September 23, 2026

Agency Admin Meeting

September 23, 2026

10:30 – 12:00

Via Zoom

Attendees:  Aundrea Braniff, Brianna Rogers, Carly Walker, Mary Adams, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Andrew McKay, Jennifer Volem, Kyle Knox, Neva Perkins, Katy Alvarado, Nicole Wilbur, Sylvan Scholl, Tami Kinman, Mike Fleck, Mellinda Poor, Hayli Thomas, Amanda Volgardsen, Kayla Pollard, Michelle Garcia, Rebecca Murphy, Kurt Gray, Bonnie Ceniga, Mirtha Strugo, Christina Fregoso, Kai Batalona, Carl Kern, Leonie Daniels, Austin Reinke, Teresa Patterson, Jeremy Carlson, Robin Muller, Cari Hansen, Casi Totten, Sam Gutierrez, Tyler Lawson, Theresa Bourdeau, Daphne Weller, Lindsay Weiss 

• Updates/Announcements
  1. No October Data Standards changes!
  2. You can subscribe to parts of the Lane County website where we upload documents, you will get a notification when things are updated (ex. AMI/FPL).  
• Updates/reminders – Brianna 
  1. Tomorrow (9/24) 9-11am: there is a Fair Housing Training for Shelter providers – email Brianna.Rogers@lanecountyor.gov with questions.
  2. Reminder: LC is planning quarterly, on-site visits for agencies and programs.  If you would like an HMIS staff member (fiscal, contracts, etc.) to come to this as well, please let your Lane County Program Staff know. 
  3. Quarterly check-in reports via the Cognito link are going to come out.  Those will come out from your Program Staff and be due shortly.
  4. Monitoring checklists are currently being updated – keep an eye out for updated materials here:   Lane County Provider Tools. Subscribe to the Document box to be alerted when an update occurs. 
  5. Prevention staff: For LC-funded programs, there’s a “hidden” webpage on the LC website with standardized forms and FAQs.  This page is hidden from public view – you must have the direct link to access this – you should have received it in an email.  This is where updates will be posted. Please subscribe!
  6. Shelter: Also creating a “hidden” webpage on the LC website for LC-funded programs with standardized forms and FAQs. Look out for an email from Brianna for that – and please save the link. Subscribe to this page as well!
• Common questions coming up in monitoring - Amanda
  1. Amanda was unable to attend.   Please look for an email from her around these common questions.  If you have questions, please contact Amanda.borta@lanecountyor.gov.  
  2. Confused about when to enter someone into their program
  3. Often find that the HMID in HMIS does not match the dates in the fil for move in/lease
  4. Eligibility documentation does not match HMIS records
  5. Not using HMIS to better understand a picture of the participant’s experience, current locations, past enrollments. 
• Satisfaction Survey results 
  1. Thank you for your time and feedback! 
  2. Overall, users have had licenses for longer than we’ve seen in the past, users are happy with help from Lane County, and there are a lot of recommendations to make the HMIS system better. 
  3. Changes we’ve made: moved PDF guides to Freshdesk, set up LMS for online training, users now complete training before they get an HMIS license, a monthly newsletter is sent, and the county reviews data quality and sends feedback to Agency Admins. 
  4. Do you need county-level data?   Check the new HMIS Data page.  Not what you need?  Email HSDHelpdesk@lanecountyor.gov to see if we can help.  
• HMIS RFP/HMIS Committee
  1. As of now, there are 3 implementations of HMIS in Oregon and all using WellSky Community Services.  Multnomah/Washington/Clackamas County did a HMIS vendor RFP in 2024 and they chose to move on from WellSky to a new HMIS Bitfocus Clarity.  Their move happens in June 2027.  OHCS just released a vendor RFP they are hoping to have a vendor decision by end of the year
  2. Depending on what happens with OHCS RFP, meaning if they pick a vendor other than WellSky, we may need to do our own procurement process or Request for Proposals for an HMIS vendor.  This will likely happen in 2027, and we need to wait on the OHCS RFP process to know how to proceed.  
  3. All updates and changes will be communicated once we have more information.  
  4. Carly is preparing materials for the PHB to approve a sub-committee for HMIS Data.  Committee will include users, Time commitment would be about ~ 1 hour / every other month – please look out for more information. 
  5. There will be multiple opportunities to provide feedback on our current system and wants/needs of a system
• Agency Project/Workflow changes
  1. Melissa has met with couple agencies to go over workflow and talk about service transactions. If you’d like to walk through your projects or talk about possibility of making project changes just send Melissa an email Melissa.Coloma@lanecountyor.gov
     • Some projects were set up a long time ago and just because you have always done something one way may not mean you still have to.  
     • Do you have a spreadsheet for tracking something, do you want to see if it can be done in HMIS? 
  2. SVDP L is now tracking less service transactions for individuals. They are now doing bulk tracking for a few different service transactions.  I was more important to know the # of people served rather than who go the service for some things
• MFA (Multiple Factor Authentication) coming to WellSky
  1. MFA is coming in October.  This means when logging into WellSky your will have to verify it is you. We will send out clear communication when this is happening 
  2. Your username will be your email address
  3. Multiple ways for authentication 
     • Email (recommended)
     • Okta Verify (App)
     • Google Authenticator (App)
     • Passkey (Helpdesk can’t support with this)
  4. Password
     • 10 Characters
     • Upper and Lower Case
     • Number
     • Special Character
     • Cannot contain users first, last or username and it expires every 120 days 
  5. LIVE and Test site will sync together 
• Next Meeting
  1. If we have updates a quick meeting will be scheduled for November otherwise next Agency Admin meeting will be in 2027.  
  2. If you need something from the HMIS team, please reach out.