Metropolitan Development and Housing Agency | CoC: Homeless Management Information System (HMIS) Resources
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Nashville HMIS Resources

IMPORTANT ANNOUNCEMENTS:

Recorded Trainings:

  • Users must request access to recorded trainings! They will not be posted to this web page. Recorded trainings can be requested through the helpdesk email: hmishelpdesk@Nashville-mdha.org

ARCHIVED ANNOUNCEMENTS:

NOVEMBER 2017

Updated Resources for SSVF Providers:

2017 SSVF Data Guide_VA Published

AUGUST/SEPTEMBER 2017

2017 HUD HMIS Data Standards Changes: Webinar Announcement

Please register for NASH 2017 HMIS Data Standards Changes on Sep 21, 2017 2:30 PM CDT at:  https://attendee.gotowebinar.com/register/3988459023865689602 This training will cover all of the Data Standards changes for Oct 1st. After registering, you will receive a confirmation email containing information about joining the webinar.

  1. HUD Updated it’s Data Standards Manual every year on October 1. Federal programs that have updates will require HMIS client-level data to be updated for any households currently enrolled on October 1 2017 (the day changes go into effect) or will be required for data collection and entry for applicable households after October  1 2017. StayTuned to see how this affects the Nashville HMIS!*Please note: the vendor typically releases the new assessments during the month of September, but any new assessments will not officially go live until October 1st

Users must request access to recorded trainings! They will not be posted to this web page. Recorded trainings can be requested through the helpdesk email: hmishelpdesk@Nashville-mdha.org

  1. To view the recently recorded webinar: 2017 HMIS Data Standards (Changes and Updates to Nashville’s HMIS): please register via our Google Survey to get the link to the video:
    1. https://docs.google.com/forms/d/e/1FAIpQLSfjZm9DE4JqwZL8TnQaeVeDMfI7uZ4oxvMvenM7y-_5cXYRxw/viewform?usp=sf_link
    1. This webinar covered the HUD HMIS Data Standards: 2017 Changes and Updates to HMIS required information. These changes are required go into affect after they announced by HUD by 10.01.2017 to all HMIS applications.  Federal programs that have updates will require HMIS client-level data to be updated for any households currently enrolled on October 1 2017 (the day changes go into effect) or will be required for data collection and entry for applicable households after October  1 2017. StayTuned to see how this affects the Nashville HMIS!*Please note: the vendor typically releases the new assessments during the month of September, but any new assessments will not officially go live until October 1st.
  2. The new HMIS Consent to Share data is being reviewed by the HMIS Advisory Committee. It will not be distributed until it is formally approved by the HMIS Advisory Committee and the CoC Governance Board. The Advisory Committee has named it’s chair: Nicole Bridges, Operation Stand Down Tennessee!

ServicePoint: ART Report Retirement

Servicepoint Software Update: As many of you know, ServicePoint will be upgrading it’s complex reporting mechanism. ART will be replaced by “Qlik” software. Until the new software is fully integrated, certain reports available in ART are being “retired”. Retired means that while they are still available to be “run” and produce data, they are not being updated or maintained. These reports are:

  1. 625: HUD CoC APR-v29 (Old Version-the CoC-APR is now a Canned report in Servicepoint and does NOT require an ART license)
  2. 603-HOPWA CAPER
  3. 604-HOPWA APR

Each year, the Continuum of Care voting body elects the HMIS Lead Agency. The Metropolitan Development and Housing Agency (MDHA) was voted to serve as the HMIS lead for the FY2017 year.

To learn more about the requirements of an HMIS Lead, please visit HUD’s Exchange Page:

What are the responsibilities of the HMIS Lead?

“The HMIS Lead is responsible for managing the HMIS for the CoC’s geographic area, in accordance with the requirements of the CoC Program Interim Rule and any HMIS requirements prescribed by HUD. Any additional responsibilities assigned to the HMIS Lead should be documented in the CoC’s governance charter, but may also be clarified in a separate, more detailed written agreement that is incorporated by reference into the CoC’s governance charter.”

