1. HMIS Version 6.2 Upgrade September 2016 Provided by: P W
Nutmegit.com

2. Review CTHMIS.COM Recordings/Videos View upcoming Trainings:
The click on the Training and Events link in the menu at the top of the page
Register for Trainings
Then click on ‘Attend a Training’ this will take you to the new training registration site.
All current and new users will need to register for this site and all HDC’s will need to register on this site
FAQ/Knowledge Book
Then click on ‘knowledgebase’ this will take you to guides for various HMIS data entry processes
Recordings/Videos
Then click on ‘support videos’ this will take you to the available videos related to HMIS

3. What to Expect: Baseline vs. Previous Custom Workflow
Shift of CH Assessment – questions split between Universal and Program
Assessment Order will be a little different
A few additional drop down options
Report Updates from funders (PATH, APR)
Intake/Exit Forms Coming Soon
Transition away from over customization to be more in line with baseline function of the system

4. DATA Freeze and Go Live Process:
DATA Freeze will be on 10/10/2016 – No DATA entry
Go Live will be 10/12/2016
We will host and open webinar from 10/12/2016 to 10/14/2016 from 10AM to 4PM to provide live support for any issues that may be due to the conversion
Prior to 10/10/2016 make sure to run funder reports so you have comparison data after go live on 10/12/2016
SSVF – Your Submission Deadline is 10/9/2016

5. HUD APR Announcement:
We will find out from CaseWorthy if both version of the APR will be available in HMIS
The data standard changes are not ‘that’ drastic this year. We will see what the mappings look like and determine what if any missing fields will exist between the old data standards and new data standards.
The only impact if any, may be the Date of First Homelessness field and the 2 new Health Insurance questions

6. Program Type Specific Updates
General Updates
Gender ……………………………………………………………………………Section 3.6; Page 23
Disabling Condition …………………………………………………………Section 3.8; Page 24
Health Insurance ……………………………………………………………..Section 4.4; Page 49
Living Situation ………………………………………………………………..Section 3.917; Page 25
Living Situation Flow Chart ………………………………………………Section 3.917B; Pate 111
Chronic Homeless Calculation – This is a data collection change
Client Location – This is a data collection change, not a new data element
Employment; School; General Health (RHY/SSVF Enrollment ONLY)
Program Type Specific Updates
PATH
VASH/VA/SSVF
AIDS/HOPWA

7. Gender – Section 3.6; Page 23 Old New
Wording change, from other -> “Does not identify as male, female or transgendered”. Mapping included. Specify Other removed.

8. Disabling Condition-Section 3.8; Page 24
Universe change. This used to show for hoh and adults only, now shows for all clients.

9. Health Insurance - Section 4.4; Page 49

10. Living Situation - Section 3.917; Page 25
Conditional Formatting for Living Situation Categories – CH value will change depending on responses to Disabling condition and Homeless History questions. See next two slides for flow chart

11. Living Situation - Section 3.917B; Pate 111
*Data mapped as part of upgrade process according to logic released by HUD

12. continued: Living Situation
*Data mapped as part of upgrade process according to logic released by HUD

13. Chronic Homeless Calculation and Dates of Homelessness
The "stand alone" chronic homeless assessment is going away. The questions have been moved to the Universal and Program Assessments. The Universal Assessment will display the Chronic Homeless Calculation based on updated logic from HUD. We will be getting the language for the HUD logic soon.
Homeless Date fields have been removed. This was not required and a CT custom option. These fields were not widely used and were not used to evaluate homeless history
Chronic Homeless Minimum Requirements Must be:
Disabled
Place not meant for habitation or emergency shelter or institutional care facility for less than 90 days and had been in place not meant for habitation or ES prior to admission to institutional care facility
Must be living in the above situation for at least 12 months or at least 4 separate occasions in the past 3 years where the combined occasions total at least 12 month. Each occasion must be separated by a period of 7 nights where the client didn’t sleep in a place not meant for habitation or ES or care facility

14. Client Location:
Client Location used to be auto populated. In Version 6.2, the user will need to select the provider from a search screen. The user should only see providers associated with there agency but need to be sure to select the provider associated with the client’s enrollment. This will be for HoH and Adults
This replaces 3.9 (residence prior to project entry) and 3.17 (time on streets) – merged into one

15. Removed: Employment Question – Program Assessment
Number of Hours Worked and Name of Employment have been removed – these were removed nationally a while ago but have remained in CT.

16. Changes to School Based Questions:
School Status – in the new data standards, section 4.25, this is for RHY only
School Name – This was CT specific and has been removed
Connected to McKinney-Vento Liaison – This has been updated to an RHY Referral

17. Removed: School Continued
Problem Enrolling Child – this has been removed from the data standards
Date of Last Enrollment – this has been removed from the data standards

18. Program Specific Updates
PATH
VASH/VA/SSVF
AIDS/HOPWA

19. PATH Changes Income and Sources now required – HoH and Adults
Non Cash Benefits now required – HoH and Adults
Health Insurance now required – All
Connection with SOAR now required
Services Provided response options changed
Referrals Provided response options changed

20. PATH: Services Provided: Section 4.14; Page 69
Old
New
Outreach
Reengagement
Screening/Assessment
Screening
Mappings completed according to arrows
Housing Technical Assistance
Housing Eligibility Determination
Retired: Other PATH-funded Service
New: Clinical Assessment

21. PATH: Referrals Provided – Section 4.16; Page 65
Old
New
Temporary Housing
Primary Health Care
Primary Health/Dental Care
Relevant Housing Services
Housing Services
Housing Placement Assistance
Permanent Housing
Mappings completed according to arrows
Medical Assistance
Medical Insurance

22. PATH: Connection with SOAR – Section 4.21; Page 71

23. HUD VASH and VA Changes Last Grade Completed now required
Employment Status now required
General Health Status now required
Use of Other Crisis Services
HP Screening Score – This has been retired

24. Last Grade Completed – Section 4.24; Page 77

25. VA: Employment Status & General Health Status

26. Use of Other Crisis Services - Section 4.49; Page 106
New Data Element
Required for HUD: VASH and VA: SSVF At Entry for Heads of Household and Adults
3 new questions on HUD Program

27. VA/RRH: Residential Move-in Date: 4.17
In Version 6.2, Residential Move In Date will be considered a ‘one time’ assessment that is done off the program enrollment.
Version 3.0
Version 5.0
In Permanent Housing
If Yes: Residential Move-In Date
Residential Move-In Date
where Move-In Date is empty, the effective information date is the project entry date. Where Move- In Date has a value, information date is the residential move-in date

28. SSVF HP Targeting Criteria - Section 4.48; Page 105
New Element
Replaces the Retired HP Score
Required for HUD-VASH & VA: SSVF At Entry for Heads of Household
19 new questions on HUD Program
There are redundancies between this data element and other data collection. We are waiting to hear back from HUD on whether these data points can be deduced or must be re-asked.

29. AIDS/HOPWA – Section 4.47; Page 97
T‐cell (CD4) and Viral Load selection update:
Old
New
*Data mapped as part of upgrade process according to logic released by HUD

30. Report Timelines Report Completed By
HUD CoC APR ESG CAPER update to HUD V.5
10/01/2016
By Name List Report
10/15/2016
Data Quality Report Logic Update
11/01/2016
Expand CSV to CSV 5.0