIS Data Dictionary HMIS Data Standards Manual HMIS Program Guidebooks Online at Note: Standards change annually!

6 DSS Introduction and Overview New York City Coalition on the Continuum of Care The Role of the CoC The Role of DSS Policies & Procedures Security Contact and CHO HMIS Administrator Logins to nychmis.footholdtechnology.com

7 Deep Dive in AWARDS At this time please log in to the demo database: Use the username and password located by your computer.

8 Project Setup Verify Agency Program Information annually and let DSS know about changes. This year Site Information and Geography Type need to be updated for the LSA. Federal Funding Sources Leave off the Grant End Date until your funding officially ends. Double-check Grant IDs with your fiscal staff.

9 Annual Updates Annual Updates must now be completed within one month (plus or minus) of a client s admission date. Updates can happen more frequently, but they will not be counted as Annual Updates on the APR.

10 How Data Is Used - Reports The Key Reports CoC Annual Performance Report (APR) Longitudinal System Analysis Report (LSA) for the AHAR. System Performance Measures (SPM) Emergency Solutions Grant Consolidated Annual Performance and Evaluation Report (ESG CAPER) Point In Time Count (PIT) Housing Inventory Chart (HIC)

11 How Data Is Used - Evaluation Program Evaluations Why it s important: CoC Program Competition Notice of Funds Available (NOFA) Programs competing for a limited pool of money. CoCs competing for new funding for PSH. Community Planning Gaps in services Note: The NYC CoC Evaluation Tool is coming soon in AWARDS.

12 Data Quality Data Accuracy Data Consistency Data Completeness Data Timeliness

13 Common Data Quality Issues Client Doesn t Know, Client Refused, and Data Not Collected Invalid SSNs and DOBs Type of Residence Are you serving clients who are ineligible to be served? Chronically Homeless Are your clients being calculated as Chronically Homeless? Destination Do you have accurate destinations for all clients who exit? Disabling Condition Does it match the latest Special Needs?

14 HMIS Uploads & Validations Admin > System Setup > HMIS Data Export > NYC Continuum of Care Data Upload You can run the Validation Report at any time to check your data without uploading it. Leave the default dates. Do not highlight a CoC or change any of the default options. Be sure and use the Entitlement Filter if your programs serve clients who are not homeless. Give yourself time to fix validation errors.

15 Getting Help DSS Contact Information Data Warehouse HMIS Questions: Roxanna DeLeon Michael Brydges Foothold AWARDS Questions: Use the HelpDesk in AWARDS! If you need help with Validation Errors, forward that Contact your Senior Project Manager (Kelly, Rachel, Juliette, Yehuda, or Laura) Kelly Pickell - kelly@footholdtechnology.com