Remember, Headsets Will Not Work in the West Room, You Must Call the East Room for Auditory

Agency Administrator Webinar: 10/21/2014 Please remember to enter the Audio PIN if dialing-in by telephone! Welcome – Yolanda Brown, Jamie Ebaugh, Genola Ekanem, Tracy Faulkner, Holly Galan, Jean Griggs, Julie Herzig, Diavet Hoye, Carina Jackson, Jovan Jamison, Tina Johnson, Joel Kade, Nia Key, Charnita Parker, Lori Stephens-Harper, Celia Thomas, Tara Tyus, Mary Ellen White, Dawn Worley, Clarice Werdlow, Staci White

 Updated on ART Reports and other issues Impacted by ServicePoint 5.11 Upgrade:

o Several of the ART reports appear to have been unaffected by the 5.11 upgrade. As predicted, any reports that filter on homeless persons or use drop-downs that have been substantially revised must be remapped. Both Bowman and MCAH are working on those reports and will put an item on System News as soon as the fixes are completed. See below status of particular reports: . ESP – working . ESG (HARA Count Report)– working & Demographics Report is In Process. . CoC APR – working . HMIS APR – In process . HOPWA (ART) & PATH Standard Reports are not working. . Data Quality – some are working and some are in process. (for null data or outcomes you can run the CoC APR which is working well. . Michigan Outcome Reports – in process . Michigan Count Reports – in process . Bowman is working through the hard coded reports.

o If you come across any other ART reports that are not on this list and you believe may have been “broken” in the upgrade, please email Shanna Cherubini – [email protected].

o You currently cannot see your Veteran’s information from the client Record. It is available in ART and there is a Veterans List report in the Data Quality folder that you can run to see your data. We have a case into Bowman and they are working on that. PLEASE BE SURE THAT YOU HAVE MODIFIED YOUR RELEASES SO THAT GOING FORWARD IT CAN APPEAR ON THE STATIC ITEM (with name and DOB). Also remember that the actual question is “have you been active duty military”.

 ServicePoint 5.11: MCAH has released a number of podcasts and other supporting documentation to familiarize users ServicePoint 5.11 and the incorporation of the new 2014 Data Standard. These include:

o 5.11 Orientation Training

o 5.11 Subassessment Training Addendum (Required)

o 2014 HUD UDE Definition Training (Required)

o 2014 HUD Program Specific Definition Training (Required)

o 2014 HMIS Data Collection Points Training (Required)

 Users must complete all required training and submit the corresponding certification questionnaires to Gloria Pecora.

 Review of New 2014 Assessments:

o Housing Status – . Only individuals with a Housing Status of Category 1 or 2 – will pulled into Michigan’s ‘homeless’ reports . Shanna covers the housing status criteria in great detail during the HUD UDE podcast. Also an updated Homeless Crosswalk document has been posted on MCAH’s website. Clients must meet all criteria in order to fall under a particular category. . The Housing Status question has been removed from all MSHMIS Exit Assessments. If you have customized exit assessments, please do the same. Housing Status should no longer be updated at exit.

2 o Length of Time on Street, in an Emergency Shelter, or Safe Haven – (i.e. Continuously Homeless for at Least One Year, Number of Times Homeless in the Past Three Years, If 4 or more - Total Number of Months Homeless in the Past Three Years, Total Number of Months Continuously Homeless Immediately Prior to Project Entry, and Length of Time Homeless Status Documented). . Must be answered for all clients including prevention (only question that can be skipped/data not collected – IF it is not applicable is ‘If 4 or more – Total Number of Months Homeless). . When questions refer to homeless – they are referring to Category 1: Homeless . A group will be getting together to come up with additional guidance on how to effectively ask these questions during a client interview. That guidance will be added to assessment forms going forward.

 Overview of Changes with 5.11.3 Upgrade:

o ClientPoint Updates: . HUD Verification/Subassessment Changes –

 Able to save multiple answers of the same type in the HUD Verification Pop-up window

 Able to sort information in the subassessment preview window (i.e. able to bring “yes” responses to the top)

 Functionality improvement made to HUD verification workflow in regards to adding end dates to existing records.

. Bug Fixes –  HUD Verification popup window was not displaying correctly requiring some users to restart their ServicePoint session. Issue resolved.  Multiple Service functionality unresponsive when specific grant types were selected. Issue resolved.

3 . Picklist/Question Label Updates-

 Coast Guard added to Military Branch picklist

 Physical/Medical disability type removed from Disability subassessment

 Disability gateway question changed to Does the client have a disabling condition?

