July 26, 2023

Agency Admin Meeting

July 26^th, 2023

In Person – Roaring Rapids

Attendees:   Carly Walker, James Ewell, Mary Adams, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Tracey Bishop, Aundrea Braniff, Robyn Matsumoto, Arwen Maas-Despain, Kris McAlister, Amy Wilson, Katy Alvarado, Nj Sevitz, Samantha Adams, Trisha Aspiranti, Joseph Washburn, Rebecca Murphy, Morgan Boozer, Brieanna Downes, Andrea Coffee, Kayla Pollard, Roxann O’Brien, Sonya Spencer, Craig Wilson  

• Privacy poster 
  1. These posters should be posted wherever clients are receiving services. If you need some reach out to Melissa we have a bunch already printed out  
• New Agencies
  • Thrive
  • Connected LC
  • Arc of Lane County
  • Black Thistle Street Aid 
• Learning Management System(LMS)
  1. This was purchased in early July.  
  2. Mary has created New User Orientation training courses 
  3. Next is Agency Admin training course 
  4. Workflow training will be done in the future 
• New User Orientation
  1. Making changes to this process, It was piloted the week of 07/17
  2. Please email the HelpDesk with any feedback
  3. New process
     • User agreement submitted and received by HelpDesk
     • Mary will send the user New User Orientation training via our new LMS
     • The training is 45-60 minutes and the user will have 2 weeks to complete it, if not completed in 2 weeks the user agreement will be voided and a new one would need to be submitted. 
     • Once the training is completed the user will receive their log in information within 2 business days. 
  4. Security Training
     • Starting in August we will be doing yearly security training. Please make sure your staff is aware of this.  The training is no more than 5-10 mins.  Not all Users will be doing it at the same time. Users will be sent security training at the beginning of the month, they have the month to complete the training, if not completed their license will be set to inactive until they do so
• New System Changes
  1. New look to the system, August 4^th Live site will get updated
  2. PLEASE make sure your users know this is happening 
  3. Functionality hasn’t changed just looks different.  This is going to allow WellSky to start making some enhancements 
  4. “Point” has been dropped from everywhere. 
  5. Has a collapsible navigation bar that will show you just the icons
  6. Will have office hours on 08/04 and 08/07 if anyone needs help 
  7. We have identified a few things that could be better and will be submitting those to WellSky 
  8. Here is the link to the update Guide WellSky's HMIS gets a new look! 
  9. If you have any feedback your welcome to send it to Melissa 
• Ask the HelpDesk Hours 
  1. This will be every Friday from 9:00 -10:00am
  2. Also posted in the System News
• Freshdesk stats
  1. As of today we have 5062 tickets since Sept 2021
  2. July 22- 23
     • 2270 created
     • Most common ticket/email submitted is regarding User Admin
     • Average number of tickets a day is 9, most common day is Wednesday and most common time between 3-4. 
     • 58.88% of tickets are solved in 1 email response
     • Total Article views 6720
     • Most read article is Adding a New User
     • Most recommended articles are User Agreements, Project set up and Privacy agreements 
• System Stats – Sara 
  1. We now have 30 agencies, 340 users 
  2. Train about 15-20 new user a month 
  3. FY 22-23 Please share these with your staff this is because of the work they do 
     • Enrolled in any HMIS Project
       • 34,500 Clients
       • 19,934 Households 
     • Meals/Food Services provided
       • 497,855 provided to 24,000 clients
     • ShelterPoint Projects
       1. Emergency (Alt, ES Th
          • 4,800 Clients for 441,000 nights
       2. Permanent (PSH, PH)
          • 1,200 Client for 286,000 nights 
     • Clients move into housing (PSH & RRH)
       • 746 Clients
       • 484 Households 
  4. Just in the first half of July 2023
     • Enrolled in any HMIS Project
       • 10,000 Clients
       • 6,800 Households
     • Meals/Food Services Provided
       • 13,998 provided to 3,500 Clients
     • ShelterPoint Projects
       • 2,100 Clients Sheltered
• Next meeting 
  1. Early September, invite will be sent out next week
  2. Will be talking about HUD Data Standard changes for Oct 1^st
  3. If you would like to add anything to a future meeting agenda please email Melissa