Day 1 ECM Implementation: Project Scope
Introduction
The CT HMIS community is excited to be moving toward using the Empowered Case
Management application for its CT HMIS platform. ECM was selected for its robust capability to
support the mission to end homelessness in Connecticut.
ECM is a platform that the CoCs selected for its ability to take us into the future. But as with any
new venture we must start at the beginning. In this news brief we address the question of what
users can expect to be able to do on “Day 1” of ECM Implementation. This can also be referred
to as the “Day 1 project scope” of the ECM Implementation Project.
Project Scope Defined
Any project must have delineated boundaries, specific goals, deliverables and timelines. Project
budgets reflect the project scope. While we expect that CT HMIS on ECM will continue to grow
after our initial launch, is very important to clearly specify what Users can expect to experience
when the project first comes online – that is what we mean by “Day 1”.
The “Day 1 ECM Implementation Project” Scope Statement
To implement current Service Point and Provide users and their current functionality into the
Empowered Case Management software
This scope statement means that our Day 1 objective is for users to be able to do in ECM what
they currently can do in either Service Point or Provide. ECM Implementation must be
completed and stabilized across all six Implementation Areas prior to introducing new
functionality. The target date for this to be accomplished is mid-August, 2014 as shown on the
project timeline.
Day 1 Summary
Service Point
- Current Providers (see detail)
- Current Programs (see detail)
- “Day 1” Reporting (see Matrix)
- Conversion of existing data
(see Data Conversion Strategy)
Provide
- Same as Service Point
+
- Case Management
capability
1
As you can see from the summary above, each of the Day 1 elements has more definition and
detail and these documents are also included in this communication.



Current Providers/Programs are shown by Implementation Area/Agency/Program
“Day 1” Reporting is a matrix showing the reports that will be available for
Agencies/Programs, CoCs and State as of the first day of ECM Implementation
Data Conversion Strategy shows the details concerning the mapping and import of
existing data into the new data system
In combination, these documents constitute the scope of Day 1 ECM Implementation.
What is outside of the scope of ECM Implementation?
The short answer is “everything else.” This includes Coordinated Access and its associated
Universal Application, Case Management for Service Point users, Agency specific requests for
downloads, any integration of data that ESG has been hosting under a direct contract with an
Agency or program, Medicaid billing, to cite just a few examples.
How do we expand CT HMIS after Day 1 Implementation?
Many expansion projects are both desirable and possible after ECM is implemented for CT
HMIS. Many of these are listed above such as Case Management for current Service Point
providers and Coordinated Access for providers statewide. We can visualize CT HMIS using a
bullseye figure with the two innermost circles representing the Day 1 functionality and desired
subsequent programmatic enhancements pushing the system outward.
CT HMIS on ECM: An expanding resource
Core HMIS - HUD (Day
1: Areas 1-6)
Case Management
(Day 1: Area 6,
Provide)
Coordinated Access
Medicaid Billing
Other Expansions
2
Such desired growth will require growth management. Information systems professionals
manage growth through a set of processes referred to as “release management” and the
Implementation Team is recommending that CT HMIS be managed through formal release
management structures and processes. Release Management will be the subject of upcoming
News from the ECM Implementation Team news brief. In general, release management is a
methodology to govern the identification, prioritization, development and implementation of
system enhancements. A system enhancement may be a large initiative (such as Coordinated
Access/Universal Application) or a smaller deliverable, such as a report.
Summary
This brief has introduced the concept of project scope and applied it to the ECM
Implementation Project so that the CT HMIS community will better understand what to expect
for “Day 1” of the ECM Implementation. We have provided supporting documents further
delineating what is meant by the ECM Implementation Scope Statement:
“To implement current Service Point and Provide users and their current
functionality into the Empowered Case Management software”
Please submit questions to the Implementation Team and find answers on the CT HMIS website.
Stay tuned for news and updates from the CCEH and CT HMIS newsletters which will be available in
posted form on the website.
3
ECM Implementation Area Map
Implementation Area
Implementation Area 1 -Southeast & Northeast
Access Agency
Access - Emergency Shelter (ES)(FAM)(IND)
Access - Wrap Around Supportive Housing Program (PSH)
Alliance for Living
Alliance for Living - DSS AIDS Funded (PSH)
Alliance for Living - HUD 1 (PSH) (HUD)
Alliance for Living - HUD 2 (PSH) (HUD)
Alliance for Living - HUD 3 (PSH) (HUD)
Alliance for Living (PSH)
Alliance for Living DSS Transitional (THP)
Bethsaida Community Inc.
Bethsaida Community Inc. - Flora O'Neil (PSH)
Number of
Programs
57
2
1
1
6
1
1
1
1
1
1
3
1
4
Bethsaida Community Inc. - Katie Blair (THP)
Bethsaida Community Inc.- Patricia's Place Program(PSH)(SF)
Covenant Shelter
Covenant Shelter (ES)(IND)(FAM)
Holy Family Home and Shelter
Holy Family Home and Shelter - Emergency Shelter Services (ES) (FAM)
Holy Family Home and Shelter - Homes Plus (PSH)
Mystic Area Shelter and Hospitality
