ETO Software as an HMIS System

My name is Jane Hautzinger and I am the analyst
that is in charge of working out the business issues with HMIS. And so I’m actually going
to take a lead from my boss Steve, over there, Butz. He talked about how some things as a
company we learned to do better, and I’m putting HMIS into that category. For those of you
who, well actually lets see a show of hands. Who is an HMIS user right now? Great, okay.
So you all know it was a painful transition when Brian left to Social Solutions turning
HMIS over to a team of people. Yeah, there was I think blood on all ends. And we acknowledge
it, we apologize for it, we’ve learned from it, and we will come out stronger for it in
the end. So I did want to start off with that. And just to let you know we do have a team
now, so HMIS is not segregated down to one person. We have a whole team. So first of
all, I wanted to introduce my partner in crime over here. This is Chris Dapier and he is
one of our lead sales representatives for HMIS. I think Peter’s in the room, he is also
with sales. Tony, you all know Tony, yay Tony! I send him kisses regularly through the mail.
Tony is the tier 2 support. So HMIS has become such an important focus for our company, when
you call into support, if it doesn’t, the normal support person that takes that call
doesn’t have a solution, it gets immediately bumped to tier 2, which is Tony. If Tony has
problems solving it, it gets bumped to me immediately as tier 3. And if I can’t solve
it, I’m immediately talking to the developers. With that in mind, is Adam in here? Adam is
not in here, Adam is one of our directors of development who is working with HMIS. And
this gentleman over here, Zander, is now our main programming guy who is actually working
on our APR right now, and different reports and the AHAR so we’re thrilled to have him
with us as well. Let’s see, anybody else on our team? No I think that’s it. And also Youin
in account management, he is also a part of the HMIS team. (3:10)
We are going to do a little presentation, Chris is going to start off and talk about
HMIS and I will take over showing you our roadmap. As I said, HMIS is now a focus group
of the company. So that means over, especially the next year and a half, tremendous resources,
time, effort are all going in to HMIS. We are completely 100% determined that we are
going to be the best by the time we are done with HMIS. So let me just switch my mic to
Chris and we will get started. To my understanding all presentations will be online. Alright so for everybody that is, let me move
that here, for anybody that raised their hand and said they are not using HMIS, I’m going
to go through some quick definitions so that you understand what HMIS is all about. So
real quick, HMIS stands for Homeless Management Information Systems, let me switch this mic
over so you guys can hear me a little better. Homeless Management Information Systems are
designed with the understanding that you’re going to collect all the data from all of
your continuum. Now what is a continuum? A Continuum of Care is actually a bunch of agencies
that work together in a community to be able to handle anybody from any aspect of their
homelessness. A lead agency is then used to be the person that will handle the HMIS system.
So in a continuum, you have a lead agency. They collect the funds, they usually disperse
where the funds are going, how they’re being used, etc. And then a CoC program is anything
that has reference to a particular HMIS program. So for some of you this is probably old news
right? Okay, I got some head shakes. Is this new to anyone? Well, alright. A couple things,
APR, we brought that up, Annual Performance Report. As you know that’s the most important
thing you do in HMIS is present that to the government. If you can’t do that, you can’t
get your funds. So obviously helping the homeless is probably the most important, but this is
the second most important thing we can do. Now the QPR, does anybody here do the HPRP
as well? Okay. So you understand the QPR is very important to HPRP. Now HPRP doesn’t necessarily
have to run through HMIS at this point in time, but it will in the future. The nice
thing about the HPRP is when those funds came out and were available, you could actually
go out and get some of these systems. A lot of people were able to get systems that didn’t
have them previously and they’re able to use those. Now the AHAR, that is something we use to
present to congress so they can say “here’s the story that we have on homelessness,” so
you’re probably familiar with that. What you may not be familiar with is CSV files and
HUD XML. What that does or allows us to do is send data back and forth between HMIS systems.
And that’s something that the government came out with which is actually kind of revolutionary,
at least in this space, which allows us to send information between two different systems.
Regardless of what system you’re using you can actually use it, you should be able to
use that data between the different systems. Has anybody run into problems with that yet?
Yeah, the standard’s there, that doesn’t necessarily mean it’s followed by all the vendors. Go
ahead to the next one. So a little bit about the structure. Now the
CoC is where all the money flows into. Then you have the lead agency, the lead agency
will then send that out to the different programs. One thing that should be noticed here is we
have all the programs here, but there’s different services. Now not all of those services may
be related to HMIS. So for instance, if you’re a domestic violence shelter, you may have
one aspect of what you do is homelessness, but other pieces may not be. And if you’re
not using it for those other pieces, it has a tendency to be kind of challenging because
you have to data enter into multiple systems. Does anybody have to do that now? That’s a
little bit of a challenge, right? Any time you have to put data and enter it into two
different systems, you run into a couple issues. One, you’re looking at quality issues. Because
if I put it in the one system and then I type it into the next system, for example: Chris
Napier. It’s also Christopher Napier. So if I present to one person and I use my full
name, and I go to the next place and I use different name, it may not necessarily be
the same. So that can be kind of a challenge. If we’re all in one system however, it makes
sense to everybody. Go ahead and go to the next one. (8:13)
So a true continuum is a true collaboration. So the two-way referral allows you to send
information back and forth between different agencies. For instance, they may come into
a domestic violence shelter and then they need to get childcare. So you’re going to
send that person from a domestic violence shelter to a childcare shelter. Does that
make sense? Now if they come into one and you send them to the next and you send a referral,
you don’t necessarily know what happened to that person. You don’t necessarily know once
they got to the daycare that that child was seen, what happened, what were the outcomes
from that. And you can’t really track it, so that’s something that we really have to
work on in a true collaboration. So if you’re working between different organizations and
you start to refer back and forth, what happens to your people? A lot of people can’t track
that. That’s something that we can now follow up on because we’re in a collaboration. All
that data goes from one agency to the next. The next thing is the less data entry. So
again, if you’re not data entering twice, you’re more likely to have better quality.
