State System Administrator Operations Briefing

Transcription

1 State System Administrator Operations Briefing Presented to the Advisory Task Force (ATF) on Contents 1. February recap... 2 Notable developments and achievements... 2 Where did Wilder spend its time? Follow-ups from previous ATF meeting(s)... 5 PARTIALLY COMPLETE from Feb 16: AHAR follow-ups by CoC... 5 PENDING from Jan 16: Restructure Round 2 work plan and time estimates What community partners can do to maximize SSA resources Operations Calendar Status of HMIS contracts Helpdesk Stats (Jun 2015-Feb 2016) HMIS HUC-CoC funding applications Bowman s update regarding ART and ServicePoint 6 upgrade... 9 Last updated March 17, of 10

2 1. February recap Notable developments and achievements 1. Shift in focus to LSA/CE work In response to CoC requests, Wilder has revamped its work priorities through April to ramp up LSA and Coordinated Entry (CE) service offerings. We are temporarily shifting resources away from the following planned work to accommodate this change: Restructure Round 2 Review and implementation of System Performance Measures Reports Implementation of Online Training for new users 2. Projected Budget Gap Wilder worked closely with the ATF s Budget Solutions Subgroup to: Answer questions about Wilder s Federal Indirect Cost Rate Develop options and recommended solutions for addressing a projected budget gap of about $150, Restructure Round 2 Wilder has executed the first two of up to 9 SOWs (Statements of Work) with Bowman that will be required to complete Restructure Round ServicePoint 6 upgrade timing and replacement of ART tool Bowman issued an official announcement on 3/2/16 that it is exploring a replacement for the ART reporting tool. See the end of this document for the full text. Following are key points of interest: The most pressing reason for moving away from ART is that the version of Business Objects used for ART requires a Java plug-in that is slowly becoming unsupported by each of the major Browsers. Chrome has already stopped its support; Mozilla Firefox is expected to stop its support by the end of When this plug-in is not supported by any Browsers, Ad Hoc users will be unable to create or edit reports. Microsoft has not yet announced if/when they will stop supporting the Java plug-in. Bowman s top criteria for the new tool: o Provides near to real-time access to the data in your ServicePoint database o Requires less time and resources to maintain compatibility with ServicePoint database updates o Better supports the increasingly complex queries needed to provision the required Federal reports o Offers a more user-friendly experience to design, build, and interact with custom reports Bowman intends to release the new reporting tool by early Fall It will coexist with ART on the ServicePoint 5 platform ART will NOT be available in ServicePoint 6 The Java plug-in support issue will not effect View access to existing ART reports 5. Catholic Charities-ESG/AHAR Conversations continued on compliance with ESG requirements, full HMIS participation for high-volume shelters (Dorothy Day and Higher Ground), data privacy guidelines for data extraction, and the need for an Adjacent contract to cover costs of additional work. Last updated March 17, of 10

3 6. HMIS Funding Stream updates Program Notes (as of early March, 2016) ESG ESP FHPAP HTHP HUD-CoC HYA LTH (MN Hsg) LTHSSF (DHS) From Laura Birdsong, Funding Stream Specialist: New ESG CAPER for HMIS data was released late We are finalizing ESG CAPER instructions for this new report which reports on all required data elements. First round of ESG projects for HUD-ESG-Duluth will be running the new CAPER April On March 9, Bowman is scheduled to run a script to fix some errors we found on the ESG CAPER. We are developing a program-specific training (target timeframe for release is end of From Dol Hassan, Funding Stream Specialist: Age group adjustment has impacted all reports, updates have been made. We are developing a program-specific training (target timeframe for release is end of From Dol Hassan, Funding Stream Specialist: Currently generating grantee and summary reports for 7/1/ /31/2015. We are developing a program-specific training (target timeframe for release is end of From Andrew Richter, Funding Stream Specialist: We are developing a program-specific training (target timeframe for release is end of From Teresa Howard, Funding Stream Specialist: We're waiting for new HUD Data Standards expected to be received in late summer. A program-specific training is being developed with an anticipated release by end of May Tier 1 awards were announced. We received funding grants totaling $384,990. Awaiting news on Tier 2 awards. From Andrew Richter, Funding Stream Specialist: We are developing a program-specific training (target timeframe for release is end of From Theresa Comer, Funding Stream Specialist: Statewide aggregate reports were sent to Carrie Marsh in March. We are developing a program-specific training (target timeframe for release is end of From Theresa Comer, Funding Stream Specialist: We are developing a program-specific training (target timeframe for release is end of Last updated March 17, of 10

4 Program Notes (as of early March, 2016) PATH RHY THP United Way SSVF From Theresa Comer, Funding Stream Specialist: Bowman has put a hold on developing the script that will allow us to move to the new, easier workflow. We are developing a program-specific training (target timeframe for release is end of From Andrew Richter, Funding Stream Specialist: RHY grantees successfully submitted their first year of HMIS data to the RHYMIS Portal in December. In April they will upload their data again for the first 6 months of FY16. RHY Data Entry and Reporting Instructions and program-specific training have recently been updated and posted to the MN HMIS website. From Dol Hassan, Funding Stream Specialist: Age group adjustment has impacted all reports, updates have been made. Plans for State System Administrator to create a new report in Proposed changes for THP Income report. We are developing a program-specific training (target timeframe for release is end of From Laura Birdsong, Funding Stream Specialist: United Way stopped requiring use of HMIS for their projects in 2014 with the mutual understanding that they'd start using HMIS again in the future. Teresa Howard and Laura Birdsong are currently working with Sam Blackwell to create a timeline and understand their assessment needs. We are waiting for a reply from Sam Blackwell. From Andrew Richter, Funding Stream Specialist: We continue to assist MAC-V with their monthly SSVF Repository uploads and ART reporting needs. Last updated March 17, of 10

