HMIS Agency Data Administrator Training Friday, May 21 st 1:00 pm – 2:30 pm Conducted through GoToWebinar Presenters: Julie Tremberth and Samantha Concepcion Attendees: See Attached Sign-in Sheet Introductions & Agenda Review • Notes are also available online for review, http://www.dupageco.org/HMIS • This training is being recorded and is posted here: https://transcripts.gotomeeting.com/#/s/5e053fa89f66151e665ebb98f34a3d3cc 07e5a106396dbaa23c41d449ab0df37 • Attendees are unmuted and are encouraged to ask questions during the training. Updates • COVID-19 assessment and available reporting reviewed • HUD/Federal Partners/CoC Updates − Federal Reporting Updates ▪ SPM – Submitted this Spring ▪ HIC/PIT – pending submission ▪ LSA - later this summer. Pending report programming updates. − Coordinated Entry ▪ Data Elements go live 10/1/2020. Pushed back from the original deadline. Summary, Data Standards ▪ New policies approved by Leadership go into effect 6/1/2020, which will use HMIS to manage. Transfer and adjusted score. ▪ Training scheduled for 6/8 @ 9am to review these changes. − Grant agreement received from HUD that includes the HMIS expansion − ESG CV – more information to be released later, but please be prepared to work with HMIS on Project Set-up and CAPER reporting. − ESG CAPER (State/County) email [email protected] by Friday, 6/5, to confirm that your agency’s ESG data has been reviewed as final. Report deadlines pending. − HMIS CoC Scoring due 6/15 • WellSky (HMIS Vendor) − ServicePoint major upgrade pending, which includes ▪ Unique Emails required ▪ APR/ESG CAPER Fixes applied • Changes to how timestamps are handled in the report • Resolved issues with Questions o 5 – Report Validations Table o 8b – Point-in-Time o 25a – Number of Veterans o 26 – all Chronic Homeless − Current update plan includes –
Transcript
HMIS Agency Data Administrator Training
Friday, May 21st
1:00 pm – 2:30 pm
Conducted through GoToWebinar
Presenters:
Julie Tremberth and Samantha Concepcion
Attendees:
See Attached Sign-in Sheet
Introductions &
Agenda Review • Notes are also available online for review, http://www.dupageco.org/HMIS
• This training is being recorded and is posted here:
1.1 Persons in ES and SH 945 1116 57 49 -8 25 15 -10
1.2 Persons in ES, SH, and TH 1092 1287 119 99 -20 36 25 -11
b. This measure is based on data element 3.17.
Metric 1.1: Change in the average and median length of time persons are homeless in ES and SH projects. Metric 1.2: Change in the average and median length of time persons are homeless in ES, SH, and TH projects.
This measures the number of clients active in the report date range across ES, SH (Metric 1.1) and then ES, SH and TH (Metric 1.2) along with their average and median length of time homeless. This includes time homeless during the report date range as well as prior to the report start date, going back no further than October, 1, 2012.
This measure includes data from each client’s Living Situation (Data Standards element 3.917) response as well as time spent in permanent housing projects between Project Start and Housing Move-In. This information is added to the client’s entry date, effectively extending the client’s entry date backward in time. This “adjusted entry date” is then used in the calculations just as if it were the client’s actual entry date.
The construction of this measure changed, per HUD’s specifications, between FY 2016 and FY 2017. HUD is aware that this may impact the change between these two years.
1.1 Persons in ES, SH, and PH (prior to “housing move in”) 796 1081 246 213 -33 28 43 15
1.2 Persons in ES, SH, TH, and PH (prior to “housing move in”)
936 1254 290 254 -36 55 64 9
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Measure 3: Number of Homeless Persons
Metric 3.1 – Change in PIT Counts
Measure 2: The Extent to which Persons who Exit Homelessness to Permanent Housing Destinations Return to Homelessness
Total # of Persons
who Exited to a
Permanent Housing
Destination (2 Years
Prior)
Returns to Homelessness in Less
than 6 Months
Returns to Homelessness from 6
to 12 Months
Returns to Homelessness from
13 to 24 MonthsNumber of Returns
in 2 Years
FY 2019 % of Returns FY 2019 % of Returns FY 2019 % of Returns FY 2019 % of Returns
Exit was from SO 5 0 0% 0 0% 1 20% 1 20%
Exit was from ES 202 26 13% 14 7% 14 7% 54 27%
Exit was from TH 67 2 3% 2 3% 8 12% 12 18%
Exit was from SH 0 0 0 0 0
Exit was from PH 159 7 4% 1 1% 9 6% 17 11%
TOTAL Returns to Homelessness 433 35 8% 17 4% 32 7% 84 19%
This measures clients who exited SO, ES, TH, SH or PH to a permanent housing destination in the date range two years prior to the report date range.Of those clients, the measure reports on how many of them returned to homelessness as indicated in the HMIS for up to two years after their initial exit.
After entering data, please review and confirm your entries and totals. Some HMIS reports may not list the project types in exactly the same order as they are displayed below.
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This measures the change in PIT counts of sheltered and unsheltered homeless person as reported on the PIT (not from HMIS).
January 2018 PIT Count
January 2019 PIT Count Difference
Universe: Total PIT Count of sheltered and unsheltered persons 295 309 14
Emergency Shelter Total 168 178 10
Safe Haven Total 5 2 -3
Transitional Housing Total 107 119 12
Total Sheltered Count 280 299 19
Unsheltered Count 15 10 -5
Metric 3.2 – Change in Annual Counts
This measures the change in annual counts of sheltered homeless persons in HMIS.