MASH New London CTY Fund-RRH (Families)
MASH New London CTY Fund-Shelter Diversion(Families)
Mystic Area Shelter and Hospitality - Emergency Shelter(ES)(FAM)
New London Hospitality Center
New London Hospitality Center - Emergency Shelter (ES)(IND)
New London Hospitality Center - Project HOME (THP) (SMF) (VA)
New London Hospitality Center DMHAS PATH (Outreach)
New London Hospitality Center-Housing for Health (SMF)(PSH)
New London Hospitality Center-New London CTY Fund-RRH(Singles)
NorthWest CT YMCA
NWCT YMCA - Winchester Emergency Shelter (ES)(IND)(FAM)
NWCT YMCA - Winsted Residence (PSH)
Norwich Human Services
Norwich Human Services (ES)(IND)
Norwich Human Services-New London CTY Fund-RRH(Families)
Norwich Human Services-New London CTY Fund-RRH(Singles)
Norwich Human Services-New London CTY Fund-Shelter Diversion(Families)
Reliance House
Reliance House (MAIN)(ES)(SMF)(IND)
Reliance House 500 Boswell (PSH)(SMF)
Reliance House Next Steps (PSH)
Reliance House PILOTS Development (PSH)
Reliance House- TLC 1 (THP)(SM)
Reliance House TLC 2 (THP)(SF)
Reliance House-TALVHI (SMF)(PSH)(VET)
Sound Community Services
Sound Community Services - Homeless Outreach
Sound Community Services - Next Step (PSH)
Southeastern Mental Health Authority
Southeastern Mental Health Authority- CT26C80-7001 (PSH)S+C
Southeastern Mental Health Authority- Merged Grant (PSH)S+C
Thames River Family Program
Thames River DSS RRH Program Region 3
Thames River Family Program - Thames River SHP (PSH)
1
1
1
1
2
1
1
3
1
1
1
5
1
1
1
1
1
2
1
1
4
1
1
1
1
7
1
1
1
1
1
1
1
2
1
1
2
1
1
5
1
1
5
Thames River Family Program (TH)
Thames River Family Program -New London CTY Fund-RRH(Families)
Thames River Family Program -New London CTY Fund-RRH(Singles)
Thames Valley Council for Community Action
Thames Valley Councel for Community Action - Supportive Housing - Next Steps
Units (PSH)
Thames Valley Council for Community Action - Emergency Shelter (ES)(FAM)
Thames Valley Council for Community Action - Supportive Housing (PSH)
Thames Valley Council for Community Action- New London CTY Fund-Shelter
Diversion(Families)
TVCCA DSS RRH Program Region 3
The Connection
The Connection - Groton Pilots - SPC (SPC) (FAM)
The Connection - Groton Pilots - Supportive Housing Dev (SHP) (FAM)
United Services
United Services Shelter Plus Care TRA (PSH) S+C
Windham Regional Community Council
Windham Regional Community Council - Children In Shelter
Windham Regional Community Council - HAVEN (PSH)
Windham Regional Community Council - Project Home (PSH)
Windham Shelter Plus Care Brick Row (PSH) S+C
WRCC DSS RRH Program Region 3
Implementation Area 2: Northwest CT
AIDS Project Greater Danbury
AIDS Project Greater Danbury- DSS AIDS Funded (Main)
Amos House
Amos House (THP)
Catholic Charities Danbury
Catholic Charities Danbury DMHAS PATH(Outreach)
CCEH
CCEH Rapid Re-Houisng-Region 2 (Services)
CCEH Rapid Re-Housing-Region 1 (Services)
CCEH Rapid Re-Housing-Region 3 (Services)
CCEH Rapid Re-Housing-Region 4 (Services)
CCEH Rapid Re-Housing-Region 5 (Services)
Center for Human Development
CHD - PILOTS - Danbury - TRA 15 Certs (March 18th-March 17th) (PSH)
CHD - PILOTS - Torrington - TRA 15 Certs (PSH)
CHD - PILOTS - Torrington - TRA 7 Certs (PSH)
CHD - PILOTS - Waterbury - TRA 22 Certs (PSH)
CHD - PILOTS - Waterbury- TRA 25 Certs (PSH)
CHD-PILOTS-Danbury-All Other Programs (PSH)
1
1
1
5
1
1
1
1
1
2
1
1
1
1
5
1
1
1
1
1
70
1
1
1
1
1
1
5
1
1
1
1
1
8
1
1
1
1
1
1
6
CHD-PILOTS-Danbury-Samuels Court (PSH)
CHD-PILOTS-Waterbury-All Other Programs (PSH)
Charlotte Hungerford Hospital Beh. Health Center
Charlotte Hungerford Hospital Beh. Health Center - Hope Supportive Housing(PSH)
Chrysalis Center
Chrysalis Center Waterbury Grant #CT0117C1E120800 (PSH) S+C
Chrysalis Center Waterbury Grant #CT0118C1E120800 (PSH) S+C
Columbus House Inc.
Columbus House Inc. - FUSE - Waterbury
CREDO
CREDO - 1569 Thomaston (PSH)(SMF)
Danbury City Shelter
Danbury City Shelter (ES)(SMF)
Danbury Housing Authority
Danbury Housing Authority-DSS Funded (TLP)(SMF)
Dorothy Day Hospitality House
Dorothy Day Hospitality House (ES)(IND)
Dream Homes Community Center
DHCC - Rental/Eviction Prevention
DHCC DSS RRH Program Region 5
DHCC Vouchers 1 (PSH)(SMF)
Dream Homes Community Center
Family and Children's Aid
Family and Children's Aid - Harmony House (ES)(FAM)
Greater Danbury Shelter + Care
Greater Danbury S+C Main (PSH)
Helping Hands
Helping Hands Merged Grant (PSH) S+C
Housing Authority of the City of Danbury
Housing Authority of the City of Danbury
Independence NorthWest
INW-Balance of State Program-DSS AIDS Funded(THP)
MCCA
MCCA Sunrise Terrace Transitional Living (THP) (SMF) (SA)
New Milford Homeless Shelter Coalition
New Milford Homeless Shelter Coalition (ES)(IND)
New Opportunities, Inc.
New Opportunities DSS RRH Region 5
New Opportunities, Inc. -DSS AIDS Funded-Waterbury(TLP)
New Opportunities-HOPWA-New Haven (PSH)
Non Profit Development Group
1
1
1
1
2
1
1
1
1
1
1
1
1
1
1
1
1
4
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
3
1
1
1
2
7
Vet House I- PSH
Vet House I-TLP
Omega House
Omega House DSS AIDS Funded(PSH)
Renewal House
Renewal House (THP)
Salvation Army Family Shelter
Salvation Army Family Shelter - Food Pantry
Salvation Army Family Shelter - Freedom Walk (PSH)
Salvation Army Family Shelter - Moving On Up(PSH)(HC)
Salvation Army Family Shelter - New Beginnings(PSH)
Salvation Army Family Shelter - Saving Grace (PSH)(HC)
Salvation Army Family Shelter - Walking Into Wall Street(PSH)
Salvation Army Family Shelter (ES)(FAM)(HC)
Salvation Army Waterbury DSS RRH Program
St. Vincent DePaul Mission Shelter of Waterbury
St. Vincent DePaul Mission Shelter of Waterbury (ES) (IND) (FAM)
St. Vincent DePaul SOS Housing Program HUD (PSH)
Waterbury Brooklyn Hope (S+C)(PSH)
