September 06, 2023

Agency Admin Meeting

Sept 6^th, 2023

Zoom

Attendees:   Amanda Borta, Aundrea Braniff, Brianna Rogers, Kirstin London, Mary Adams, Melinda Zugelder, Sara Wasserman, Tracey Bishop, Noel Lamour, Trisha Aspiranti, Robyn Matsumoto, Amy Wison, Katy Alvarado, Nj Sevitz, Samantha Adams, Gloria Acosta, Mike Fleck, Mellinda Poor, Elise Huerta-Enochian, Alicia Clarkson, Ami Jerome, Glenn Porter, Gina Piechowicz, Nyx Veliz, Rae VanZandt, Rebecca Murphy, Jenae Steele, Lisa Moosbrugger, Morgan Boozer, Crystal Morrison, Carl Kern, Leonie Daniels, Scott Eastburn, Susanne Fendler, Marie Hickman,   Kevin Furber, Bill Atherton, Arelis Romero, Blake Burrell, Kaylay Pollard, Sonya Spencer, Alyssa Hoekman, Cristina Fregoso, Carmen Kendall, Theresa Bourdeau

• Agency News/Updates
  1. Carly out on paternity leave until January 
  2. Brianna
     • All IN waitlist will be opening back up
• ALL IN Dashboard
  1. Just released to the public today 
     •  https://public.tableau.com/views/All_In_LaneCounty/Summary
• New System Changes
  1. Got an update on 09/04/23 with interface improvements
  2. New URL  - make sure staff or using these new links.  At some point the old  ones will no longer work.
     • LIVE site https://wscs.wellsky.com/lane
     • Training site https://wscs.wellsky.com/lane_training
• New User Orientation
  1. 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. 
  2. 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 
• HUD Data Standards Changes Oct 1^st
  1. Client Refused changing to Client Prefers not to answer
  2. Race and Ethnicity 
     • These are getting combined into a multi select box like Gender
     • Adding a detail text field 
  3. Gender  
     • Wording has changed
       1. Female to Woman (Girl, if child)
       2. Male to Man (Boy, if child)
       3. Culturally specific Identity
     • Added
       1. Culturally Specific Identity
       2. Non-binary
       3. Different Identity
          1. If Different Identity, Please specify box 
  4. Enrollment CoC
     • This is client location. Only one option OR-500, need to select it.
  5. Prior living situation, current Living situation, Destinations
     • Permanent living situation now only has Rental by Client or Owned by client, With or Without subsidy.  If you select with a subsidy a field will populate for you to pick the subsidy.  
  6. Intake forms
     • These will be done around 1^st week of October.  Email will be sent out when they post. 
• OHCS funded projects.
  1. EHA, ESG, ERA, SHAP, HSP
  2. State is now pulling report monthly
  3. Please make sure the Errors, Prior living situation, exit destination are correct. 
• Data Quality
  1. LSA error reports:
     • Checks for HOH errors, missing crucial fields like name, Duplicate entries, Date issues and overlaps
     • Sent Continually
     • Run on different project types
     • Overlapping entries run with all types
       • Shelter - Clients need to be exited from Shelter when they are no longer sleeping  there
       • RRH/PSH - Housing move in date is the first night the clients sleep there
     • Project ends when LSA is accepted in January, but should slow down as the Fiscal Year ends and no new data is being reviewed.
     • Next year’s LSA data quality will begin in November, 2023 to keep up with the errors.
  2. ALL IN reporting:
     • Checks for correct prior living situation, HOH errors, Missing dates such as HMID, service transaction errors, services outside of entry/exit dates, etc. Depends on project type
     • Sent weekly
     • Run on three goals: Prevention, Rehousing and Shelters
     • Project ends when ALL IN funding ends and all data has been entered – Maybe January?
  3. Transactions with missing Entry/Exits:
     • Looks for service transactions without a corresponding project entry
     • Sent multiple times throughout the year starting this month
     • Run on all auto-exited projects
     • Project is ongoing
• Next meeting 
  1. November meet will be in person 
  2. If you would like to add anything to a future meeting agenda please email Melissa