SubmittedFY 2018 FY 2019 Difference
Universe: Unduplicated Total sheltered homeless persons 1113 1321 208
Emergency Shelter Total 956 1144 188
Safe Haven Total 8 7 -1
Transitional Housing Total 194 189 -5
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Measure 4: Employment and Income Growth for Homeless Persons in CoC Program-funded Projects
Metric 4.1 – Change in earned income for adult system stayers during the reporting period
SubmittedFY 2018 FY 2019 Difference
Universe: Number of adults (system stayers) 186 197 11
Number of adults with increased earned income 32 30 -2
Percentage of adults who increased earned income 17% 15% -2%
Metric 4.2 – Change in non-employment cash income for adult system stayers during the reporting period
SubmittedFY 2018 FY 2019 Difference
Universe: Number of adults (system stayers) 186 197 11
Number of adults with increased non-employment cash income 81 76 -5
Percentage of adults who increased non-employment cash income 44% 39% -5%
Metric 4.3 – Change in total income for adult system stayers during the reporting period
SubmittedFY 2018 FY 2019 Difference
Universe: Number of adults (system stayers) 186 197 11
Number of adults with increased total income 93 89 -4
Percentage of adults who increased total income 50% 45% -5%
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Metric 4.4 – Change in earned income for adult system leavers
SubmittedFY 2018 FY 2019 Difference
Universe: Number of adults who exited (system leavers) 46 54 8
Number of adults who exited with increased earned income 12 17 5
Percentage of adults who increased earned income 26% 31% 5%
Metric 4.5 – Change in non-employment cash income for adult system leavers
SubmittedFY 2018 FY 2019 Difference
Universe: Number of adults who exited (system leavers) 46 54 8
Number of adults who exited with increased non-employment cash income 23 28 5
Percentage of adults who increased non-employment cash income 50% 52% 2%
Metric 4.6 – Change in total income for adult system leavers
SubmittedFY 2018 FY 2019 Difference
Universe: Number of adults who exited (system leavers) 46 54 8
Number of adults who exited with increased total income 32 39 7
Percentage of adults who increased total income 70% 72% 2%
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Measure 5: Number of persons who become homeless for the 1st time
Metric 5.1 – Change in the number of persons entering ES, SH, and TH projects with no prior enrollments in HMIS
SubmittedFY 2018 FY 2019 Difference
Universe: Person with entries into ES, SH or TH during the reporting period. 1013 1239 226
Of persons above, count those who were in ES, SH, TH or any PH within 24 months prior to their entry during the reporting year. 390 459 69
Of persons above, count those who did not have entries in ES, SH, TH or PH in the previous 24 months. (i.e. Number of persons experiencing homelessness for the first time)
623 780 157
Metric 5.2 – Change in the number of persons entering ES, SH, TH, and PH projects with no prior enrollments in HMIS
SubmittedFY 2018 FY 2019 Difference
Universe: Person with entries into ES, SH, TH or PH during the reporting period. 1125 1334 209
Of persons above, count those who were in ES, SH, TH or any PH within 24 months prior to their entry during the reporting year. 414 488 74
Of persons above, count those who did not have entries in ES, SH, TH or PH in the previous 24 months. (i.e. Number of persons experiencing homelessness for the first time.)
711 846 135
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Measure 6: Homeless Prevention and Housing Placement of Persons de ined by category 3 of HUD’s Homeless De inition in CoC Program-funded Projects
This Measure is not applicable to CoCs in FY2019 (Oct 1, 2018 - Sept 30, 2019) reporting period.
Measure 7: Successful Placement from Street Outreach and Successful Placement in or Retention of Permanent Housing
SubmittedFY 2018 FY 2019 Difference
Universe: Persons who exit Street Outreach 36 37 1
Of persons above, those who exited to temporary & some institutional destinations 16 12 -4
Of the persons above, those who exited to permanent housing destinations 2 3 1
% Successful exits 50% 41% -9%
Metric 7a.1 – Change in exits to permanent housing destinations
Metric 7b.1 – Change in exits to permanent housing destinations
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SubmittedFY 2018 FY 2019 Difference
Universe: Persons in ES, SH, TH and PH-RRH who exited, plus persons in other PH projects who exited without moving into housing 827 1012 185
Of the persons above, those who exited to permanent housing destinations 285 309 24
% Successful exits 34% 31% -3%
Metric 7b.2 – Change in exit to or retention of permanent housing
SubmittedFY 2018 FY 2019 Difference
Universe: Persons in all PH projects except PH-RRH 377 381 4
Of persons above, those who remained in applicable PH projects and those who exited to permanent housing destinations 374 361 -13
% Successful exits/retention 99% 95% -4%
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IL-514 - DuPage County CoC
This is a new tab for FY 2016 submissions only. Submission must be performed manually (data cannot be uploaded). Data coverage and quality will allow HUD to better interpret your Sys PM submissions.
Your bed coverage data has been imported from the HIC module. The remainder of the data quality points should be pulled from data quality reports made available by your vendor according to the specifications provided in the HMIS Standard Reporting Terminology Glossary. You may need to run multiple reports into order to get data for each combination of year and project type.
You may enter a note about any field if you wish to provide an explanation about your data quality results. This is not required.
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All ES, SH All TH All PSH, OPH All RRH All Street Outreach
2015-2016
2016-2017
2017-2018
2018-2019
2015-2016
2016-2017
2017-2018
2018-2019
2015-2016
2016-2017
2017-2018
2018-2019
2015-2016
2016-2017
2017-2018
2018-2019
2015-2016
2016-2017
2017-2018
2018-2019
1. Number of non-DV Beds on HIC 136 164 163 163 369 121 116 115 340 358 375 347 64 32 68 107
HUD’s New Coordinated Entry Data Elements April 2020
HUD recently finalized a set of Coordinated Entry (CE) data elements to standardize data collection on core components of CE -- access, assessment, referral, and prioritization. These elements are the result of several months of collaboration with key stakeholders to learn from communities’ experiences implementing and refining CE data collection and determining precisely what data is needed to effectively manage and evaluate effectiveness of CE.