Torrington Chapter of FISH
Torrington Chapter of FISH - Homeless Shelter (ES)(IND)(FAM)
Torrington Chapter of FISH - VA Transitional Housing (THP)
Torrington Y Limited Partnership
Torrington Y Limited Partnership - Y-House (PSH)
Torrington-Western Housing Options
Torrington-Western Housing Options 2 (CT0200B1E051100)(PSH)(SMF)(Fam)
Town of New Milford
Town of New Milford
Western CT Mental Health Network
Danbury Housing Authority Shelter Plus Care (PSH)S+C
Danbury Shelter Plus Care -Chronic 3 (PSH)S+C
Danbury Shelter Plus Care Merged Grant (PSH)S+C
Danbury Shelter Plus Care-Chronic 2 (PSH)S+C
Mental Health Waterbury SHP 3 (CT0204B1E121100)(PSH)(SMF)
New Hope CT0162C1E120900 S+C (PSH)
Waterbury Housing Plus (S+C) (PSH)
Waterbury Step Up Housing (S+C) (PSH)
WCMHN Torrington Western Housing Options (WHO)(SMF) (PSH)
WCMHN Waterbury SHP 1 (SMF)(PSH)
WCMHN Waterbury SHP 2 (SMF) (PSH)
WCMHN-Waterbury Homeless Outreach
1
1
1
1
1
1
8
1
1
1
1
1
1
1
1
3
1
1
1
2
1
1
1
1
1
1
1
1
12
1
1
1
1
1
1
1
1
1
1
1
1
8
Implementation Area 3: Capitol Region
AIDS CT
City of Hartford ESG Program(RRH)
CT AIDS Residence Coalition (CARC)
Capital Region Mental Health Authority
CRT Grant CT26C60-2001(S+C)(PSH)
Hartford MSP Sue Ann Shay Place CT0172B1E021000 (PSH) (SMF HC)S+C
Hartford TRA combo Chrysalis PH YR1 + Fam Matters (S+C)(PSH)
Hartford TRA combo CT0022C1E020802 (S+C)(PSH)
Hudson View 1993 CT26C93-1103(S+C)(PSH)
Hudson View 1994 CT26C94-0079(S+C)(PSH)
Manchester CT26C50-5007(S+C)(PSH)
MSP Combined CT0023C1E020802 (S+C)(PSH)
Chrysalis Center
Chrysalis Center - Veterans Support Services SHP (PSH)
Chrysalis Center - CHHS DSS AIDS Funded (PSH)
Chrysalis Center - Family Matters (PSH)
Chrysalis Center - FUSE (PSH) (SMF)
Chrysalis Center - HEARRT Programs - HEARRT 16 (PSH)-Non AHAR
Chrysalis Center - HEARRT Programs - HEARRT 34 (PSH)-Non AHAR
Chrysalis Center - HEARRT Programs - HEARRT 9 (PSH) -Non AHAR
Chrysalis Center - HEARRT Programs (PSH)-Main-Non AHAR
HEARRT 53 Combo CT0066C1E051104 (S+C)(PSH)
Homeward Bound CT26C60-5013(S+C)(PSH)
Presidents Corner CT26C10-2003(S+C)(PSH)
Soromundi CT26C10-2001(S+C)(PSH)
Vets BOS Chrys CT0057C1E050800(S+C)(PSH)
Vets HFD Chrys CT0018C1E020800(S+C)(PSH)
Community Health Resources
Community Health Resources DSS RRH Region 4
Community Mental Health Affiliates
CMHA - FSC Next Steps Program (PSH)
Community Mental Health Affiliates (Bristol)
Community Mental Health Affiliates (PSH) S+C
Community Mental Health Affiliates-Next Steps (PSH)
Community Mental Health Affiliates-Supportive Housing Bonus Dollars
#CT0161B1E090900(PSH)(SMF)
Community Renewal Team
Community Renewal Team (CRT) - Bloomfield Scattered Site Program (PSH) (SMF)
Community Renewal Team (CRT) - East Hartford Community Shelter
(ES)(IND)(FAM)(SMF+HC)
Community Renewal Team (CRT) - McKinney Shelter (ES)(IND)(SM)
103
2
1
1
8
1
1
1
1
1
1
1
1
14
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
5
1
1
1
1
1
9
1
1
1
9
Community Renewal Team (CRT) - Permanent Supportive Housing (PSH) (HC)
Community Renewal Team (CRT) - Project TEACH (THP) (SMF)
Community Renewal Team (CRT) - Project TEACH CM-Only (SMF)
Community Renewal Team (CRT) - Supportive Housing Collaborative (TH)
Community Renewal Team- DSS AIDS Funded Emergency Shelter Beds (HIV/AIDS)
CRT- Veterans Crossings(THP)
Friendship Service Center
FSC - PEAK I (PSH) (IND)
FSC - PEAK M (PSH) (FAM) (IND)
FSC - PEAK S (PSH)
FSC - PEAK V (PSH) (FAM) (IND)
FSC - Permanent Supported Housing (PSH)
FSC - PSH C - Permanent Supportive Housing - Chronic (PSH)
FSC - PSH F - Permanent Supportive Housing - Families (PSH)
FSC - Shelter (ES)(IND)(FAM)
FSC - TLP (THP)
FSC- Cold Weather Policy No-Freeze Shelter -(ES)(SMF)(ESG)
FSC -HUD Next Steps Supportive Housing Building #59
FSC-HUD Next Steps Supportive Housing Building #85
Hands On Hartford
Hands on Hartford- Peters Rereat HIV/AIDS- DHMAS-Scattered-DSS AIDS Funded
(smf) (PSH)-5 Units
Hands On Hartford-Peter's Retreat HIV/AIDS- Congregate Living DSS AIDS Funded
(PSH) (SMF)-26 units
Hands on Hartford-Peters Retreat-HIV/AIDS Scattered DSS AIDS Funded (FC) (PSH)-3
units
House of Bread
House of Bread - Rooming House (THP)
House of Bread - Transitional Program (THP)
Human Resources Agency of New Britain
Human Resources Agency of New Britain - DSS AIDS Funded (PSH)
Immaculate Conception
Immaculate Conception - Casa de Francisco - CDF-RAP (PSH)
Immaculate Conception - DMHAS Next Steps (PSH)
Immaculate Conception - DSS AIDS Funded THP
Immaculate Conception - No-Freeze (ES)(IND)(SM)
Immaculate Conception - Permanent Supportive Housing Programs (PSH)
Immaculate Conception - PSH Programs - Casa de Francisco - CDF-1 (PSH) (SMF)
Immaculate Conception - PSH Programs - Casa de Francisco - CDF-4 (PSH) (SMF)
Immaculate Conception - PSH Programs - CDF-RAP(2) (PSH) (SMF)
Immaculate Conception & Shelter (ES)(IND)(SM)
Inter Community Mental Health Group
1
1
1
1
1
1
12
1
1
1
1
1
1
1
1
1
1
1
1
3
1
1
1
2
1
1
1
1
9
1
1
1
1
1
1
1
1
1
1
10
Inter Community Mental Health Group-CASA HOPE 18 (PSH)
Judah House
Judah House - Women's House
Manchester Supportive Housing
Manchester Supportive Housing
Mercy Housing and Shelter
Mercy Housing & Shelter-Hartford HUD Program
Mercy Housing & Shelter-Ryan White-AIDS Funded(PSH)
Mercy Housing and Shelter - Catherine's Place (THP) (SW)
Mercy Housing and Shelter - Family Services -(CM)
Mercy Housing and Shelter - Mercy House-DSS AIDS Funded(PSH)
Mercy Housing and Shelter - Next Steps - Hartford (PSH)
Mercy Housing and Shelter St. Elizabeth - 2 Year Clients(SMF)(DSS) (TLP)
Mercy Housing and Shelter- St. Elizabeth House WOMEN'S PROGRAM- 90 Day (SF)
(DMHAS) (TLP)
Mercy Housing-Hartford/Middletown-DSS AIDS Funded Program(PSH)
My Sister's Place
My Sister's Place - Transitional Living Program (THP)
