1. HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos

2. Texas Homeless Network
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Texas Homeless Network
Texas Homeless Network (THN) is a non-profit membership-based organization helping communities strategically plan to prevent and end homelessness. THN works to end homelessness in Texas by collaborating with all communities, large and small, across the state to build systems to achieve this goal. We coordinate local and national advocacy efforts, data collection and research, host an annual statewide conference, and serve as the host agency for the Texas Balance of State Continuum of Care (CoC) where we assist in the coordination of programs and funding. We are also the lead HMIS Agency for the Balance of State.

3. 300 HMIS users [Aug 2018] Roughly 250 Programs 4 HMIS Specialists
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Texas BoS CoC HMIS Stats
300 HMIS users [Aug 2018]
Roughly 250 Programs
4 HMIS Specialists

4. BoS Coverage vs HMIS Coverage
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
BoS Coverage vs HMIS Coverage

5. Training Questions How many of you train HMIS end users directly?
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Training Questions
How many of you train HMIS end users directly?
In the past 6 months, have you changed how you train your end users?
How many think your training process could be better or just different?
How many have a hands on training process that allows the user to get their hands dirty before ever touching your live environment?

6. Timeline – The Training Journey
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Timeline – The Training Journey
Started planning early 2015
Got online training platform September 2015
Went full automated January 2018
New Data
Standards
More New Data
Standards

7. Texas BoS Training Models
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Texas BoS Training Models
One-on-One
Over screen share
Multiple trainings a week, sometimes multiple trainings a day
On-Site
Mainly for new agencies
Sometimes would visit agencies in a community by splitting up
Webinar Groups
Accomodated multiple new users, sometimes from different agencies
Automated
All online
Consistent for all end users

8. Why Automated? Everyone gets the same exact training, 100% of the time
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Why Automated?
Everyone gets the same exact training, 100% of the time
Consistent
Non-traditional work hours needed to be accommodated
Readily Available
Provides hands-on experience with the database—before real data ever gets entered
Practice-friendly
Solution to less travel funding
Solves the “training time investment problem” with high turnover rates
Flexible

9. Course Breakdown – Program Types
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Course Breakdown – Program Types
Shelter/Housing
Emergency Shelter
Transitional Housing
Permanent Supportive Housing
HP/Supportive Services
Homelessness Prevention
Supportive Services Only
Rapid Re-Housing
ESG
HUD:CoC
Street Outreach
PATH
RHY
BCP-ES
BCP-HP
TLP
MGH SO
SSVF

10. Course Breakdown – Other Courses
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Course Breakdown – Other Courses
Assessments
Entry
Exit
Update/During
Annual
Coordinated Entry
Foundations
CE in HMIS
Data Security
ROI

11. Course Breakdown – Videos and Quizzes
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Course Breakdown – Videos and Quizzes
Each video is a bite sized “reusable” format. The same navigation video appears in all courses, for example.
Each video is followed up with a quiz to test for competency.
Each course is roughly 45 minutes, not including time for quizzes.

12. Automated Trainings Not exactly...
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Automated Trainings
User gets HMIS access
Yes! The user demonstrated mastery of the database functions.
Did the user do well?
User Completes HMIS Task List
User Reviews HMIS Training Videos
Review Request and Create Training Account
User Submits Training Request
Not exactly...

13. Coordinated Entry Implementation
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Coordinated Entry Implementation
CE Implementation Take 1
Began May 1st, 2015
Roughly 7 Pilot Communities
Combination of on-site and webinar trainings
CE Implementation Take 2
January 23rd, 2018
18 Mandated Communities
All automated trainings

14. Missteps, Feedback, Solutions
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Missteps, Feedback, Solutions
“I can’t hear the videos.”
Issue
Solution: Created closed captioning for all videos.
“I prefer hands-on training.”
Solution: Created a task list to allow users to jump into our training version of HMIS to put what they saw in the training into practice.”
“I don’t need a complete re-training, I just need to know X.”
Solution: Created a video library available to all of our end users covering a wide range of topics from how to enter services to how to run their APRs/CAPERs/UDQs.

15. Training Data How to use the data collected
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Training Data
How to use the data collected
What’s asked on the requests and why this impacts training
Are there times that get more requests than others?
Highrise TA Count
How many training hours saved?

16. Pre-Training - Request Data
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos

17. Pre-Training- Requests as of Jan 2018
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Pre-Training- Requests as of Jan 2018
Top 5 Counties
Denton - 58
Taylor - 55
Nueces - 20
Bowie - 17
Lubbock -17

18. Post-Training Data - Number of Users Trained by Year
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Post-Training Data - Number of Users Trained by Year

19. During/Post Training Data - Benchmarks
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
How did the end user do with Pre-Task List, login issues, etc.?
How did the end user do with Navigation?
How did the end user do with Intake/Exit?
How did the end user do with Bed Check In/Check Out?
How did the end user do with Assessments (Entry, Exit, DPE)?

20. What to do with this training data?
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
What to do with this training data?
What training(s) do we offer and when?
One month check ins based on training report.
“You had trouble with assessments earlier. How are you feeling now?”
What else could you collect?
A post-test survey from users about their training experience?

21. Is automated right for me? Or, “This may not be for everyone.”
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Is automated right for me? Or, “This may not be for everyone.”
Combine program types into the same training
Program Breakdown
Break up training into smaller, swappable chunks (navigation, intake, assessments, etc.)
Module Breakdown
Implement a task list
Hands-On Practice
Pre, Post, and During Training
Data Collection

22. Tools for Setup, Data Collection, and Training
HMIS Training 101: Thinking Outside the Box
Victoria Lopez
Jesús DeLeón-Serratos
Tools for Setup, Data Collection, and Training
Google Forms
Google Sheets
YouTube

23. Q & A HMIS Training 101: Thinking Outside the Box Victoria Lopez
Jesús DeLeón-Serratos
Q & A