Most communities are already collecting similar types of data, although the elements might be labeled differently or tailored to communities’ unique data collection workflows. HUD wants the transition to these new CE elements to be as seamless as possible. Communities should map the new data elements into existing (or modified) workflows wherever possible and use this opportunity to identify ways to improve data collection based on our collective practice knowledge.
WHAT COCS NEED TO KNOW ❖ CE data elements are part of the 2020 Data Standards and should be available on October 1, 2019, however, HUD
understands that some CoCs and vendors may need a little more time to transition from their existing coordinated entry process to a new one. To allow for this, HUD is making Oct. 1, 2020 the CE data elements “go live” date.
❖ CoCs with HUD-funded SSO-CE projects are required to collect CE data elements beginning October 1, 2020.
❖ Regardless of whether your CoC has a HUD-funded SSO-CE project, all CoCs are strongly encouraged to collect CE data using these standardized elements. CE data provides critical information about how quickly systems are stably housing people and where there are system bottlenecks and gaps in system resources, which informs strategies to improve responses to homelessness.
❖ CoCs should collaborate with HMIS Leads and vendors to map the new CE data elements to existing data collection processes whenever possible. TA resources and support are available to assist you with this process.
❖ CoCs who do not currently use HMIS who either 1) need to start using HMIS to meet the SSO-CE APR data collection requirements starting on October 1, 2020 or 2) want to begin using HMIS for other reasons, should start working with vendors to begin merging outside data into HMIS to ensure timely and accurate implementations.
IMPLEMENTATION TIMELINE
HUD’s New Coordinated Entry Data Elements 2
COORDINATED ENTRY DATA COLLECTION APPROACH Since coordinated entry is a process that may be supported by multiple agencies and typically spans an extended period, CoCs will set up a CE ‘project’ in HMIS that all relevant agencies can access. HUD acknowledges that the terminology “CE project” is problematic, as CE is a collaborative and community-wide process and not a single “project.” HUD does not use this term in the traditional sense, where data collection is aligned with a single organization. Rather, CE is a system-level “project”—meaning that as households are triaged and identified as experiencing homelessness, they are enrolled in the CE project with a ‘start date,’ and then data can be collected by different agencies, at different points in time, to populate a single record. Depending on whether your system has a single front-door or multiple front-doors to your CE, the HMIS set-up may include one CE project or multiple CE projects representing regional areas.
Creating a ‘CE Project’ is simply what allows for a boundary to be drawn around the CE segment of the homeless system for reporting purposes. As a result, communities will now be able to track participants’ entire journey through CE – from access to exit - which means communities will have information on how well the CE is performing, and participants’ trauma will be reduced because they do not have to tell their story multiple times throughout assessment phases.
For some communities, enrolling and exiting all households experiencing homelessness (who touch CE) requires managing more data, which is a known challenge. CoCs have created technological aids, such as setting up an auto-enroll or auto-exit function (which require very clear business rules for when someone is exited from the CE project). HUD will continue to collaborate with communities on solutions as we work together toward the October 1, 2020 start date for producing reports on the collected elements. HUD is committed to developing a report that is maximally useful for communities and HUD both to assess the effectiveness of their CE.
OVERVIEW OF NEW DATA ELEMENTS There are three new data elements, each briefly described below:
❖ CE Assessment Element: Designed to be flexible a data element that collects an assessment date, location, and assessment results. It allows CoCs to define their own assessment questions and responses, categorize different types of assessments (crisis needs versus housing needs). This element helps communities understand and monitor the assessment process in more detail and as it relates to participant outcomes.
❖ CE Event Element: Designed to capture access and referral events, as well as the results of those events. It will help communities understand the events that go into achieving desired (and undesired) results through the CE system.
❖ Current Living Situation Element: Designed to capture information on where a person is staying at a point in time. It can be updated at each point of contact and will help communities track where people are, including those who are not assessed or referred to CE events.
HUD’s New Coordinated Entry Data Elements 3
WHY COORDINATED ENTRY DATA IS IMPORTANT With this new approach to CE data collection, communities will have information on all households in a housing crisis who touch the CE process, not just information about people who are served by HMIS-contributing housing and service projects. By enhancing data collection and standardizing data on assessment, prioritization, and referrals, communities can assess CE effectiveness as well as whether the CE is operating with fidelity to its policies and procedures. The data from these elements helps answer critical questions to inform strategies for strengthening communities' crisis response systems and ability to appropriately target resources:
❖ Are pathways to housing as fast and effective as they can be?
❖ Are we successfully diverting people from the system?
❖ Are we housing the most vulnerable people in our community? Who’s getting left out?
❖ What resources are needed to end homelessness and where are the gaps?
❖ Which households touch the system and exit without a homelessness intervention versus those who need our assistance?
Collecting these data also supports management reporting on specific parts of the CE process, such as active client lists, coverage and demand, and permanent housing placements and retention. HUD’s Coordinated Entry Management and Data Guide outlines how communities can use their CE data for monitoring and evaluation.
SUPPORTING AN EFFECTIVE ROLLOUT____________________________
To seek additional support, CoCs can request TA through the HUD Exchange or submit questions on this topic to HUD’s Ask a Question (AAQ) desk.
What HUD will do: Provide various forums for HMIS system admins, CoCs,
and vendors to engage expert TA providers to help map and incorporate the new CE data elements into HMIS, including:
• Affinity groups for system admins, grouped by the vendors CoCs use.
• Regular meetings for system admins and vendors plus ad hoc meetings as needed.