Open Hearth Association
Open Hearth Association - Emergency Shelter (ES)(IND)
Open Hearth Association - Transitional Living Program (THP)
Salvation Army - New Britain
Salvation Army - New Britain Corps Community Center (ES)(IND)
Salvation Army Marshall House
Salvation Army MH - Family Shelter (ES) (FAM)
Salvation Army MH - Homeless Prevention Program
Salvation Army MH - Housing First
Salvation Army MH - Women and Family Overflow (ES)(FAM)
South Park Inn
South Park Inn - Emergency Shelter (ES) (IND)(SMF)
South Park Inn - Emergency Shelter (ES)(FAM)
South Park Inn - Plimpton House (PSH)
South Park Inn - Transitional (THP)
St. Philip House
St. Philip House-DSS AIDS Funded Program(PSH)
St. Philip House-HOPWA(PSH)
St. Philip House-HUD (PSH)
St. Vincent DePaul Mission of Bristol
St. Vincent DePaul Mission of Bristol - Emergency Shelter (ES)(FAM)(IND)
St. Vincent DePaul Mission of Bristol - The Elms Transitional Center for Single Men
(THP)
St. Vincent DePaul Mission of Bristol - Women with Children Transitional Living
1
1
1
1
1
9
1
1
1
1
1
1
1
1
1
1
1
2
1
1
1
1
4
1
1
1
1
4
1
1
1
1
3
1
1
1
3
1
1
1
11
Center (THP)
Tabor House
Tabor House DSS AIDS Funded Program (PSH)
Tri-Town Shelter Services, Inc
Tri-Town Shelter Services, Inc. (ES)(IND)(FAM)(SMF+HC)
Western CT Association for Human Rights
Western CT Association for Human Rights
YWCA of the Hartford Region
YWCA Of The Hartford Region (THP)
YWCA Of The Hartford Region- Shelter (ES)(IND)
YWCA of the Hartford Region- SPC (PSH)
Zezzo House
Zezzo House (PSH)
Implementation Area 4: Southwest CT
ABRI
ABRI - Homes for the Brave - Waldorf House (PSH) (IND) (SM)
ABRI - Homes for the Brave- Forgotten Heros (THP)(SF)
ABRI - Homes for the Brave Program (THP) (SM) (IND)
Alpha Community Services
Alpha Community Services - BSH - Crescent & Fairfield Buildings (PSH) (IND)
Alpha Community Services - BSH - Harrison Apts (PSH)
Alpha Community Services - Families In Transition - Brooks St. (ES) (FAM) (FC)
Alpha Community Services - Families In Transition - Clinton Ave. (ES) (FAM) (FC)
Alpha Community Services - Jean Wallace Transitional Housing (THP) (FAM) (FC)
Alpha Community Servicess - GBA Rapid Exit
Alpha Community Servicess - GBA Rapid Prevention
Alpha Community Services-The Franklin Apartments (PSH)(SMF)
Bridgeport Rescue Mission
BRM Dining Room (Soup Kitchen)
BRM- Men's Shelter (ES)(SM)(IND)
BRM Men's Year Long Program(SM)(Ind)
BRM Women's Shelter (ES)(SF)(Ind)
BRM Women's Year Long Program(SF)(Ind)
Casa Inc.
Casa Inc. - Noble House-DSS AIDS Funded Program (THP)(IND)(AIDS)
Catholic Charities
Catholic Charities of Fairfield County - Conger House (PSH) (IND)
Catholic Charities of Fairfield County - PHD Supportive Housing Program (PSH) (FC)
(FAM)
Catholic Charities of Fairfield County Merton Homes (PSH)(Fam)
Catholic Charities-Stratford Coalition For The Homeless - Bethlehem House I, II
(THP) (FAM)
1
1
1
1
1
1
3
1
1
1
1
1
110
3
1
1
1
8
1
1
1
1
1
1
1
1
5
1
1
1
1
1
1
1
4
1
1
1
1
12
CTE, Inc
CTE, Inc. - Permanent Supportive Housing (PSH) (FAM)
DMHAS
Bridge House DMHAS PATH(Outreach)
Family and Children's Agency
Family and Children's Agency - Community Connections - Pilots Housing Program
(PSH) (SMF) (IND)
Family and Children's Agency - Community Connections-Vocational Program
(Services-Only) (SMF) (IND)
Family and Children's Agency - Next Steps (PSH) (IND)
Family and Children's Agency - Pilots I-HUD (SMF) (IND)(S+C Non DHMAS)
Family and Children's Agency - Pilots II (PSH) (SMF) (IND)
Family and Children's Agency 40 South Main St.(PSH)(SMF)(IND)
Hall-Brooke
Hall-Brooke - HRS - Bonus 3 Individual Units - Bridgeport (PSH)
Hall-Brooke - HRS - DMHAS - Norwalk (PSH) (SMF) (IND)
Hall-Brooke - HRS - Individual Units - Norwalk/Westport (PSH)
Hall-Brooke - HRS - Individual/Family Units - Bridgeport (PSH)
Hall-Brooke HRS PSH Bonus 2011 (PSH)(SMF)
Hall-Brooke - RAPS/DRAPS - Scattered Site - Norwalk (PSH)
Homes with Hope
Homes with Hope DSS RRH Program- Region 1
Homes with Hope, Inc. - Bacharach Community (ES)(M)(FAM)
Homes with Hope, Inc. - Fair Street Apartments(PSH)(SMF)(MH)
Homes with Hope, Inc. - Gillespie Center & Hoskins' Place (ES)(SMF)(IND)
Homes with Hope, Inc. - Saugatuck Apt. (PSH) (M) (IND) (FAM)
Homes with Hope, Inc. - Westport Rotary Centennial House (PSH) (SMF+HC) (MH)
Homes with Hope-Westport- Hales Court(DMHAS)(PSH)
Inspica
Inspirica DSS RRH Program Region 1
Inspirica
Inspirica - Atlantic Park (PSH) (IND) (SMF)
Inspirica - Center For Children And Their Families (ES)(FAM)
Inspirica - Center For Children And Their Families (THP) (FAM)
Inspirica - Gilead House (THP)
Inspirica - Gilead Jail Diversion (THP)
Inspirica - Gilead Outreach
Inspirica - McKinney Fairfield (PSH)
Inspirica - McKinney Stamford-DSS AIDS FUNDED PROGRAM (TH) (IND)(AIDS)
Inspirica - RCP (Georgetown) (PSH)
Inspirica - The Colony (PSH) (IND) (SMF)
Inspirica - Women's Housing Program (ES)(IND)(SF)
1
1
1
1
6
1
1
1
1
1
1
6
1
1
1
1
1
1
7
1
1
1
1
1
1
1
1
1
15
1
1
1
1
1
1
1
1
1
1
1
13
Inspirica Lifeworks Family Housing(PSH)(HC)
Inspirica-Metcalf House(PSH)(IND)(SMF)
Inspirica-Rose Park Apartments-1st Floor(PSH)(HC)
Inspirica-Rose Park Apartments-Main/Original(PSH)(SMF)
Laurel House
Laurel House - Next Step (PSH) (IND) (SMF)
Laurel House - Partners I (PSH) (SMF) (IND)
Laurel House - Partners II/Next Steps (PSH) (IND) (SMF)
Laurel House - Partners III(PSH)(IND)(SMF)
Laurel House - Pilots - 4 & 6 Washington Ct. (PSH) (SMF) (IND)
Laurel House - Supported Housing I Program (THP) (IND)
Laurel House Marshall Commons(SMF)(FAM) PSH
Laurel House Support Plus Housing(SMF) PSH
Laurel House -Supported Housing II- Scattered Site (PSH) (IND) (SMF)
Liberation Programs
Liberation Programs - Cherry Homes Transitional Housing (THP) (FAM) (FC)
Malta House, Inc.
