October 19, 2022

Agency Admin Meeting

October 19^th, 2022

Via Zoom

Attendees:   Carly Walker, Melinda Zugelder, James Ewell, Cammie Freitag, Kirstin London, Amanda Borta, Danielle Bautista, Kelly Wheeler, Ilima Nitta, Terri Hsieh, Samantha Adams, Amy Wilson, Tami Kinman, Chris Pickering, Ana Contreras, Gloria Acosta, Mike Fleck, Mellinda Poor, Micole, Olivas-Leyna, Jackson Clark, Rene Speer, Rae VanZandt, Camryn Leland, Lisa Moosbrugger, Crystal Morrison, Carl Kern, Susanne Fendler, Cyrus Daniel, Leonie Daniels, Scott Eastburn, Nick Sifuentez, Kevin Furber, Marie Hickman, Jeff Albanese, Amanda Wirkkula, Kelly Hall, Joy Wilcox, Kevin Douglas, Alicia Clarkson, Sonya Spencer, Jackie Pierce, Alyssa Hoekman, Cameron Sigler, Elizabeth Carr, Lacey Haight, Zach Goodenough, Stephanie Gell, Daphne Weller

• New Agency 
  1. 211 will be entering for the LC – CE Diversion project.
     • New contract with Lane County for diversion and coordinated entry. Taking calls from people in LC. Recording CE and diversion referrals in HMIS
     • More flexible funding than Barrier Busters. Clients can access diversion funding by calling 211 and completing assessment (211 will determine if they are eligible)
• Staff changes 
  1. New supervisor – Carly Walker starting October 31st
  2. Reporting Management Analyst – Starting November 7^th 
  3. Training Management Analyst – Position is posted
  4. YHDP project specific Admin Analyst – Position should be posted on Friday 
• Melinda’s role 
  1. Data quality
  2. More emails will be coming from Melinda as she does more DQ monitoring for what we report on
  3. You will see more responses from Melinda as she learns more J
• Freshdesk guide updates 

 https://lchsdhelpdesk.freshdesk.com/support/home 

1. Remind staff that freshdesk exists, to communicate it with staff
2. What’s New on the HelpDesk

• HUD FY2024 HMIS data dictionary changes
  1. HUD is looking at making some data changes.  Looking to reduce the burden on the client, reducing burden on provider staff, being consistent among federal partners. Simplifying collections of necessary data. There will be multiple opportunities for feedback. No changes will be made until Oct 2023
     • First opportunity for feedback – Due by December 31^st 
       1. Race/ethnicity and gender identity 
       2. Community Support to Gather Feedback on Proposed Changes to the Race, Ethnicity, and Gender Identity HMIS Data Elements
       3. Feedback due by December 31st 
• Reporting contacts
  1. Lots of yearly reporting happen
  2. Data errors will be sent to all admins at the agency. 
  3. If it will take longer than a few days to do the corrections, respond and let us know you are working on it. When the corrections are complete, please let us know so we can submit the report. 
  4. Office hours/ one on one time is available if you have reporting questions.  
  5. Funding sources are in the project name
• CDBG reports 
  1. Clients only pull on the report if they are new AND have a service transaction for that quarter 
  2. Reports must be sent to the helpdesk by 6^th of the Month, LC has to report these to the city by the 7^th 
• ESG CAPER and CoC APR updates go into effect January 1, 2023
  1. They will be renamed to FY2023 ESG CAPER/FY2023 CoC APR
  2. Q4a will now have a Total Active Clients and Total Active Household count.  Running for multiple projects (groups)

• Huddles
  1. Survey will be sent to each agency in December
  2. Meetings will be spread out and not all in January 
  3. Option for in person/zoom
  4. We will ask you what topics you want us to talk about in the meeting

• Next Meeting 
  1. If you would like to add discussions or agency updates or processes to a future meeting please email Melissa.  
  2. Next meeting in January 
  3. Doodle poll will be sent soon