November 20, 2024

Agency Admin Meeting

Nov 20^th, 2024

1:00 – 2:30

Attendees:   Amanda Borta, Aundrea Braniff, Brianna Rogers, Carly Walker, Jamie Lusk, Kirstin London, Mary Adams, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Elliot Gossen, Trisha Aspiranti, Arwen Maas-Despain, Amy Wilson, Katy Alvarado, Leticia Simmons, Samantha Adams, Mellinda Poor, Stasha Taylor, Rene Speer, Lisa Moosbrugger, Sam Gutierrez, Mirtha Stugo, Kai Batalona, Raisa Lebrun, Carl Kern, Cyrus Daniel, Leonie Daniels, Kevin Furber, Jody Allard, Chelisa Hernandez, Nj Sevitz, Richard Hatfield, Diana Urioste, Alyssa Hoekman, Casi Totten, Grace Cross, Jay Leffler, Lacey Haight, Theresa Bourdeau

• Updates
  1. Does your admin team want to meet one on one with the Lane County HMIS staff?  Let us know!  Email HSDHelpdesk@lanecountyor.gov.   
  2. CLASSY 
     • Hoping to do this in May.  Save the date will come out by the end of the year. 
     • Is there something your agency wants to learn?  Is there something your agency wants to present?  Let us know!  
       1. EMAIL: HSDHelpdesk@lanecountyor.gov
  3. BusinessObjects work group: Meet for the first time in November.  The goal is to make the HMIS Reports easier to use and find in the system.  The workgroup plans to share more updates in the January meeting.  
  4. Data Quality: Paige & Melinda (LC HMIS) are doing scheduled project reviews every quarter.  Look out for emails and thank you so much for taking quick action! 
  5. Pronouns – These can be added for users in the profile next to the name.  When submitting a New User Agreement pronoun can be added to the name field.  There will be an update to the user agreement and when that happens it will have a designated field. If you’d like your pronouns added send an email to the helpdesk.
  6. CCS: Cold-Weather Motel Vouchers Available: check in with Amy’s team.  
     • Clients can enroll ahead of time and call ahead to CCS to get a reservation.
     • Activation: Only on Egan nights currently.  
     • Departures: Sam Addams (last day 11/27), Amy Wilson (12/31)
  7. HIV Alliance (ACW): Terri Hsieh is no longer at the agency.  The new outreach manager is Robyn Matsumoto.  
  8. ShelterCare: 
     • Vicki Habersaat is the new Program Manager at Short Term Housing / Medical Recuperation
     • Alison Pfaff is the new Assistant PM for Permanent Supportive Housing (PSH).  
  9. Front Door Assessments: Our CE team (Jamie) is working with Mary to create a new FDA training. 
     • Office hours for all assessors: First Tuesday at 10-11am (join via link in the WellSky System News)
• Freshdesk & HMIS Training Updates – Mary
  1. Check out the main training page on Freshdesk: https://lchsdhelpdesk.freshdesk.com/support/solutions/articles/70000658737-hmis-training 
  2. Two ways to do the training: 
     • Log into the Learning Hub: Sign in, save your progress, get credit.  
     • Use the links on the main page to get to interactive practice / videos. 
  3. Required Trainings: Do you want to require your users to take trainings?  Email the HelpDesk Mary can add required trainings to staff’s training accounts.  
  4. Recommended Trainings: Agency Admins, consider giving staff time to do a training all together in the Learning Hub.   
     • Consider all doing an Escape Room together! 
     • Specific Skills that everyone should do (under Special Skills): 
       1. Reading a Client Profile
       2. HUD Verification Tables
       3. Fixing Errors (coming very soon)
       4. Correcting Errors on the CAPER
     • Check out / Print Mary’s Quick Reference Guides! 
       1. Service Transactions
       2. Interim Reviews
     • New User Email: Mary is going to begin emailing all new users after one month of being in the system to check in.   It will include: 
       1. Invite to office hours
       2. Recommendations for trainings to take next
       3. Link to the helpdesk
• Agency Admin meeting structure – Melissa
  1. Zoom meetings – would like to change to just an hour and be mostly updates.  
  2. In person meetings – would like to make them longer 2 hrs and be more collaborative and learning. 
  3. Let’s bring back the Agency Spotlight!   Please email Melissa.Coloma@lanecountyor.gov if your agency is interested in being showcased in the January meeting.  
• HP/PSH Dual enrollments – Brianna, Amanda and Maria
  1. Some clients can receive Homelessness Prevention (HP) resources while being housed in another project (ex. PSH).  It is very important to double check other project enrollments to confirm eligibility.   
  2. If you are providing HP and see a housing enrollment – send Brianna.Rogers@lanecountyor.gov or the helpdesk an email. 
• Rent/Utilities Service Transactions – Melissa
  1. Starting December 1^st we would like any project doing service transactions for Rent or Utilities to follow the standard workflow.
     • Rent Assistance Service Transactions
     • Service Type Table
     • Quick Reference Guide for Service Transactions located on the HMIS Training Page 
  2. If you are paying a portion of the rent and client is paying the other portion, please do not use Client Co pay section.   Just put the clients amount or the full rent amount in the notes. 
  3. Email to all users regarding the service transactions. 
• Dashboards
  1. ALL IN 2 Dashboard (by project type with visuals): https://public.tableau.com/app/profile/lchsd/viz/All_In_PublicDashboard/Summary 
  2. Housing Inventory Dashbord: https://public.tableau.com/app/profile/lchsd/viz/HomelessHousingShelterInventoryandUtilizationinLaneCountyOregon/InventoryUtilizationDashboard 
• Next Meeting 
  1. January meeting will be in person. 
  2. If you would like to add anything to a future meeting agenda, please email Melissa