Safe Harbors Quarterly Partner’s Meeting May 26, 2015 Northgate Community Center

Agenda Review  Welcome & Introductions  Announcements  HMIS Vendor RFQQ  HMIS Update on Youth Under 13 Bill  2014 HMIS Data Standards  Break Out Groups  Video  Prize & Adjourn

Welcome

Announcements  New Safe Harbors Team Members  David Wong  Bryan Davis

HMIS Vendor RFQQ Timeline & Process  RFQQ Released – December 2014 – January 2015  5 vendors submitted their proposals to Commerce by January 30, Vendors Include:  Adsystech  Bitfocus  Bowman Systems  Case Worthy  Client Track

HMIS Vendor RFQQ Timeline & Process  Commerce formed a Vendor Selection Committee from across the state HMIS Administrators  King County Continuum Representatives  Patrice Frank, Ali Peters – Safe Harbors  Linda Greenway, Jon Hoskins, Diep Nguyen – King County  Vincent Taylor - CCS

HMIS Vendor RFQQ Timeline & Process  Stage 1, vendors were evaluated by the Vendor Selection Committee based upon scoring criteria developed during requirements gathering.  All 5 vendors have passed Stage 1.

HMIS Vendor RFQQ Timeline & Process  Stage 2 took place between March 31 st and April 29th and involved:  System Demos  Hands-on demonstrations  Questions & Answers  Reference Checking is currently underway

HMIS Vendor RFQQ Timeline & Process  Next Steps  Reference Checks and Site Visits – May - June  User Group Testing of top vendors – June  Vendor Selection – June / July  Contract Negotiations – July – December  January 2016 – New Contract in place  March 2016 – Old contract expires and will be extended to allow for data migration and future “Go Live” date  If new system, “Go Live” will be planned for sometime in 2016.

HMIS Vendor RFQQ Timeline & Process Questions?

HMIS Update on Youth Under 13 Bill  The provision is still in the budget bill to allow youth under 13 to sign written consent forms. No word yet on when that will pass through the process. There is a lot of confusion regarding youth consent in the communities right now due to recent communication from HUD and from advocates regarding the Runaway Homeless Youth Act. HHA is expected to release clarifying information for everyone regarding the expectations for gathering PII in HMIS for RHY. Remember, WA state still has written consent laws that need to be followed. It is important to take that into account with every reading of notices from federal funders.

2014 HMIS Data Standards  Collaborative effort between HUD, HHS, & VA  Data Standards went into effect on October 1 st  See the Safe Harbors Website for the following information:  Data Collection Requirements  Intake and Exit Forms  Revised Training Classes  Safe Harbors website –  General Information Available on

2014 HMIS Data Standards  Challenges and Agency Impacts  Data Import & Export  Front-end system upgrade  System Shut-down period  New Intake/Exit Forms  Reporting Redesigns  Pending and Upcoming  Data Integration – Export  Project Type Code

2014 HMIS Data Standards  Small Group Questions:  How was the Data Standards implementation experience for your agency?  Are there suggestions for a smoother Data Standards implementation?

HMIS Data Standards Video

Questions & Answers

Raffle & Prize

Adjourn