5 Where did Wilder spend its time? Total Time % of Total Hours Dec Jan Feb Dec Jan Feb Trunk (HUD-CoC & related) % 79% 78% Branch (Other fed/state funding streams) % 20% 21% Adjacent (Provider contracts) % 1% 1% Monthly Total Hrs % 100% 100% 3-Mo Total Hrs Follow-ups from previous ATF meeting(s) PARTIALLY COMPLETE from Feb 16: AHAR follow-ups by CoC We are sending each CoC a customized summary of its AHAR results. PENDING from Jan 16: Restructure Round 2 work plan and time estimates Wilder is updating its internal work plan and time estimates for Restructure Round 2 and will share it with the ATF when complete. 3. What community partners can do to maximize SSA resources 1. Leadership across the system a. CES Help us identify where/how to get answers to questions that arise about Coordinated Entry b. Clarify ownership & reliability of State CES Strategic Plan How is this document being managed? Are all CoCs aware of it? How do changes take place? Who is responsible for confirming that local plans are consistent with statewide requirements? What is the protocol for handling local variations from the statewide plan? 2. CoCs & LSAs a. CE in the sandbox - Set up, test and document your CE systems in the HMIS CE training site. Request assistance from Wilder or Michigan resources as questions arise (or if you re not sure what to do next). b. Get to know all projects in the CoC and how they operate in Servicepoint. i. Create a spreadsheet that lists all the projects in your CoC and the corresponding Servicepoint ID. ii. Pull the Project Descriptor Elements Report and review it on a regular basis. Wilder has created this report to help you identify all projects in your CoC: ART-->SSA Report Gallery-->System Admin-->CoC Support-->Project Descriptor Elements iii. Set up a meeting with Wilder staff to review how your HIC relates to projects in Servicepoint. Anything we can do to better align HIC and ServicePoint projects will save all of us time when it comes to the next AHAR. c. Update the Federal Partner Funding field - This is necessary for the System Performance Measures. Last updated March 17, of 10

6 4. Operations Calendar Starting in September 2015, Wilder launched use of an internally developed Operations Calendar as a tool to aid in resource planning, communication and transparency. The Calendar includes all activities and projects that are expected to take place in the foreseeable future and identifies the anticipated number of HMIS staff hours needed to accomplish the work for each month. Note: While this tool is a good starting place for communicating about all the various aspects of HMIS SSA work, it is fairly crude in its capabilities and not designed do a number of desirable things such as: Differentiate time commitments for different levels of staff Compare estimated hours to actual hours Estimate costs Update itself, thereby saving LOTS of time [Not available this month due to time limitations and focus on budget gap solutions] Last updated March 17, of 10

7 5. Status of HMIS contracts In response to the 12% projected budget gap and the need to increase Branch/Adjacent revenue, the number of contract opportunities we re actively exploring jumped from 3 in February to 10 in March. We ve made significant progress on the backlog of 16 expired contracts we were facing in November, and now have just 3 left to execute. (Just in time to start discussions on the 9 contracts that are up for renewal between now and June 30!) HMIS Contract status 2016 Nov Jan Feb Mar Current Expired / close to execution Expired / start of process Pending (new) Exploring Helpdesk Stats (Jun 2015-Feb 2016) Total HMIS Helpdesk: Total Cases by Month # of Cases June July Aug Sept Oct Nov Dec Jan Feb Last updated March 17, of 10

8 7. HMIS HUC-CoC funding applications HUD recently announced its Tier 1 funding awards and, as expected, it approved all HMIS requests that CoCs ranked in Tier 1. HUD will announce Tier 2 awards in the spring. Different from previously published versions, the following table now shows the following: o Actual funding received, by CoC, for o Reductions and increases, by CoC, for HMIS funding requests to HUD. o How Wilder s confidence levels for compare to funding actually received in Requests Wilder Funding *Requests CoC Tier 2: Tier 2: submitted received submitted to HUD Tier 1 high mid/ low to CoCs CoC (Certain) (Likely) (Hopeful) Central 61,099 61,099 41,099 Very likely 41,099 Hennepin 49,994 49,994 49,994 49,994 Hennepin - New 111, , ,147 Northeast 19,999 19,999 19,999 19,999 Northwest 10,658 10,658 10,658 10,658 Ramsey 82,083 82,083 82,083 82,083 Ramsey - New 62,205 26,603 26,603 SMAC 140, , , ,872 Southeast 30,278 29,217 25,000 25,000 Southeast - New 18,498 Southwest 35,500 35,500 35,500 35,500 St. Louis 39,280 39,280 39,280 39,280 St. Louis - New 32,447 West Central 33,359 33,359 33,359 33,359 $503,122 $726,802 $660,594 $384,990 $53,358 $222, TOTAL $503,122 HUD-CoC funding applications COC Rank (WR confidence) TOTALS BY WR CONFIDENCE LEVEL Certain $384,990 Certain + Likely $438,348 Certain + Likely + Hopeful $660,594 *RED = reduced ; GREEN = increased (from 15-16) Last updated March 17, of 10

9 8. Bowman s update regarding ART and ServicePoint 6 upgrade Last updated March 17, of 10

10 Last updated March 17, of 10