December 10, 2025

Agency Admin Meeting

December 10, 2025

In person 

151 W 7^th Rm 252

10:00 – 12:00

Attendees:   Brianna Rogers, Mary Adams, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Andrew McKay, Jennifer Volem, Arwen Maas-DeSpain, Katy Alvarado, Leticia Simmons, Nicole Wilbur, Michael Kinnison, Amy Wilson, Mike Fleck, Amanda Volgardsen, Kayla Pollard, Rebecca Murphy, Bonnie Ceniga, Mirtha Strugo, Kai Batalona, Leonie Daniels, Jeff Albanese, Chelisa Hernandez, Chris Summers, Maggie Stephens, Alicia Clarkson, Casi Totten, Katje Morgan, San Gutierrez, Daphne Weller, Lindsay Weiss, Steve Yamamori

• Updates
  1. Freshdesk closed for the holiday December 24-26
  2. Last 2 weeks of the month we will not be setting up new users.  May not get a response to other tickets until Jan 5^th 
  3. Lane County Staff Update: Three Program Service Coordinators (PSC) have left Housing & Community Action at LC: Nance McReynolds, Amy Wilson, and Kirstin London.  Work is being divided up among the remaining three PSCs and James: 
     • James: Covering LTRA and YHDP 
     • Brianna: Covering Looking Glass contracts & some shelters
     • Aundrea: Covering Youth Coordintaed Entry
     • Maria: Covering some shelter contracts
  4. HP Providers: REMINDER: Please double check the system to ensure clients are not receiving multiple rent payments.   
• New User agreement Update/User role changes
  1. Made changes to user agreement.  Link on Freshdesk has be updated.  
     • Username does not have to be legal name, please use preferred name
     • Make sure the person put down as the Agency Admin is the Agency Admin 
     • Now only have 4 roles
       1. Agency Staff – Users can not view case managers/case plans.  Can view incidents but can not modify them.  Does not have access to canned reports
       2. Case Manager – Front Door assessors/Case managers.  Has access to Case Manager/Plans and canned reports and can modify incidents.  Can receive a Business Object license. 
          1. Users currently in a Case Manager l and Case Manager lll roles will be moved to a Case Manager ll
       3. Agency Admin – Must complete an Agency Admin agreement.  Access to project info, canned reports, able to reset user passwords and receive a Business Object license 
  2. Please do not create new users in the HMIS.  Lane County does that once the user agreement is received. 
  3. If a user hasn’t been in the system for less than 90 days no new user training is required
• Reason for Leaving
  1. Need to start collecting Reason for Leaving, will focus on Shelter projects first.  Does the drop down values make sense? Discussed when each would be used and other things that would be helpful to have in the drop down.  Lane County will come up with a draft of Reason, Explanation and Example and send it out for review 
     • Completed program
     • Criminal activity/violence
     • Death
     • Disagreement with rules/persons
     • Left for housing opp. Before completing program
     • Needs could not be met
     • Non-compliance with program
     • Non-payment of rent 
     • Other
     • Reached maximum time allowed
     • Unknown/disappeared 
     • Add - Lateral Transfer
     • Add- Left Household 
• Data Quality 
  1. The DQ for (Assessment Type) reports have been retired and replaced by new, Data Completeness for (Assessment Type) reports.  These are still found in the Data Quality folder in BusinessObjects.  Things to note: 
     • Required elements in the profile (Vet status, SSN, name type, etc.) must still be answered.  They were removed from this report, and you can find any flags using a CAPER or COC-APR report. 
  2. Income updates – Lane County is getting requests to pull reports to show income and income changes.   If your project collects income, please make sure you are confirming or updating the information.  If the client’s income changes any time while enrolled in the project, make sure you are updating the income in an interim review.  There is a training on HUD verification tables and Interims on Freshdesk
• Next Meeting 
  1. February via zoom 
  2. If you would like to add anything to a future meeting agenda, please email Melissa (Melissa.Coloma@lanecountyor.gov)