*Please visit our primary CoC Page to access the Nashville Continuum of Care Governance Charter which outlines the current responsibilities of the HMIS Lead:

CoC Primary Page: Nashville, Davidson County, TN

Current Staff:

Amanda Wood, HMIS Systems Administrator & Data Analyst

712 South Sixth Street

Nashville, TN 37206

615.252.8545

(HMIS Users must request assistance through the HMIS Helpdesk.)

Jim Conner, Interim HMIS Staff Support

712 South Sixth Street

Nashville, TN 37206

(HMIS Users must request assistance through the HMIS Helpdesk.)

The Homeless Management Information System (HMIS) serves as the primary database for collecting critical data pieces on any households in Nashville, Davidson County that are experiencing homelessness.

  • Web-based system designed to effectively manage data and guide community planning
  • Client centric data storage
  • Central hub for de-duplicating data

What are the benefits of using such a system?

  • Data drives system infrastructure (What do we know?)
  • Unified data collection strengthens core planning techniques
  • Increases community knowledge around the people that are served
  • Identifies need and ensures the right reactions are taken
  • It simplifies the data collection process

HMIS Helpdesk Support:

All questions and requests for training must be coordinated through the agency’s designated administrator and sent through Nashville’s HMIS Helpdesk support:

hmishelpdesk@Nashville-mdha.org

HMIS-Informed Consent: WALL POSTING

*These wall postings must be present at every Contributing HMIS Organization (CHO) and visible to clients in an area where intakes occur.

HMIS General End User Agreement

*End User License Agreements (EULAs) must be signed BY EVERY User in order to gain access to HMIS.

There are many workflows and processes used in HMIS. All training materials are stored in a separate location.

Google Registrations for Pre-Recorded Trainings: (this is only to register for the trainings. Once registered, the video link will be made available as well as directions on how to get the password to view!)

*There are user specific trainings that must be approved via the HMIS Systems Administrator via the HMIS Help desk.

Encouraged for All Users: Annually

HUD HMIS: 2017 Data Standards Changes

Required for All Users: Annually

Security Training

Workflow Trainings:

Chronic Homeless Questions in HMIS

Households: Adding Babies to Households

Report Trainings:

ServicePoint: Canned CoC-APR

Servicepoint: ESG CAPER

New Process Trainings:

CES-in-HMIS Trainings (Part I)

CES-in-HMIS Trainings (Part II)

Some of the above trainings were constructed by the Institute for Community Alliance (ICA) HMIS Technical Assistance Provider.

 

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CoC Program Interim Rule: This rule applies to HUD’s Continuum of Care funded program. There is HMIS language within this document that serves as regulatory for the operation and administration of HMIS.

HMIS Proposed Rule: Currently, all HMIS implementations operate under the CoC Program Interim Rule, the 2004 Data and Technical Standards as well as the 2017 HMIS Data Standards Manual. This is a proposed rule and is expected to be finalized soon.

Local: Nashville HMIS Policies and Procedures Manual (PPM)

Our local policies and procedures manual is compliant with the CoC Program Interim Rule, the 2004 Data and Technical Standards as well as the 2017 HMIS Data Standards Manual. (See HMIS Guiding Documents below for more information). It will be updated as needed to ensure compliance should HUD release updated regulations or additional regulations.

*Please note: This document is currently under review by the Governance Board: HMIS Advisory Committee and is subject to change. This version will remain in effect in it’s current form until new changes are applied and approved.

This tab will be updated VERY Soon with a new HMIS Consent that is to be used for the CES process. (It could also be used at an agency level as well.)

HMIS Client Consent_Singles Consent_09.11.2017

HMIS Consent for Households_09.11.2017

*Please Note: The HMIS Consents are currently under review by the Governance Board: The HMIS Advisory Committee. These are most likely subject to change very soon. Please continue using the current HMIS versions your agency collects or download these versions.