Malta House, Inc. Residency Program (TLP)(FAM)
Malta House, Inc.Partnering Success Program (Services Only)
Mid Fairfield AIDS Project
Mid Fairfield AIDS Project - HOPWA funded (PSH) (M) (IND) (FAM)
Mid Fairfield AIDS Project-HUD1 funded (PSH) (M) (IND) (FAM)
Mid Fairfield AIDS Project-Independent Living Program 2(PSH)(SMF+HC)(HIV)
NEON
NEON - Men's Halfway House (THP) (SM)
NEON - Parkview South SRO (THP) (SMF)
NEON - Quinlan Cottage (THP) (SFHC)
NEON - Women and Children's Halfway House (THP) (SFHC)
Open Door Shelter
Norwalk Emergency Shelter - Permanent Supportive Housing (PSH) (SMF) (IND)
Norwalk Emergency Shelter (ES) (M) (IND) (FAM)
Operation Hope
Operation Hope - HOPE 5 (PSH)(SMF)
Operation Hope - Kings/Garden and Soundview/Trefoil(PSH)(SMF FAM)
Operation Hope - Next Steps (DMHAS) - Bridgeport (PSH SMF)
Operation Hope - Next Steps (DMHAS) - Fairfield (PSH SMF)
Operation Hope - Shelter & Readiness Program (ES) (IND) (M) (FAM)
Operation Hope CDBG(PSH)(SMF FAM)
Operation Hope DSS RRH Program- Region 1
Operation Hope- Hope 4 (PSH)(SMF)
Refocus Outreach Ministry
1
1
1
1
9
1
1
1
1
1
1
1
1
1
1
1
2
1
1
3
1
1
1
4
1
1
1
1
2
1
1
8
1
1
1
1
1
1
1
1
3
14
Refocus Abbey's House(PSH)(FAM)(MH)(DIS)
Refocus Outreach Ministry (THP) (IND) (SF)
Refocus Outreach Ministry Promise House- HOPWA (PSH)(SMF)
Regional Network of Programs
RNP - Prospect House (Scatted Site Housing)DSS AIDS FUNDED PROGRAMS
(PSH)(IND)(AIDS)
RNP - Prospect House (Shelter) (ES) (IND) (SMF)
RNP - Prospect House (UMI Supportive) (THP) Popular St.
RNP - Prospect House (UMI Transitional) Prospect St. (THP)
RNP - Prospect House (UMI) Seaview Ave. (PSH)
Shelter for the Homeless
Shelter For The Homeless - Berkeley Supportive Housing Program (PSH) (IND) (SM)
Shelter For The Homeless - Pacific House (ES)(IND)(SM)
Shelter for the Homeless DMHAS PATH (Outreach)
Shelter For The Homeless-(Stone St.)-Beacon House (PSH) (IND) (SM)
Shelter for the Homeless-Berkeley VIII Support Housing Program (PSH) (IND) (SM)
SouthWestern CT Mental Health Authority
Bridgeport Merged TRA-(PSH) S+C
Bridgeport PRA-17 CT0033C1E030802 (PSH) S+C
Bridgeport PRAR-19 CT0034C1E30802 (PSH) S+C
Norwalk Emergency Shelter DMHAS PATH (Outreach)
Norwalk TRA-25 CT0085C1E060802 (PSH) S+C
Stamford PRA-14 CT0103C1E080801 (PSH) S+C
Stamford PRAR-14 CT0104C1E080802(PSH) S+C
Stamford TRA-14 CT105C1E080802 (PSH) S+C
Supportive Housing Works
Supportive Housing Works DSS RRH Program- Region 1
The Connection
The Connection - Supportive Housing (PSH) (FAM)
Implementation Area 5: South Central CT (Middlesex)
Area Congregations Together
Area Congregations Together - Spooner House (ES)(IND)
BHcare
BHcare- Valley - Supportive Housing Program - Next Step I - DMHAS
BHcare Valley - Supportive Housing Program - SHP01 (PSH)
BHcare Valley - Supportive Housing Program - SHP11 (PSH)(SMF)
BHcare Valley- PILOTS(CM)
BHcare Valley(Main) - Supportive Housing Program
BHcare-Shoreline (HH)PILOTS(PSH)
BHcare-Shoreline DMHAS Next Steps III (PSH)
BHcare-Shoreline(HH) HUD (PSH)
BHcare-Valley DMHAS Next Steps II (PSH)
1
1
1
5
1
1
1
1
1
5
1
1
1
1
1
8
1
1
1
1
1
1
1
1
1
1
1
1
35
1
1
9
1
1
1
1
1
1
1
1
1
15
Columbus House Inc.
Columbus House Inc. - BOS 2010 NOFA
Columbus House, Inc.
Columbus House-Middlesex-Emergency Shelter(ES)(Fam)
Columbus House-Middlesex-Transitional Program(THP)
Community Health Center Inc.
Community Health Center Inc. (CHC)-DSS Homeless Case Management
Program(CM)(SMF, HC)
Community Health Center Inc. (CHC)-Main Case Management -(Enter all clients
Here)
Community Health Center Inc. (CHC)Supportive Case Management(CM)(SMF HC)
Community Health Resources
Community Health Resources - PILOTS (PSH)
DMHAS
Middletown PRA(PSH) S+C
Middletown SRA (PSH) S+C
Middletown TRA(PSH) S+C
Middletown/Middlesex S+C(Main)
Mercy Housing and Shelter
Mercy Housing and Shelter - Next Steps - Middletown (PSH)
Mercy Housing and Shelter - Shepherd Home (THP) (SMF)
New Opportunities, Inc.