• If necessary, one-on-one TA assistance to map the new elements to complex custom CE data collection.
Publish an online data manual that supports data collection and reporting efforts and helps explain the CE data elements.
What communities should do: Work with HMIS Leads, vendors, and HUD’s TA
providers to decide the best path to incorporate these data elements into your HMIS.
Where there is not already strong collaboration between the CoC and HMIS Lead in your community, use this as an opportunity to build a stronger bridge. In some communities, HMIS Leads were not involved with designing CE or are not familiar with the nuances of the local CE approach. It is important to use this moment to work together to get this right and ensure a seamless transition.
Develop a collaborative approach to using CE data to strengthen your crisis response systems in more strategic, impactful ways.
Community Services (Qlik Sense;Resource Directory)Roadmap As of April – June, 2020
Revised 04.06.2020
WellSky Community Services; Qlik Sense; Resource Directory Roadmap April, 2020 – March, 2021April – June 2020 July – Sept 2020 Oct – Dec 2020 Jan – March 2021
2
Community Services: Uplift• Unit Manager Uplift
General Release 6-week release cadence
• Open Referral API - General Release• Client API - General Release
HMIS FocusCommunity Services:• System Performance Measure
Reports• With Filters
• Add deletion of services from multiple Household members at once
• Complete pop-up for deleting entry/exit for all household members at one time
Community Services: Resource Directory• Improved UX/UI
Search Functionality Display Sort option
Committed Planned Projected
Community Services: • 2020 LSA Update• ROI Expiration Alert• Data Quality Framework Report
Community Services: Uplift• Homepage Enhancements (All)• Complete the ROI uplift
Including Electronic Signatures
Community Services: Qlik Sense• Services Based Qlik Sense App
Community Services: • CLS Sub-assessment conditional
logic• Modify Text to prompt for Forgot
Password Functionality• Community Services Login Page
Rebranding• PRAPARE SDoH Tool
Community Services: Qlik Sense• QS Visibility and Security• Complete ART Gallery Report
Transition to QS General Release after
Visibility and Security is released
Community Services: Qlik Sense• User Created Variables
Community Services: Resource Directory• API for Integration • PRAPARE tool
Community Services: Uplift• Homepage Enhancements
• Dashboards• Choose “on” or “off” Premises
prior to Scanning ID
Community Services: Uplift• Client Summary Page
Community Services: • Integrate to Hyperion PIT App• HIC Supplement / PIT Reports• SSN validation check against SSA
guidelines• Eligibility Module Integration
with Sub-assessments
Qlik Sense:• “Stream Sharing” of reports
Resource Directory: • Resource Directory Upgrades
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Community Services™ and the Community Services™ logo are trademarks of WellSky Corporation. All other brand or product names are trademarks or registered trademarks of their respective holders.
All agency and client names depicted herein are completely fictitious. No association with any real organization or persons is intended
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ABOUT THIS DOCUMENT ................................................................................................................................................................... 3
DATA ENTRY ...................................................................................................................................................................................... 4 Dashboard ....................................................................................................................................................................................................... 4 Unit Lists.......................................................................................................................................................................................................... 5
Selecting a Provider .................................................................................................................................................................................... 5 Provider Unit Availability ............................................................................................................................................................................ 5 Selecting a Unit List .................................................................................................................................................................................... 6 Unit List Availability .................................................................................................................................................................................... 6 Unit List Display .......................................................................................................................................................................................... 6 Searching and Filtering a Unit List .............................................................................................................................................................. 7 Viewing Unit Stay Notes ............................................................................................................................................................................. 8 Clients Scheduled For Future Check out ..................................................................................................................................................... 9
Client Check In and Check Out ...................................................................................................................................................................... 10 About the Check In Process ...................................................................................................................................................................... 10 Checking a Client In To A Unit ................................................................................................................................................................... 12 About the Check Out Process ................................................................................................................................................................... 18 Checking a Client Out of A Unit ................................................................................................................................................................ 20
Glossary of Terms .......................................................................................................................................................................................... 25
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ABOUT THIS DOCUMENT This document is intended to serve as both an introduction and a guide on the newly released Unit Manager module. This document covers all aspects of Unit Manager usage, from both an end user and administrator perspective.
OVERVIEW The Unit Manager module is a centralized unit management system and information resource for housing providers. It provides the ability to:
• document client check in and check out • view unit availability • function as a client roster
DEVICE COMPATIBILITY
Compatible Operating Systems Windows 10 Yes Older Windows Versions unknown Mac * Browsers Firefox (latest version) Yes Google Chrome (latest version) Yes Microsoft Edge Yes Internet Explorer No Safari (iOS) Yes Mobile Devices *** iPad Pro Yes iPad Mini Yes Kindle Fire HD Yes Samsung Galaxy Tab 10.1 inch Yes
*Although Mac is not officially supported, there have been reports of successfully using Community Services using a Mac ***Although it is not possible to test mobility on every device, Unit Manager is designed for usability on viewports as small as 700px wide. Most modern 7inch or larger tablets are equipped with this resolution or greater.
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MODULE CONFIGURATION
Administration The current version of Unit Manager leverages the existing configuration area found in Provider > Module Settings > ShelterPoint Module Settings, as indicated in the screenshot below.
Note: Future versions of Unit Manager will include a new Administration area
DATA ENTRY
Dashboard The Unit Manager dashboard provides a centralized screen to manage unit utilization functions such as:
• Unit list occupancy and availability • Checking clients in to and out of specific units
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Unit Lists Selecting a Provider Each provider can have multiple unit lists. To display the desired unit list, a provider must first be chosen.
Provider Unit Availability Unit availability at a glance can be viewed for the provider from the Available and Occupied pills. These counts consider information across all of the provider’s unit lists.
