November 19, 2021

Agency Admin Meeting

November 19^th, 2021

Via Zoom

Attendees:   Carly Walker, Lise Stuart, Alice Jones, Ana Contreras, Cameron Sigler, Carl Kern, Stephanie Talbott, Daniel Dickens, Danielle Wade, Hillary Moran, Hope Birrell, Ilana Jakubowski, Jackie Low, James Ewell, Jodi Hecht, Katie Dockery, Kelsie Champ, Kevin Douglas, Kristin Borg, Leonie Daniels, Melinda Zugelder, Mike Fleck, Mike Yoshioka, Mirtha Strugo, Misty Inman, Mona Bronson, Nick Sifuentez, Noel Lamour, Rae VanZandt, Rene Speer, Samantha Cooper, Samantha Adams, Sonya Spencer, Summer Denney, Susan Neff, Jeff Albanese, Maleigha Myers, Chris Pickering, Arwen Maas-Despain, Susanne Fendler

• News/Updates – Agency Updates – add anything to the agenda
  1. New dashboards: Shelter Utilization, Rent assistance, LC Acronyms and HMIS Participating Agencies now public.  These get updated monthly. Typically around the 5^th of the month https://public.tableau.com/app/profile/lchsd 
  2. Agencies should be looking at this data regularly to make sure that it accurately reflects what is happening with your projects. Many decisions are based on the data that is in this dashboard (which is pulled directly from HMIS).
  3. Public dashboards are updated monthly but internal are updated daily. This is why the 24 hour turnaround for data entry into HMIS is so important!
• Coordinated Entry Stakeholder Committee – James
  1. Re-starting this process according to the procedures of the Poverty and Homeless Board. Same goals as before but now it is a PHB sub-committee
  2. Looking for improvements to core elements of Coordinated Entry (access, standardized assessment, prioritization, referral) and will recommend changes to the PHB. Focus on VI-SPDAT and other system improvements
  3. Anyone can attend these meetings but only committee members are able to vote. How members will be selected is TBD, email James Ewell if you are interested or have more questions james.ewell@lanecountyor.gov 
• Freshdesk – Carly
  1. Ticketing side has been live since 9/1. All emails to the hsdhelpdesk@lanecountyor.gov are automatically going through FreshDesk
     • Please remember to not send Personally Identifiable Information like Name or DOB through email. Use the client ID 
  2. Agency admins already have accounts with FreshDesk, we just have to send an activation email. This can be done at any time and will give you the ability to login and see all of your agency’s tickets
  3. Knowledge base side will be live by 1/1. We will notify all users when it’s ready and post the link on the LC website. You will also be able to submit tickets through that site but can still use email if you want
• Cognito – Lise
  1. For users who also use Cognito Forms: 2-factor authentication will be turned on for Cognito Forms on 11/22
• Move on questions for CoC PSH – Melissa 
  1. These questions are no longer in the assessment
  2. This is now in a service transaction
• Data Clean up – 
  1. LSA.  Agencies need to run reports and clean up errors for 10/01/20 – 09/31/20
  2. Reminder only photos allowed is that of the client. Please remove all others 
  3. Remember Do Not override good data
     • If client already has an answer other Client Refused or Doesn’t Know, don’t enter Client Refused or Doesn’t Know
  4. Any spot in the system you picked “Other” you must specify what other means
  5. Remember to end date old contact information when you add new contact information. Treat it like HUD verification tables, end date the day before your new response
  6. Documenting a client death https://lchsdhelpdesk.freshdesk.com/support/solutions/articles/70000492800-documenting-a-client-death 
  7. Before changing someone’s prior living situation from housed to unhoused – please check project enrollments to make sure they are not still being served by that program
  8. Remember you are accountable for making sure your assessment is accurate as of the date you enter it for. If the response that “rolls forward” is not the same as the information you collected, you just change the response
• New ID Card printer will be purchased
  1. Location TBD – will be at a LC building
  2. We can get you a scanner if needed
• HMIS Policy/Procedures – Lise 
  1. Policies & Procedures changes – LC HMIS Polices and Procedures 
     • Minimum qualifications to be a provider in HMIS – agencies need to have the capacity to work on data quality, data security, etc. Must be 501c3 if a nonprofit
       1. All of our current agencies already meet this requirement
       2. If an organization wants to participate but cannot meet qualifications, they can work under another agency who does qualify and who can take responsibility for DQ and data security
     • Data sharing
       1. If client has an immediate crisis health need, can share HMIS information with entities who would work with the individual
     • DV – Victim Service Providers https://files.hudexchange.info/resources/documents/HMIS-When-to-Use-a-Comparable-Database.pdf. If a VSP needs a comparable database, Lane County can provide it
• HMIS Subcommittee – Lise 
  1. Currently have an advisory sub-committee for PHB that is also combined with the RFP and CoC evaluation committee. There is enough of a need for HMIS to have its own standalone committee
  2. Agencies are part of this committee. Focus on data quality, evaluation of our system, and the experience of agencies participating in HMIS
  3. Will be reviewed by PHB next month. After that we will let you know what the application process will be for people who are interested
• ART view update/training – Melissa 
  1. Not moving forward with Qlik 
  2. ART is being upgrade
  3. Training will start in February.  Not sure if admins will attend this or LC attends and then train admins – more information to come
  4. All admins have an ART license. If you have a user who does not need to be an admin but would benefit from an ART license, let us know and we can give them one
• Agency Admin Huddles – Melissa 
  1. Your agency will schedule your own huddle date/time via doodle poll 
  2. Please only have one person from your agency schedule for your whole agency. When filling out the poll, use the agency name instead of your name. 
  3. Please schedule by 12/1

• Next Meeting 
  1. January is the next meeting
  2. Doodle poll will be sent soon