 Client Residence subassessment updated to Client Residence/Last Permanent Address

 Highlights from Bowman 2014 Collaborate Conference – Chicago:

o HUD 2014 Data Standards Session: . HUD and Federal Partner MOU is still pending. Program manuals won’t come out until the MOU is signed. Federal Program Manuals to be released include: ESG, PATH, CoC, VA (SSVF) and HOPWA . Bowman is recommending that a specific format be used for CoC Codes to ensure that reporting works correctly. Michigan’s CoC code picklist has been updated accordingly to align with the recommended format. . HUD funded programs will need to make sure that the new 2014 data elements are answered for all clients active in HMIS ON or after October 1, 2014. . In order for the new APRs to work, HUD funded programs must go in and answer the Relationship to HoH question for all unaccompanied youth who were in the program during the current grant year. Depending on a program’s grant year, this may include youth who were discharged prior to October 1st. Programs also must also use the Interim Assessment Tool to record updates on major outcome items.

 ServicePoint 5.9 and Beyond Session:

o System-Wide Updates: . Read-Only User Roles – Levels 1-3 (i.e Case Mgr - System Admin view). Roles can only view and not edit information o ClientPoint Updates: . Client Summary Tab - Can now display referral information (incoming, outstanding, and outgoing) as well as measurement information (SPDAT) 4 . Mass Visibility Update – Must be turned on for User. Open visibility on a client record for all historical static (i.e. non-assessment items) data as well as all future and/or historical dynamic (assessment) data . ROI – Ability to add multiple ROIs at once. User setting must be turned on. . SPDAT Screening – users can now see the recommendation based on the Pre-Screen Total (i.e. 10+ - Individual is recommended for a Permanent Supportive Housing/Housing First Assessment). . Referrals –  Several new fields– (including Referral Ranking, VI-SPDAT Score, Referral Outcome and Canceled or Declined Reason)  Referral Notification Popup Windows – Added to close the ‘referral loop’. Users notified when creating a new service that an outstanding referral exists for the Service Provider. . Exit Record – Users can now delete any Exit record that does not have a related follow-up record attached. o ShelterPoint: . New Display Features – Date in Added to Check In Screen and Updates to Unit List Selection . New ShelterPoint Module Setting – that gives users the ability to scan clients and have them automatically checked into a bedlist rather than performing a bulk check in at the end of the scan session. o CallPoint: . EligibilityPoint and Measurements Tab (i.e. SPDAT) now available in CallPoint . Assessment data entered prior to linking the client now copies over and is applied to the newly linked client. Also, the entire client record header will now display on linked calls o Additional 5.11 Changes Related to Release of the 2014 Data Standards: . New Provider Page Fields and Settings . New Assessment questions . Annual Assessments/Updates (Interims) . HUD Verification – SubAssessment Changes

 Feedback from Partners Regarding Challenges faced with 5.11 upgrade and/or the implementation of the 2014 HUD Data Standards:

FOLLOW UP ON PREVIOUS AGENDA ITEMS:

 JAVA 7 and ART: Bowman has just informed us that they plan to update our site to a new version of Business Objects during 5 the first week of October. This will allow us to begin using JAVA 7 with ART. Until this upgrade is complete however, continue using JAVA 6 when working in ART.

 2014 AHAR:

o HUD Timetable for the 2014 AHAR . November 14, 2014: Deadline for draft data on both All Persons and Veterans . December 12, 2014: Deadline for final data on both All Persons and Veterans

 Updating Privacy Training Annually: Privacy must be updated annually so if you haven’t done that, please complete as soon as possible.

 Additional Partner Community Issues: Family VI-SPDAT MCAH has received confirmation that the Family VI-SPDAT has NOT been released yet. 5.11.3 Upgrade We will be down to upgrade to the 5.11.3 version. This upgrade fixes existing issues with the HUD Verification on the sub assessment as well as some other issues. I am having the training site upgraded this morning so you can see the changes. Thanks for your patience all as we work through all of this stuff. Discharge Destination Reports All Discharge Destination Reports have been fixed to align with HUD Data Standards. The values that map into a positive destination have also been aligned with the HUD Standards. This may result in a minor "decrease" in values as "deceased" and a few other non traditional values have been dropped. CoC APR and E-snaps Validation Issues in Q25 and Q26: We have received word from Bowman that several customers have reported an issue with validations in e-snaps related to recent CoC APR changes to Income Q25 and Non-Cash Benefits Q26. Per HUD specifications Bowman has modified the Income and Non-Cash benefits questions to include only Adults and Heads of Households. Children in households are no longer included. Communities may need to run both version 22 and 23 of the APR to obtain the information needed for E- 6 snaps submission.

Announcements/Other System Issues of Interest:

HMIS Agency Admin Webinars occur every 6th Tuesday. Please mark your calendars. Next meeting: December 9, 2014 at 10:00 am via GoToWebinar.