Clicking the View Unit Availability link above the pills will display additional details regarding the provider’s unit availability. Clicking the SELECT button will close the Unit Availability screen and load the selected unit list.
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Selecting a Unit List If desired, users can navigate directly to the desired unit list once the provider is chosen. After selecting a provider, the list of available unit lists will be displayed in the unit list dropdown.
Unit List Availability Availability at the unit list can be viewed from the Available and Occupied pills. These counts only consider information from the chosen unit list.
Unit List Display Once the provider and unit list has been selected, the unit will display in a grid on the Unit Manager Dashboard. The unit list will display the location of the unit, the unit name, the occupancy status of the unit including who is currently occupying it, the occupants date of birth and gender, the check-in date, and an hover icon to indicate whether there are any notes associated with the unit stay.
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Searching and Filtering a Unit List Users can use the real-time search feature to filter the results of a unit list. The search string will consider all columns displayed in the unit list grid, and will refine the results as the user is typing.
In addition to the real-time search, users can utilize quick filters to further restrict the units displayed in the unit list grid. The available quick filters are:
• Available Units – this filter displays a list of all units that a client can be checked in to • Single Units – this filter displays a list of units that are occupied by singles • Family Units – this filter displays a list of units that are occupied by families • Overflow Units – this filter displays a list of overflow units that are occupied by both singles and families
Note: Only one quick filter can be chosen at a time. Choosing a quick filter while another is selected will remove the existing quick filter.
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Note: The Families quick filter uses a special visual display to help easily see groupings of family members. When selected, each family (unit stays with the same group_id) will be displayed together with their rows using the same color band. The link icon indicates the start of a new family grouping and will always be displayed on the row for the respective primary client.
Viewing Unit Stay Notes
Clients with unit stay notes will have a notes icon in the notes column of their row. Hovering over the notes icon will display a preview of the notes.
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For longer unit stay notes, users can click on the See More button in the notes preview to view the entire note.
Clients Scheduled For Future Check out
Clients can be scheduled to check out at a later date. If a client has a future check out date, a calendar icon will
appear at the far right of their unit stay row. Hovering over the calendar icon will display alternate text with the date and time the client is scheduled for check out.
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Client Check In and Check Out About the Check In Process Clients can be checked in to a specific unit from the Dashboard by clicking the “Check In” button in the desired unit row.
After clicking Check In, the check in workflow will open. The check in process is broken down into a series of simple steps. The list of steps will be displayed in the stepper on the left. You can progress through the steps using the navigation area at the bottom of each step, or by directly clicking on the step name.
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The available steps of the check in workflow are:
1. Search for and select a client 2. Add Unit Stay details – the client’s stay data, Participating Clients, and Incidents are managed during this step. 3. Confirm Unit Stay Details and Complete Check In – this step provides users with an opportunity to review the data
entered during the check in process before completing the check in.
Each step contains an icon/color that represents its status and available actions:
• - this indicates the current in progress step.
• - this indicates the step has not yet been completed.
• - this indicates the step has been completed and can not be edited.
• - this indicates the step has been completed and can be edited.
NOTE: Data entered during the check in process will not be saved until the user completes the Confirm Unit Stay Details and Complete Check In step.
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Checking a Client In To A Unit Step One – Search For And Select a Client The first step in the check in workflow is to search for and select a client to be checked in. Any combination of characters may be used to perform a search. The search will utilize the client’s name, SSN, and Client ID fields to return valid matches, sorted in the order of relevance. After searching, click on the desired client from the search results. The chosen client row will be highlighted. Once the chosen client row is highlighted, click the “Next” button in the navigation area.
NOTE: new client records can be created by clicking either the Add Anonymous Client or Add Client button at the top right corner of the client search panel.
When the client is selected, click the “Next” button in the navigation area to advance to the next step.
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Step Two – Add Unit Stay Details The second step of the check in workflow is adding the unit stay details. From this screen, you can:
• Manage client demographic details • Manage data related to the unit stay such as the chosen unit, check in date and time, and unit stay notes • Manage Incidents • Add Participating Clients
The client’s demographic details will display at the top of this step. A completion percentage along with a visual indicator will help identify missing demographic details. Users can click the Edit or Complete Profile button in this area to complete the missing name, SSN, and Veteran Status related fields:
The screen will transition into edit mode allowing the users to answer the demographic fields. Users must click the “Save” button in order to save the added or edited data. The completion percentage and visual indicator will update to reflect newly entered demographic data.
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After demographic data has been entered or verified, unit stay details can be added under the “Stay Information” section. This area includes the unit information, check in date, check out date, locker number, supplies, and notes. The unit information will automatically populate based on from which unit row you clicked the “Check In” button. If needed, the unit can be changed by clicking the “Change Unit” button in the top right corner of this area. The Check In Date and Check In Time will automatically populate with the current date and time, but can be changed if desired. The “Late Night Check In” button will set the date and time to 11:59pm on the previous day. This can be leveraged when the client arrives later than usual, but their unit stay still needs to be counted as a “bed night”.
After unit stay details are completed, users view, edit, or add Incident records. The client’s existing Incident records will display in the grid, and users can use the quick filters to help refine and locate existing records. Clicking an existing record will open an editable version of the selected record. Users can add a new record by clicking the “Add” button at the top right corner of the Incidents grid.
NOTE: New Incident records created during check in will only be applied to the primary client being checked in.
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Next, users will be prompted to add household members that will participate in the unit stay. Clicking the checkbox next to the household member will add the client to the unit stay, and create a row for the checked household member in the Participating Clients grid.
NOTE: By default, participating clients will be placed into an overflow unit. You can place participating clients into a specific unit by clicking the “Assign Unit” button in the participating client’s row. NOTE: If the primary client is a member of more than one household, you cannot mix participating clients from different households. When finished with the Add Unit Stay Details step, click the “Next” button in the navigation area to advance to the next step.
