CT HMIS Empowered Case Management: Implementation Update March HMIS Data Coordinator Meeting 2013

Technical Platform Choice E mpowered C ase M anagement ™ by E mpowered S olutions G roup (ECM, ESG) – Competitive RFP – CT HMIS Steering Committee with Nutmeg Consulting management of process Functionality advantages – Case Management – HUD compliancy reports – More accessible ad hoc reporting Statewide Implementation

CT HMIS Opportunities Old system was not sustainable New system more flexible, user friendly Better able to get “data out” to meet performance expectations for HEARTH, ODCT, VITALs, etc Allows for better integration with other data systems Web-based; supports community and case management, not just H. Assistance

CoC- specific Setup & Go Live TrainingReporting Data Conversion Program Type Workflow Program Type Data Elements Implementation Framework: Program List, CoC Implementation Order Implementation Framework: Program List, CoC Implementation Order

Data Conversion What is it? How does it happen? Mapping and loading data from old system to new system Need new data element valid values Need mapping decisions when not 1:1 correspondence Write programs to perform the mapping Review converted data Likely to require data cleanup Conversion generally requires multiple attempts

Data Conversion Multi-disciplinary Roles and Responsibilities Data element review & decisions – CCEH, CT HMIS Steering & Performance Measurement Committee, Nutmeg, ESG Conversion program development & testing – Nutmeg, ESG, programs (for testing) Running conversion programs for each CoC – Nutmeg, ESG Data check out – Nutmeg, program, CCEH Data cleaning – Nutmeg, program

Workflow Design: Key Topics Data Sharing – Statewide Sharing – CoC Sharing – Policies and Procedures – Integration with Coordinated Access Emergency Shelter Discharge – Review of current methods – Detailed assessment of ECM functionality

Project Status Core Planning Group established – CCEH, Nutmeg, ESG Stakeholder Kickoff meeting under construction (end of March) Comprehensive implementation plan under construction

CCEH Staff Roles & Responsibilities Field staff: Assist in communications and state preparedness for conversion. Serve as points of contact for questions. Data staff: Assist in conversion nuts & bolts, testing, recommendations around data element review Management of implementation and data conversion. Convenes CT HMIS Steering Committee

Expectations for Providers & CoCs Imperatives and issues – Data sharing – Data quality review activities – Clean up, testing, communication Ensure thorough communication so programs, case managers, HMIS users, Executive Directors, committee members, etc all have consistent and clear information

Discussion How can HDCs be most valuable to conversion? What do HDCs need to know in order to feel prepared? What functionality do HDCs hope not to lose? (ie ServicePoint pieces that help you to do your work) Any current processes for HDCs to collaborate on their data work with others in programs? In CoCs? Do HDCs know how data are used by their programs and CoCs other than for reporting to DSS?

Discussion Concerns & Questions Questions? Ideas? Contact