1. Safe Harbors Quarterly Partner’s Meeting August 25, 2015 Northgate Community Center

2. Agenda Review  Welcome & Introductions  Announcements  HMIS Vendor RFQQ Update  2015 HMIS Data Standards Changes  Annual Homeless Assessment Report (AHAR) Prep  HMIS Client Consent and Revocation Forms  Program Inventory Chart Process  Q&A  Prize & Adjourn

3. Welcome

4. Announcements  Permanent Safe Harbors ASR  David Wong  New Safe Harbors Team Member (TES)  Yasin Darmulo

5. Announcements  Updated Safe Harbors Agency Support Listing – Safe Harbors website  Updated Client Consent and Revocation Forms – Safe Harbors website  Translated Client Consent and Revocation Forms – Safe Harbors website

6. HMIS Vendor RFQQ Timeline & Process  5 vendors submitted their proposals to Commerce and have been evaluated within the Vendor RFQQ process. Vendors Include:  Adsystech  Bitfocus  Bowman Systems  Case Worthy  Client Track

7. HMIS Vendor RFQQ Timeline & Process  All five vendors progressed to Stage 2 of the Selection Process  Stage 2 began March 31 st and was extended to include further due diligence through August 31 st. Due diligence included:  System Demos, User Group Testing  Data Integration Testing, Site Visits to the vendor’s customers

8. HMIS Vendor RFQQ Timeline & Process  Next Steps  Vendor Selection – September 1 st !  If a new vendor…  Contract Negotiations – September – 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 summer 2016

9. HMIS Vendor RFQQ Timeline & Process  Next Steps  If a new vendor…  Safe Harbors Steering Committee will decide if they will go with the selected vendor in September  Safe Harbors will evaluate future Data Integration requests  Safe Harbors will lead agencies through the migration, testing, training and implementation of the new system

10. HMIS Vendor RFQQ Timeline & Process Questions?

11. 2014 HMIS Data Standards  Collaborative effort between HUD, HHS, & VA  Data Standards went into effect on October 1 st 2014  See the Safe Harbors Website for the following information:  Data Collection Requirements  Intake and Exit Forms  Safe Harbors website – www.safeharbors.org  General Information Available on www.onecpd.info www.onecpd.info

12. 2015 HMIS Data Standards Updates  HUD published updates to the data standards recently effective October 1, 2015  HUD has mandated system updates should be in affect by October 1st  We will be advised as to when the updates will take affect in the HMIS System  Training materials and or webinars will be provided  See Safe Harbors website for the short informational notice from HUD.

13. AHAR Basics  The Annual Homeless Assessment Report (AHAR) is a report to the U.S. Congress on the extent and nature of homelessness.  The AHAR uses aggregate HMIS data from communities across the country.  The AHAR is also a good tool for communities to assess the quality of their data in HMIS.

14. AHAR Basics  The AHAR reports data on people served during a 12-month period, from October 1 through September 30 of the following year.  The AHAR is designed to:  Develop an estimate of the number of homeless people nationwide;  Estimate the number of people receiving assistance in permanent supportive housing (PSH);  Create a descriptive profile of people experiencing homelessness and people residing in PSH;  Estimate the nation’s capacity to house homeless people.

15. AHAR Data  Emergency Shelter, Transitional Housing, and Permanent Supportive Housing programs are included  Homelessness Prevention and Rapid Re-Housing Programs (HPRP), Safe Havens, Permanent Housing, and Service Only programs are NOT included  Domestic violence programs are NOT included

16. AHAR Timeline  Report Period: Oct 1, 2014–Sept 30, 2015  Report Draft Due to HUD: Nov 14 th  Final Report Due to HUD: Dec12th

17. AHAR Data Clean-up  Agency Support Reps have been in contact with you regarding data clean-up  Common data clean-up:  Data completeness on Universal Data Elements  Utilization rates  Date of Birth or Program Entry Date errors

18. HMIS Client Consent and Revocation Forms  New forms updated on Safe Harbors website  Client Consent form  State law requirement for client to enter information into the HMIS  Not program specific  Client can refuse consent  See FAQ for form procedures  Client Revocation  Process for client to revoke consent from the HMIS  Not program specific

19. Housing Inventory Chart Process  Submit Inventory changes via the Safe Harbors website:  http://www.safeharbors.org/homelessprogramchart.htm http://www.safeharbors.org/homelessprogramchart.htm  Quarterly Review  Updates to the Data Quality and Contract Monitor Reports  Future: Common Definitions, Contract Monitor review, Inventory in the HMIS

20. Questions & Answers

21. Raffle & Prize

22. Adjourn