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Final Step –Confirm Unit Stay Details and Complete Check In The final step of the check in workflow is to review the data that has been entered during the check in process, and confirm the check in. This additional step gives users the opportunity to verify the information complete and accurate, or make corrections if needed, prior to saving the data. Data entered during the check in process is broken into sections on the confirmation page, and displays summary information to help the user determine it’s accuracy and completeness.
Colored icons are used to indicate potential scenarios where the user may need to review a particular area before confirming the unit stay:
• - this indicates the data was completed. • - this indicates the data was not completed, which may be acceptable.
• - this indicates the data was not completed, and may need to be reviewed before confirming the unit stay.
In certain instances, the orange icon uses special logic to determine if the data may need review:
• Participating Clients – if a client is a member of a household, but no household members were selected to participate in the unit stay.
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For each section, clicking the dropdown will display read only summary information about the data entered during the unit stay.
Users can click the “Go To Step” button at the bottom right corner of the summary grid to return to the relevant check in process step and modify data as needed. Once the data has been reviewed, users must click the “Confirm Check In” button at the bottom of the confirmation page to complete the check in process.
NOTE: The “Confirm Check In” button must be clicked to save the data added or modified during the check in process. If the user abandons the check in process before clicking the “Confirm Check In” button, no data will be saved. After the “Confirm Check In” button is clicked, the check in workflow will close and the user will be re-directed back to the Unit Manager Dashboard. The unit list grid will be updated to display the newly checked in client(s).
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About the Check Out Process Clients can be checked out of a unit from the Dashboard by clicking the “Check Out” button in the desired unit row.
After clicking Check Out, the check out workflow will open. The check out process is broken down into a series of simple steps. The list of steps will be displayed in the stepper on the left. You can progress through the steps using the navigation area at the bottom of each step, or by directly clicking on the step name.
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The available steps of the check in workflow are:
1. Add Unit Check Out Details – the client’s check out data, Participating Clients, and Incidents are managed during this step.
2. Confirm Check Out Details and Complete Check Out – this step provides users with an opportunity to review the data entered during the check out process before completing the check out.
Each step contains an icon/color that represents its status and available actions:
• - this indicates the current in progress step.
• - this indicates the step has not yet been completed.
• - this indicates the step has been completed and can not be edited.
• - this indicates the step has been completed and can be edited.
NOTE: Data entered during the check out process will not be saved until the user completes the Confirm Check Out Details and Complete Check Out step.
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Checking a Client Out of A Unit Step One – Add Unit Check Out Details The first step of the check out workflow is adding the check out details. From this screen, you can:
• Manage client demographic details • Manage data related to the check out such as the check out date and time, and whether or not the supplies were
returned • Manage Incidents • Include Participating Clients in the check out
The client’s demographic details will display at the top of this step. A completion percentage along with a visual indicator will help identify missing demographic details. Users can click the Edit or Complete Profile button in this area to complete the missing fields.
The screen will transition into edit mode allowing the users to answer the demographic fields. Users must click the “Save” button in order to save the added or edited data. The completion percentage and visual indicator will update to reflect newly entered demographic data.
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After demographic data has been entered or verified, check out details can be added under the “Check Out Information” section. This area includes the unit information, Check Out Date, Check Out Time, and Supplies Returned. The Check Out Date and Check Out Time will automatically populate with the current date and time, but can be changed if desired.
After check out details are completed, users view, edit, or add Incident records. The client’s existing Incident records will display in the grid, and users can use the quick filters to help refine and locate existing records. Clicking an existing record will open an editable version of the selected record. Users can add a new record by clicking the “Add” button at the top right corner of the Incidents grid.
NOTE: New Incident records created during check out will only be applied to the primary client being checked out.
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Next, users will be prompted to add household members that will participate in the check out. Clicking the checkbox next to the household member will include the client in the check out.
NOTE: By default, participating clients that were included in the unit stay will be selected to include in the check out. You can un-check participating clients that you don’t want to include in the check out. When finished with the Add Unit Check Out Details step, click the “Next” button in the navigation area to advance to the next step.
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Final Step – Confirm Check Out Details and Complete Check Out The final step of the check out workflow is to review the data that has been entered during the check out process, and confirm the check out. This additional step gives users the opportunity to verify the information complete and accurate, or make corrections if needed, prior to saving the data. Data entered during the check out process is data is broken into sections on the confirmation page, and displays summary information to help the user determine it’s accuracy and completeness.
Colored icons are used to indicate potential scenarios where the user may need to review a particular area before confirming the unit stay:
• - this indicates the data was completed. • - this indicates the data was not completed, which may be acceptable.
• - this indicates the data was not completed, and may need to be reviewed before confirming the unit stay.
In certain instances, the orange icon uses special logic to determine if the data may need review:
• Participating Clients – if a client has a household member that participated in the unit stay, but no household members were selected to participate in the check out.
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For each section, clicking the dropdown will display read only summary information about the data entered during the unit stay.
Users can click the “Go To Step” button at the bottom right corner of the summary to return to the relevant check in process step and modify data as needed. Once the data has been reviewed, users must click the “Confirm Check Out” button at the bottom of the confirmation page to complete the check in process.
NOTE: The “Confirm Check Out” button must be clicked to save the data added or modified during the check out process. If the user abandons the check out process before clicking the “Confirm Check out” button, no data will be saved. After the “Confirm Check Out” button is clicked, the check out workflow will close and the user will be re-directed back to the Unit Manager Dashboard. The unit list grid will be updated to display the newly available unit(s).
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Glossary of Terms
• Grid – grids are similar to tables and display predefined rows of information in row/column format.