New Opportunities - Meriden(BOS)
New Opportunities, Inc. - DSS AIDS Funded-Meriden(BOS) (PSH)
New Opportunities, Inc. - Meriden Supportive Housing Project(BOS) (PSH)
New Opportunities, Inc. - Shelter NOW(BOS) (ES)(IND)(FAM)
New Opportunities, Inc. - Shelter NOW(BOS) THP (TH)
Rushford
Meriden S+C Programs-Rushford(main)
Rushford Center- Chamberlain Heights (PSH)(FAM)
Rushford Center DMHAS PATH(Outreach)
Rushford Center-Wallingford/Meriden Supportive Housing S+C (PSH)
St. Vincent DePaul Place of Middletown
St. Vincent DePaul Place of Middletown - Supportive Housing (PSH)
The Connection
The Connection - Eddy Center - Eddy Shelter of Middlesex County (ES)(IND)
Wallingford Emergency Shelter
Wallingford Emergency Shelter (ES)
Implementation Area 6 (New Haven)
APT Foundation
HFTC Vocational Services
SHP
1
1
2
1
1
3
1
1
1
1
1
4
1
1
1
1
2
1
1
5
1
1
1
1
1
4
1
1
1
1
1
1
1
1
1
1
173
2
1
1
16
Beth El Center
Beth El Center - Shelter - Family
2
Beth El Center - Shelter - Individual
Beulah Heights Social Integration Program
Social Integration Program
Christian Community Action Inc.
Childrens Education Partnership
Christian Community Action Inc. - Hillside Family Shelter Davenport
Christian Community Action Inc. - Hillside Family Shelter Sylvan
Christian Community Action Inc. - Stepping Stone Transitional Housing Program
HFTC
Partnership in Hope
Columbus House Inc.
BOS 2010 NOFA
BOS 2010 NOFA Case Management
BOS SHP 2011 - Case Management
Cedar Hill Case Management
Columbus House Inc. - Abrahams Tent
Columbus House Inc. - BOS SHP 2011
Columbus House Inc. - Cedar Hill
Columbus House Inc. - Cedar Hill SPC
Columbus House Inc. - Columbus House Emergency Shelter
Columbus House Inc. - Columbus House LOS DSS HIV
Columbus House Inc. - Columbus House LOS Shelter
Columbus House Inc. - Columbus House LOS VA
Columbus House Inc. - FUSE
Columbus House Inc. - Harkness House
Columbus House Inc. - HUD SHP 2011
Columbus House Inc. - Legion Woods
Columbus House Inc. - Legion Woods VET
Columbus House Inc. - On the Move
Columbus House Inc. - On the Move - Unfunded
Columbus House Inc. - On the Move - VA
Columbus House Inc. - Overflow Shelter
Columbus House Inc. - Recovery House
Columbus House Inc. - Recovery House VET
Columbus House Inc. - Scattered Site HOPWA
Columbus House Inc. - Scattered Site Housing
Columbus House Inc. - Scattered Site Unfunded
Columbus House Inc. - Sojourners Place - PSH
Columbus House Inc. - VETS 2010 NOFA
1
1
1
6
1
1
1
1
1
1
59
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
17
Columbus House Inc. - Whalley Terrace
Columbus House Inc. - Whalley Terrace - Unfunded
Employment Services
ESG
FUSE - Waterbury
FUSE Case Management
FUSE Waterbury Case Management
HUD SHP 2011
HUD SHP 2011 - Case Management
Legion Woods Case Management
MHT Peer PSH
N2N FY12
New Beginnings Case Management
Outreach and Engagement Case Management
Overflow Case Management
PATH/GATEWAY Case Management
Pathways
Pathways SAMHSA
Recovery House Case Management
Scattered Site Case Management
Scattered Site HOPWA
Scattered Site-Unfunded
Shelter Case Management
Shelter Case Management (non DMHAS)
SIF-Supportive Housing
Sojourners Place Case Management
Sojourners Place-SHP CM
Starting Over
Treatment Access Program
Urban Initiatives Case Management
Whalley Terrace Case Management
Community Services Network
Community Services Network - New Haven Shelter Plus Care 1994 (S+C)
Community Services Network - New Haven Shelter Plus Care 2007 TRA Consolidated
(S+C)
Community Services Network - New Haven Shelter Plus Care Balance of State 1
(S+C)
New Haven Shelter Plus Care 1993 SRA (S+C)
New Haven Shelter Plus Care 2002 SRA Safehaven 2010 (S+C)
New Haven Shelter Plus Care 2006 (S+C)
New Haven Shelter Plus Care 2007 TRA Next Steps (S+C)
Sojourners Place
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
9
1
1
1
1
1
1
1
1
18
Sojourners Place-SHP CM
Connection Inc.
Ferry
New Haven Family Partnership
Pendleton House - Level 1
Pendleton House - Level 2
PILOTS - NHHR
Treadwell
Continuum of Care
Frank Street Project
Coordinating Council for Children in Crisis Inc.
Ferry
PILOTS - NHHR
Treadwell
Easter Seals Goodwill Industries
SHP Work Services
Emergency Shelter Management Services
Emergency Shelter Management Services - Immanuel Baptist Shelter
Shelter Case Management
Fellowship Place
Career Development
Expressive Arts
Fellowship Inn
Fellowship Inn - Social Rehab
Fellowship Inn - Voc. Services
Health and Wellness
Homeless Engagement Program
McKinney Vento
Next Step
Next Step Whalley
Gibbs Restoration House
Access to Recovery
Liberty Community Services Inc.
AIDS Residence
Day Program
Drug Treatment Advocacy
ESG
Liberty Community Services Inc. - Independent Living Program – HOPWA
Liberty Community Services Inc. - Open Door Alliance
Liberty Community Services Inc. - Safe and Secure Scattered Site
Liberty Community Services Inc. - Safe and Secure Scattered Site - HOPWA
1
6
1
1
1
1
1
1
1
1
3
1
1
1
1
1
2
1
1
10
1
1
1
1
1
1
1
1
1
1
1
1
15
1
1
1
1
1
1
1
1
19
Liberty Community Services Inc. - Safe Haven
Liberty Community Services Inc. - Safe Haven - HIV Only
Liberty Community Services Inc. - Supportive Housing Program
Liberty Community Services Inc. - Transitional Living Program
Next Step Supported Housing
PILOTS
Vocational Services
Life Haven
Childrens Education Partnership
HFTC
MACC
MACC Shelter (Imported)
Marrakech Inc.