HMIS Data Standards Manual: This is the guiding document for all HMIS required programs. These standards have been established by the Department of Housing and Urban Development (HUD), The Department of Veteran Affairs (VA) and the Department of Health and Human Services (HHS). This document streamlines the data collection requirements including the types of data collection, from whom the data is collected and at what point the data is collected. The link below will lead to the 2017 HMIS Data Standards Page maintained and updated by HUD.

*Note: Updates to data collection processes have typically taken place each year in October since the document’s original release on October 1, 2014. The resources will reflect upcoming changes for 2017.

2017 HMIS Data Standards: HUD Resource Page

2004 Data and Technical Standards Notice: The link below will lead to the privacy and security standards of HMIS. This is an official document as it exists in the Codified Federal Register (CFR) which establishes it as regulatory.

*There is an expectation that these will be updated in the near future. However, all HMIS implementations are required to follow the guidance outlined in the link below as it currently stands.

2004: Data and Technical Standards Final Notice

Is the product HIPAA Compliant?

Yes. In fact, most HMIS’ software exceeds the HIPAA requirements.

See the link below to download information specifically pertaining to ServicePoints HIPAA Compliance:

ServicePoint_HIPAA Compliance & Securing Client Level Data

Where can I find more information about ServicePoint?

Nashville HMIS Product: ServicePoint, a Mediware Product

Committee Members:

Nicole Bridges, Chair, Operation Stand Down Tennessee

Kate Cavan, Metropolitan Social Services

Nicole Williams, Metropolitan Homelessness Commission

Ben Grady, Nashville Rescue Mission

Cara Robinson, Tennessee State University

Martina Condron, Room In the Inn

Kay Haley, Tennessee Valley Healthcare System (Nashville V.A.)

April Calvin, The Salvation Army

Traci Pekovitch, The Mental Health Cooperative

Steve Reiter, Homeless Advocate


Meeting Records:

HMIS Advisory Committee Meeting Agenda_June 2017

Meeting minutes will be posted once approved

HMIS Adivosry Committee Meeting Agenda_ August 2017

Minutes will be posted once approved

 

Trainings can be requested and tailored to best suit users and their agencies.

  • Recorded trainings are available year round on the HMIS webpage.
  • Site Visits can be scheduled as needed for one or more users
  • Individual one-to-one training can be scheduled as needed

All users must go through their Agency Administrators to request on-site or one-to-one training. Agency Administrators will request trainings with Nashville’s Systems Administrator.

**Please note: Systems Administrator may reach out to agencies or users to schedule additional training.

Aphesis House

Catholic Charities

Centerstone Research Institute

Matthew 25

Mending Hearts

Mental Health Cooperative

Metropolitan Development and Housing Agency

Metropolitan Homelessness Commission

Metropolitan Social Services

Nashville CARES

Nashville Downtown Partnership

The Nashville Rescue Mission

Neighborhood Health

The Nashville Rescue Mission

The Next Door

Oasis Center for Youth

Open Table Nashville

Operation Stand Down TN

Park Center

Renewal House

Room In the Inn

Safe Haven Family Shelter

The Salvation Army

Shower the People

Streetworks

United Way of Nashville

Urban Housing Solutions

Veterans Administration: Homeless Program

Urban Housing Housing Solutions

Welcome Home Ministries

Vanderbilt: Homeless Health Services

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Coordinated Entry System (CES)

Recently, our community began transitioning from the Homelink Data System to using Nashville’s HMIS. Training is currently underway. HMIS Training must be requested via the HMIS Helpdesk Email. (Link is listed above.)

To contact the CES Manager, please contact Jessica Ivey at the Metropolitan Homelessness Commission (MHC).


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Homeless Resources

“The “Where to Turn in Nashville” resource guide is a publication of The Contributor. The Contributor, Inc. is a 501c3 nonprofit organization in Nashville, Tennessee. They print a weekly street newspaper that features a diversity of perspectives and information on the condition of homelessness and poverty—while highlighting the contributions of individuals who have experienced homelessness.”

The Contributor, a local, offers a “Where to Turn” guide detailing a comprehensive list of agencies and services providers in the Nashville area.