• Overflow Menu – overflow menus are used to contain additional actions that can executed on a specific component.
• Pills – pills are compact UX/UI elements that represent an input, attribute, or action.
• Stepper - steppers display progress through a sequence of logical and numbered steps. They may also be used for navigation.
DuPage CoC HMIS Committee Approved by Leadership 12/5/2018
Section 4- Security Plan
Introduction to the HMIS Security Plan HMIS security standards are established to ensure the confidentiality, integrity and availability of all HMIS
information. The security standards are designed to protect against any reasonably anticipated threats or
hazards to security and must be enforced by system administrators, agency administrators as well as end
users. This section is written to comply with section 4.3 of the 2004 Homeless Management Information
Systems (HMIS) Data and Technical Standards Final Notice (69 Federal Register 45888) as well as local legislation
pertaining to maintaining an individual’s personal information. In December 2013, HUD released proposed
regulations pertaining to HMIS Security. These regulations are not yet in force and sufficient guidance has
not been given to enact the policies.
Meeting the minimum standards in this Security Plan is required for participation in the HMIS. Any agency may
exceed the minimum standards described in this plan and are encouraged to do so. All Agency Data
Administrators are responsible for understanding this policy and effectively communicating the Security Plan
to individuals responsible for security at their agency.
Security Plan Applicability The HMIS System and all agencies must apply the security standards addressed in this Security Plan to all the
systems where personal protected information is stored or accessed. Additionally, all security standards must
be applied to all networked devices. This includes, but is not limited to, an agency’s networks, desktops,
laptops, mobile devices, mainframes and servers.
All agencies, including the HMIS Lead, will be monitored by the HMIS System Administrators annually to
ensure compliance with the Security Plan. Agencies that do not adhere to the security plan will be given a
reasonable amount of time to address any concerns. Egregious violations of the security plan may result in
immediate termination of an agency or user’s access to the HMIS as determined by the HMIS Lead.
System Security
User Authentication
Agency Data Administrators and System Administrators shall limit access to those who meet each of the
following –
1. Access is required for the purpose of data assessment, entry, or reporting
2. New User Training has been completed including the Standard Operating Procedures, Agency Privacy
Policies, the Standard Workflow, and the overall HMIS software orientation.
3. User is covered by the agency privacy notice
4. User has signed and agreed to the HMIS End User Policy and Code of Ethics.
DuPage CoC HMIS Committee Approved by Leadership 12/5/2018
5. Have an agency email address to ensure HMIS access is granted to active employees only. Publicly
available domain names are not appropriate (gmail.com, Hotmail.com, etc.) unless the agency uses
these domain names as their agency standard.
It is the responsibility of Agency Data Administrators to immediately inactivate a user and notify System
Administrators when the person leaves the agency or no longer requires access to the HMIS. Users who have
not successfully logged into HMIS for 30 or more days may be inactivated by the System Administrator to further
assure that access is only granted to those who require it.
The HMIS System only permits users to be logged into HMIS from one workstation or device at any given time.
User access and user access levels will be determined by the System Administrator in consultation with the
Agency Data Administrator. The roles and responsibilities pertaining to assignment and creation of user
licenses are outlined in Section 1: Roles and Responsibilities.
Each user must have a unique user ID. Each user’s identity will be authenticated using a user password.
Passwords are the individual’s responsibility. Users are prohibited from sharing user IDs or passwords. A
temporary password will be automatically generated from the system when a new user is created. Agency
Data Administrators or System Administrators will communicate the system-generated password to the user.
The user will be asked to establish a permanent password at initial log-in.
Users must select and change their own passwords every forty-five days. A password cannot be consecutively
re-used. Password format is case-sensitive and must be between eight and sixteen characters long including
at least two numbers and not be easily guessed. Any passwords written down must be securely stored and
inaccessible to other persons. If a user unsuccessfully attempts to logon three times, the user ID will be
“locked out”, access permission revoked, and the user will be unable to gain access until their password is
reset.
Agency Data Administrators and System Administrators have permission to reset a user’s password. Users
may submit a Help-Desk request for assistance, www.dupageco.org/HMISHelp.
Virus Protection
All devices directly accessing the HMIS and any device that is on a network that has a device directly accessing
the HMIS must have industry compliant virus protection software installed. Both Operating System updates
and virus definitions must be set to be updated and applied automatically. The virus protection software must
also include anti-spyware functionality. Operating Systems must be supported by their vendors. Virus scans
must be completed at least weekly.
Firewalls
An agency must protect the HMIS and client data from malicious intrusion behind a secure and up-to-date
firewall. Each individual device does not need its own firewall, as long as there is a firewall between that
d e v i c e and any systems, including the Internet and other computer networks, located outside of the
organization. For example, a device that accesses the Internet through a modem, public Wi-Fi or cellular data
network would need its own firewall. A device that accesses the Internet through a central server would not
DuPage CoC HMIS Committee Approved by Leadership 12/5/2018
need a firewall as long as the server has a firewall. Firewalls are commonly included with all new operating
systems.
Physical Access
All computers and devices must be controlled through physical security measures and/or a password. Users must logoff from the HMIS and their device if they leave their workstation. The HMIS System automatically logs users off after 30 minutes of inactivity. When devices are not in use, a password protected screensaver or lock screen should automatically turn on within 15 minutes of inactivity. Users on mobile devices or working in outreach locations in addition to system administrators are encouraged to decrease this time to 5 minutes.
Users should be trained on how to quickly lock their computer or device if they need to step away. On
windows workstations, this is achieved by typing the command “Windows Key + L.” Different operating
systems have different locking mechanisms.
If users are going to be away from the computer or device for an extended period of time they are encouraged
to shut down the computer or device. Users should follow their agency’s “shut-down procedures” to ensure
proper device, network, and virus updates.