SHP-Voc
New Haven Home Recovery Inc
Life Haven - Life Haven
New Haven Home Recovery Inc. - CareWays Shelter
New Haven Home Recovery Inc. - Elm Street HOPWA
New Haven Home Recovery Inc. - HFTC
New Haven Home Recovery Inc. - Marthas Place
New Haven Home Recovery Inc. - New Haven Family Partnership
New Haven Home Recovery Inc. - Scattered Site Supportive Housing Program
New Haven Home Recovery Inc. - Supportive Housing Program
New Haven Home Recovery Inc.
Access to Recovery
Beyond Shelter
Bridgeport Housing First Collaborative
Bridgeport Housing First Collaborative DMHAS
CABHI
CABHI - SOAR
Childrens Education Partnership
Connecticut Rapid Rehousing Program
CT Rapid Re-Housing Program
ESG
Family School Connection
Ferry
Healthy Start
HFTC CTI
HFTC Vocational Services
Homeless Prevention Planning
Housing Families First
1
1
1
1
1
1
1
2
1
1
1
1
1
1
8
1
1
1
1
1
1
1
1
32
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
20
Life Haven Child Care Program
New Haven Family Partnership SPC
NHFP – Unfunded
PILOTS - NHHR
Rapid Rehousing
Ryan White Part A
Smart About Money
Stable Families – Bridgeport
Supportive Housing Program SPC
Supportive Services for Veteran Families
TANF – Bridgeport
TANF – New Haven
Treadwell
United Way – SDII
Wellness Counselor
Supportive Housing Works
Bridgeport Housing First Collaborative
Bridgeport Housing First Collaborative DMHAS
CABHI
CABHI - SOAR
WAGE
Work Services - SHP
Youth Continuum
Scattered Site - THP - DCF
Skills for Life
Umoja House - Basic Center
Umoja House - THP - DCF
Umoja House - THP - DHHS
Youth Continuum - Scattered Site - THP - HUD
Grand Total
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
4
1
1
1
1
1
1
6
1
1
1
1
1
1
548
21
ECM Day 1 Reporting Matrix - DRAFT
Continuum
Agency & Program
Program Type
Reports
Function
Frequency
E-800 Data Quality
DQ
Daily
Daily Bed List
Client Detail Daily
DSS Utilization
Funder
Clients Served
ECM
Equivalent
State
Reports
Function
Frequency
AHAR
Funder
NOFA DQ
DQ
Monthly
Nutmeg DQ
Aggregate
as needed
Entry Exit (DSS funded)
HUD CoC APR
A-108 Data Quality for Entry/Exit based
programs
DSS/AIDS HOPWA APR
DSS/AIDS HOPWA Demographics
Funder
Funder
Current Client List
Client Detail Weekly
Clients Between Entry/Exit Dates
Client Detail As Needed
United Way Food Pantry Report
Funder
SVDP Food Pantry Report
A107 Data Quality for Service Based
Programs
Funder
SVDP Food Service Demographics
SVDP Meal Demographics
ECM
Equivalent
Reports
Function
Frequency
Yearly
Nutmeg DQ
DQ
Monthly
Yearly
PIT
Funder
Yearly
DQ
Monthly
QDS Extract
PIT
Funder
Yearly
Analytical Data Set
Monthly
Yearly
AHAR
NOFA DQ
Funder
DQ
Yearly
Yearly
Nutmeg DQ
PIT
DQ
Weekly
Nutmeg DQ
DQ
Monthly
QDS Extract
Funder
Funder
Monthly
Monthly
PIT
Funder
Yearly
Monthly
United Way Cross Pantry Utilization
Funder
Monthly
Monthly
United Way Food Pantry Report
Funder
Monthly
DQ
Weekly
Nutmeg DQ
DQ
Monthly
Funder
Funder
Monthly
Monthly
Nutmeg DQ
DQ
Monthly
None
Monthly
Nutmeg DQ
DQ
Monthly
None
Nutmeg DQ
DQ
Monthly
Nutmeg DQ
DQ
Nutmeg DQ
Nutmeg DQ
ECM
Equivalen
Emergency Shelter
Client
Detail
Client
Detail
Quarterly
TBD
Transitional
Housing/Permanent
Supportive Housing
DQ
Funder
Client
Detail
Monthly
Yearly
PATH APR
Funder
TBD
Monthly
CCEH RRH Report
Funder
DQ
Monthly
DSS RRH Financial Report
DSS RRH Report
DQ
Monthly
DSS RRH Financial
Quarterly
Food Pantry
None
Soup Kitchen
SSVF
HUD HPRP VA APR
HUD HPRP XML Extract
Funder and
DQ
Funder
Monthly
PATH
PATH APR
A-108 Data Quality for Entry/Exit based
programs
Current Client List
Funder
Monthly
DQ
Weekly
CCEH RRH Report
A-108 Data Quality for Entry/Exit based
programs
Current Client List
Funder
as needed
DQ
as needed
DSS RRH Financial Report
DSS RRH Report
A-108 Data Quality for Entry/Exit based
programs
Current Client List
Funder
Funder
Monthly
Monthly
DQ
Monthly
DSS RRH Financial
A-108 Data Quality for Entry/Exit based
programs
Current Client List
Entry Exit Report
Funder
Monthly
DQ
Monthly
Client Detail As Needed
Rapid Rehousing - CCEH
Rapid Rehousing - DSS
Client Detail Weekly
Client Detail Weekly
Rapid Rehousing - Hartford
Funder
Monthly
Client Detail Weekly
Funder
Monthly
22
Data Conversion Strategy for CT HMIS (ServicePoint)
Prepared: 4/29/2013
Revised: 5/23/2013
Background
The ServicePoint system has been running since late 2004 when it was piloted in 3 communities (Hartford, Bridgeport,
and Danbury) and has gone through various changes over the years. The initial implementation included only housing
programs (emergency shelters, transitional living and some permanent supportive housing). The scope has since
expanded to where we are today; which includes the traditional housing programs (ES/TH/PSH/S+C) as well as several
service based programs including Outreach & Engagement (PATH), Rapid Re-Housing, Prevention, Supportive Services
for Veterans and Families (SSVF), Food Pantries (5) and Soup Kitchens (1).
The system has seen tremendous changes over time, in the early days communities were given more flexibility on how
they captured data (using customized screens and workflows, especially in the shelters). Over the past 5 years we have
been moving to a common platform for data capture, validation and reporting. This has been an incremental process,
with the most notable changes being in the Emergency Shelter Intake, Validation and Reporting occurring in early 2010.
During this time we modified the data collection process to align the annual Point-in-Time count questions with the
Shelter Intake questions, updated the reporting requirements and re-trained all staff.
What Data to Convert
The CT HMIS Data Dictionary will be the master document that outlines the specific data elements to be converted to
the ECM system. In general we will be converting client records and related data including HUD Universal Data Elements
(HUD_UDE), HUD Program Specific Data Elements (HUD_PSDE), HUD Optional Data Elements (HUD_OPT), CT Emergency
Shelter Data Elements (CT_ES) and other data elements (CT_OTHER) that are being collected by these programs that
may not be captured in the above categories such as provider specific customizations.
