August 25, 2015
Northgate Community Center
Safe Harbors Quarterly
Partner’s Meeting
Agenda Review
 Welcome & Introductions
 Announcements
 HMIS Vendor RFQQ Update
 2015 HMIS Data Standards Changes
 Annual Homeless Assessment Report
(AHAR) Prep
 HMIS Client Consent and Revocation
Forms
 Program Inventory Chart Process
 Q&A
 Prize & Adjourn
Welcome
Announcements
 Permanent Safe Harbors ASR
David Wong
New Safe Harbors Team Member
(TES)
Yasin Darmulo
Announcements
 Updated Safe Harbors Agency
Support Listing – Safe Harbors website
Updated Client Consent and
Revocation Forms – Safe Harbors website
Translated Client Consent and
Revocation Forms – Safe Harbors website
HMIS Vendor RFQQ Timeline &
Process
 5 vendors submitted their proposals to
Commerce and have been evaluated
within the Vendor RFQQ process. Vendors
Include:
 Adsystech
 Bitfocus
 Bowman Systems
 Case Worthy
 Client Track
HMIS Vendor RFQQ Timeline &
Process
 All five vendors progressed to Stage 2 of the
Selection Process
 Stage 2 began March 31st and was
extended to include further due diligence
through August 31st. Due diligence
included:
 System Demos, User Group Testing
 Data Integration Testing, Site Visits to the vendor’s
customers
HMIS Vendor RFQQ Timeline &
Process
 Next Steps
 Vendor Selection – September 1st!
 If a new vendor…
 Contract Negotiations – September – December
 January 2016 – New Contract in place
 March 2016 – Old contract expires and will be
extended to allow for data migration and future
“Go Live” date
 If new system, “Go Live” will be planned for summer
2016
HMIS Vendor RFQQ Timeline &
Process
 Next Steps
 If a new vendor…
 Safe Harbors Steering Committee will decide if they
will go with the selected vendor in September
 Safe Harbors will evaluate future Data Integration
requests
 Safe Harbors will lead agencies through the
migration, testing, training and implementation of
the new system
HMIS Vendor RFQQ Timeline
& Process
Questions?
2014 HMIS Data Standards
 Collaborative effort between HUD, HHS, & VA
 Data Standards went into effect on October 1st
2014
 See the Safe Harbors Website for the following
information:
 Data Collection Requirements
 Intake and Exit Forms
 Safe Harbors website – www.safeharbors.org
 General Information Available on
www.onecpd.info
2015 HMIS Data Standards
Updates
 HUD published updates to the data standards
recently effective October 1, 2015
 HUD has mandated system updates should be in
affect by October 1st
 We will be advised as to when the updates will
take affect in the HMIS System
 Training materials and or webinars will be provided
 See Safe Harbors website for the short
informational notice from HUD.
AHAR Basics
 The Annual Homeless Assessment Report
(AHAR) is a report to the U.S. Congress on the
extent and nature of homelessness.
 The AHAR uses aggregate HMIS data from
communities across the country.
 The AHAR is also a good tool for communities
to assess the quality of their data in HMIS.
AHAR Basics
 The AHAR reports data on people served during a 12-month
period, from October 1 through September 30 of the following
year.
 The AHAR is designed to:
 Develop an estimate of the number of homeless people
nationwide;
 Estimate the number of people receiving assistance in permanent
supportive housing (PSH);
 Create a descriptive profile of people experiencing homelessness
and people residing in PSH;
 Estimate the nation’s capacity to house homeless people.
AHAR Data
 Emergency Shelter, Transitional Housing, and
Permanent Supportive Housing programs are included
 Homelessness Prevention and Rapid Re-Housing
Programs (HPRP), Safe Havens, Permanent Housing,
and Service Only programs are NOT included
 Domestic violence programs are NOT included
AHAR Timeline
 Report Period: Oct 1, 2014–Sept 30, 2015
 Report Draft Due to HUD: Nov 14th
 Final Report Due to HUD: Dec12th
AHAR Data Clean-up
 Agency Support Reps have been in contact with you
regarding data clean-up
 Common data clean-up:
 Data completeness on Universal Data Elements
 Utilization rates
 Date of Birth or Program Entry Date errors
HMIS Client Consent and
Revocation Forms
 New forms updated on Safe Harbors website
 Client Consent form
 State law requirement for client to enter information into
the HMIS
 Not program specific
 Client can refuse consent
 See FAQ for form procedures
 Client Revocation
 Process for client to revoke consent from the HMIS
 Not program specific
Housing Inventory Chart
Process
 Submit Inventory changes via the Safe Harbors
website:
 http://www.safeharbors.org/homelessprogramchart.htm
 Quarterly Review
 Updates to the Data Quality and Contract Monitor
Reports
 Future: Common Definitions, Contract Monitor review,
Inventory in the HMIS
Questions & Answers
Raffle & Prize
Adjourn