Disposal
Agency policies, consistent with applicable state and federal laws, should be established regarding appropriate
locations for storage, transmission, use and disposal of HMIS generated hardcopy or digital data. Reasonable
care should be used, and media should be secured when left unattended. Magnetic media containing HMIS
data which is released and/or disposed of from the participating organization and central server should first be
processed to destroy any data residing on that media. Degaussing and overwriting are acceptable methods of
destroying data.
System Monitoring
The HMIS maintains a permanent audit trail that tracks user log-in attempts and modifications to client
records. Each audit entry reflects the user that created the entry and the date and name of the user that made
the most recent modification.
These user logs will be checked routinely according to best practices established by the HMIS Lead Agency.
Possible mechanisms the HMIS Lead may utilize are comparing the volume of search records accessed compared
to the size of the agency, looking for multiple user logins from multiple locations, client searches occurring
without record adjustment, users logging into the system at strange times and looking at the frequency
of user password reset and lockout.
Hard Copy Data
Printed versions (hardcopy) of confidential data should not be left unattended and open to compromise.
Media containing HMIS client identified data may not be shared with any person or agency other than the
owner of the data for any reason not disclosed within the agency’s Privacy Notice.
HMIS information in hardcopy format should be disposed of properly. This may include shredding finely
enough to ensure that the information is unrecoverable.
DuPage CoC HMIS Committee Approved by Leadership 12/5/2018
Software Application Security
Disaster Recovery
The Northern Illinois (NIL) HMIS Technical Lead Agency is responsible for ensuring that its vendors meet all
regulated Disaster Protection and Recovery requirements. Currently the vendor commits itself to the following:
• Nightly database tape backups.
• Offsite storage of tape backups
• 7-day backup history stored locally on instantly accessible Raid 10 storage
• 1-month backup history stored off site
• 24 x 7 accesses to emergency line to provide assistance related to “outages” or “downtime”.
• 24 hours backed up locally on instantly-accessible disk storage
Electronic Data Transmission
The NIL HMIS Technical Lead Agency is responsible for ensuring that its vendors meet all regulated
Electronic Data Transmission requirements. Currently the vendor commits itself to the following:
• 128-bit SSL encryption is used to encrypt client data as it travels "over the wire" from the vendor’s data
center to the user's desktop.
Electronic Data Storage
The NIL HMIS Technical Lead Agency is responsible for ensuring that its vendors meet all regulated Electronic
Data Storage requirements. Currently the vendor commits itself to the following:
• Data is stored in a binary format utilizing PostgreSQL data base application.
• Data is encrypted annually to provide an additional level of security.
Workstation Minimum Requirements
Any computer that interfaces with the HMIS must meet the minimum specifications or functionality cannot be
guaranteed. Three main factors that can impact system performance are data transfer efficiency, memory
management, and machine speed. Currently, the requirements are as follows:
Operating System
• Windows 7, 8, and 10 Memory
• 2GB RAM minimum, 4GB recommended Monitor
• Screen Display - 1024 x 768 (XGA) Processor
• Dual-Core processor Internet Connection
Broadband
• Internet Browsers in order of compatibility: Google Chrome, Mozilla Firefox, Internet Explorer, Apple Safari.
There are additional requirements for the report creation functionality of the HMIS.
DuPage CoC HMIS Committee Approved by Leadership 12/5/2018
Computer Crime Computer crimes violate state and federal law. They include but are not limited to: unauthorized disclosure,
modification or destruction of data, programs or hardware; theft of computer services; illegal copying of
software; invasion of privacy; theft of hardware, software, peripherals, data or printouts; misuse of
communication networks; promulgation of malicious software such as viruses; and breach of contract.
Perpetrators may be prosecuted under state or federal law, held civilly liable for their actions, or both. The
System Administrator and users must comply with license agreements for copyrighted software and
documentation. Licensed software must not be copied unless the license agreement specifically provides for
it. Copyrighted software must not be loaded or used on systems for which it is not licensed. All users agree to
this upon logging into the system for the first time and accepting the software’s End User License Agreement.
Illinois Personal Information Protection Act As discussed in Section One of this standard operating procedure, all agencies and users are bound to follow
state and federal law and following those laws precede following this standard operating procedure. The steps
outlined here are requirements of HMIS System Participation and should not be considered legal advice.
The Illinois Personal Information Protection Act (815 ILCS 530/5)1 requires that data collectors who maintain
Social Security numbers take sufficient measures to ensure the security of the data and to notify Illinois
Residents if a data breach occurs. The collection of Social Security numbers is a mandatory requirement of
HUD’s minimum data collection requirements and thus both individual agencies as well as the HMIS are “Data
Collectors” and are bound to the law. A client may be notified multiple times by each level of ‘data holding’
(HMIS Vendor, HMIS Lead, and individual agencies).
If a Breach Occurs at the Individual Agency
Upon detection of a breach of the security of the agency’s data, the agency’s Executive Director or Agency
Data Administrator, must take the following actions:
1. Notification will be made to all Continuum of Care Contacts as listed on the HMIS website2
2. Notification will be made to individual agency clients in one of the following ways
a. Written notice
b. Electronic notice, if the notice provided is consistent with the provisions regarding electronic
records and signatures for notices legally required to be in writing as set forth in section 7001 of
title 15 of the united states code3; or
c. Substitute notice, if the data collector demonstrates that the cost of providing notice would exceed
$250,000 or that the affected class of subject persons to be notified exceeds $500,000, or the data
collector does not have sufficient contact information. Substitute notice shall consist of all of the
following:
(1) Email notice if the data collector has an email address for the subject persons;
(2) Conspicuous posting of the notice on the data collector's web site page if the data collector