Program Types eligible for conversion
Client Level data for the program types listed below WILL be converted. Specific data elements for each program type
are delineated in the CT HMIS Data Dictionary.







Emergency Shelter
Transitional Housing
Permanent Supportive Housing
Rapid Re-housing (DSS, Municipal, CCEH)
Supportive Services for Veteran Families (SSVF)
Outreach & Engagement (PATH)
Services Only (Example: Food Pantry, Soup Kitchens)
Program Types we will not be converting
Client level data for the program types listed below WILL NOT be converted.



Homeless Prevention & Rapid Re-housing - data will still be accessible for extracts upon request
Other – these tend to be placeholders for the agency name, which has a different construct in ECM
1 – time service programs that have been closed such as Beyond Shelter, Children In Families, HFF, AHRF
23
How far back in time to convert data
Because of the changes in the system workflows we are recommending the following cut-off dates based for the various
program types;
 Emergency Shelter – convert data from 10/1/2010 to current
 Transitional Housing – convert active clients on 10/1/2010 (including historical records)
 Permanent Supportive Housing – convert active clients as of 10/1/2010 (including historical records)
 Rapid Re-housing – convert all data (programs came online 2012/13)
 SSVF – convert all data (program came online in 2012)
 Outreach & Engagement – convert all data since 10/1/2010
 Services Only – convert all data since 10/1/2010
These date ranges will support historical AHAR reporting back to 2010, various APR reporting (HOPWA / PSH / S+C) and
many of the statewide reports that use a 2 or 3 year look back. Data that is not converted will still be accessible via
extracts from the historical systems.
Data Sharing, Duplicates and Release of Information (ROI)
The current system setup is considered “Closed by default”. This means that unless agencies have explicit agreements
with each other to share data, then NO data is shared. The implication of this is that there are many duplicates in the
system, as clients moved from one agency to another; new records are created for each agency. We currently deduplicate this on the back end for reporting purposes, but there is still more than 1 client record for the person in the
HMIS system in many cases. This feature does not really exist in the ECM system, but we are working with ESG on ways
to implement within the software.
Some data on how much duplication exists based on different cut-off dates is listed in the table below.
Cut-off Date
10/1/2012 –
4/8/2013
10/1/2011 –
4/8/2013
10/1/2010 –
4/8/2013
Total Client
Records
8800
Duplicates
Percentage
3500
40%
27,343
11,753
43%
48,185
20,545
43%
Within ECM, we are changing that model to “Open by default”. The Cilent Consent (Consent) and Release of Information
(ROI) documents are being updated to reflect this change. Our current Consent and ROI do not allow us to “consolidate”
those records during the conversion (unless they are duplicates within the same agency). We will need to “deal” with
them after the data is converted. Some options for handling this are listed below;
Option 1 – Modify the consent and ROI forms now incorporating language that allows us to “merge” the records
after data is converted. Client records will be converted “as-is”, meaning we will be converting duplicate records
into the new system. Client records will be marked as “closed” (unless pre-existing sharing agreements were in
place) due to the current Consent and ROI language. Clients that have signed the new release prior to the
conversion will have records merged. We will develop a merging process within the application and support
structures to manage the merge of data and determining what data “wins” in the event of a conflict.
24
Post data conversion, when a client presents themselves at an agency, signs the new Consent and ROI, a report
will be generated on a weekly basis that identifies that this client has signed the new forms and the duplicate
ID’s. This will be a System Administration function, processes will be put in place to notify agencies if they have
any clients that meet the merging criteria.
Option 2 – Do not convert client level data. The positives of this approach would be that we are starting fresh
with an “Open” system and do not have to put in procedures to manage historical duplicates and merging of old
records. Historical data would still be accessible for reporting. The negatives of this approach are that it puts
more burdens on the agencies to re-enter data.
Our recommendation is to go with Option 1 because a) agency resources are already stretched and b) it will make
historical reporting more difficult for many of the continuum and statewide requirements (examples would be NOFA
tables for Data Quality and Outcomes, AHAR and dashboard reporting)
Validating the Data
In order to ensure that the converted data is accurate there will be several levels of validation.
System Level – Nutmeg and ESG will be responsible for ensuring that records and fields from the source systems are
translating properly and “ending” up in the correct places on the ECM system. For data that cannot be converted, we
will develop exception reports for review that will take the form of “this record can’t be converted because of XXXX”.
Agency / Program Level – Agencies will be required to verify their program data including client lists, APRs, data error
reports and other funder reports.
Functional Testing – Nutmeg and the Agencies will participate in functional reviews of the system using the converted
data. This entails running through all the functions that need to be working using the converted data.
Data Sign Off process
For each level we will implement a sign-off process to ensure that we have reviewed the data and it is acceptable and it
is acceptable for conversion. Programs that are not verified (signed-off) will not have data converted.
Specific Agency and Provider Tactics
When implementation and conversion time arrives for a particular area, there are some agencies that we will need to
determine a strategy for implementing and converting data because of their geography. The 3 examples we have
identified to date are:
1.) Agencies that have programs in multiple implementation areas, do we convert all of the programs (regardless of
the area they fall into), or just the programs that operate in the current area? For this scenario, we will work
with the agency to determine the best approach, for example, if the agency currently has a centralized CQI
process where all data entry is done in a central location, it may make sense to convert all programs at once. If
the agency has the local programs responsible for data collection and data entry, then it would make sense to
convert only the programs in the specific area.
2.) MACC Charities. MACC currently uses the PROVIDE Enterprise system (but is not associated or integrated with
the New Haven area). In order to meet DSS reporting requirements we have developed a process where they
send us client level shelter data each month, which we import into Servicepoint in order to run statewide
reports. Currently, the only HMIS reporting requirement they have is for the shelter, our recommendation here
25
would be to convert the data that has been imported into Servicepoint. MACC could then start using ECM for
other programs (but would be responsible for data entry for those clients that are not imported), or continue to
use PROVIDE and send us a data extract each month.
3.) Beth-El in Milford. Beth-El currently uses the PROVIDE Enterprise system, but they are a part of the New Haven
PROVIDE implementation. Beth-El will be implemented and converted during the Area 6 process.
PROVIDE Data
Data conversion for the PROVIDE system will be inclusive of the above parameters, but the discovery and analysis still
needs to be scheduled and reviewed. We know we will be including additional data elements to support the case
management and other functions that they currently use.
Decision Making
Presented to CT HMIS Steering Committee: ____5/28/13___________ (date)
CT HMIS Steering Committee Decision: _____endorsed________________ (options: endorsed, rejected, modified)
CT HMIS Steering Committee Decision Date: ____5/28/13_________________
Modification Notes, if applicable:
26