And as you know, the better the quality, you’re actually going to be able to get more money,
right? Part of the selection process when you put that out is to be able to get that
data quality. The other thing it allows us to do is we put all programs into one system.
So if we’re all in one system, we can track how that person’s doing throughout each of
the processes. So that’s very important for our… The other thing is data aggregation.
I say aggregation; does everybody know what that allows us to do? Pull that across the
entire…okay. I won’t get into that, go ahead and go to the next one. (10:06)
So HEARTH Act. How much have you guys learned about HEARTH Act so far? Quite a bit. You
feeling comfortable about it? Yeah, most people are. So the HEARTH Act, it actually was put
into place two years ago. So the only thing that’s really come out that has impacted us
is the definition of homelessness, as you know that’s changed. Is everybody familiar
with that? Okay. So what is that going to do to HMIS? Couple of things that are going
to change, obviously the emergency shelter grant, or the emergency solutions grant, the
ESG grants, currently those can be tracked in a number of places. Moving forward however,
those have to go through HMIS. Does anybody do ESG? Does it, one two three, is that actually
in your HMIS system now? (Yes it is) Okay great. What about any of the homeless prevention,
HPRP? Okay, HMIS. Is yours? So you’re putting it into two different systems? Okay, so that
will change. How about veterans programs, do you guys do anything with that? Not yet.
So all veterans programs now also have to go through HMIS. So that’s going to cause
a lot of people that are in different systems to now have to come up under the CoC…you
have a question? Chris, when you say all veterans programs,
do you mean all veterans homeless programs or all veterans services period? Just the homeless services. So the VAs now
have to interface with the CoC which in the past they didn’t have to do. When they handled
their veterans and they were homeless, they could go through their own processes. That’s
not the case going forward with the HEARTH Act. Let’s go ahead and go to the next stage.
So some of the things about the HEARTH Act as you know, in 2009 is when it was actually
signed into law. It’s going to do a couple different things. Excuse me. The matching
is going to change, and the increase in performance. So in the past, you really just had to count,
you had to get numbers, you had to show what you were doing, how many homeless people you
had, how those people were being put into your system. Whether they were in a shelter
plus program or where they were located. In the future, what’s going to change quite a
bit, we’re actually going to have to show what we’re doing. So now you have a certain
period of time before we have to show that these people, these families, are now no longer
homeless. Has anybody been familiar with what that change is going to be? So now you have
a certain period of time before you have to show that these people are no longer homeless,
has anybody seen that? So there’s a time period, about 30 days, to show where they’re at. And
the goal is to get them to a 30 day, they come into your shelter and now they’re gone.
And that’s something that I don’t think is going to happen right away, but that’s what
they’re shooting for. And that’s something that’s going to be difficult for moral organizations
to be able to track and be able to show the outcomes and show what they’re doing and what
kind of recidivism rates they have once they put those people out. Let’s go ahead to the
next slide. (13:30)
Also, changes to your selection criteria. So let’s say you’re putting in your NOFAs
every year, or your super NOFA, some of the things that are going to change moving forward
if you want to continue to be competitive and continue to get that funding, are these
things. And that’s a big change from the past. In the past you had to show that you were
doing the things you had to do, you were presenting your APR, presenting your AHAR, that’s changed.
So now you have to not only present that information, but you also have to make sure that you can
show quantifiable performance measures. You have to show that you’ve set a time line for
the task and it’s going to happen at that point in time. Some of the other things are
what is your strategy to reduce homelessness? You have that now, right? Everybody has their
10 year plan and everybody’s working towards it, but the question is can you go out and
show what you’re doing to actually make that change? Can anybody do that now? And that’s
going to be a big change. So when you actually have to put the HEARTH Act into place, a lot
of what you do now is going to change. You’re going to have to do a lot more measuring of
how you’re getting that person into the programs. Once they’re in the programs, are they achieving
the goals you’ve set out, and you have to list the goals. The other thing that’s going
to happen, if you go to the next stage, the next slide please, another thing that’s going
to change and become very important is this: incentives for successful implementation.
So the better you implement, and you have this strategy in place, and it’s based on
what you’re telling people you’re able to do, and you’re able to get them into these
programs, and you’re able to show these results, you actually get additional funding. Has anybody
noticed that about the HEARTH Act? So now you get additional funding for doing what
they’re asking you to do which is a little different than the past which is we’ll just
give you the money and you can tell us how you’re spending it. Now it’s the better you
implement this, the better you show us what you’re doing, the more money you’re going
to get. Which is, we’ve never seen that before. Chris, real quick on that, what is it? What
are they implementing on that, the HMIS system? The HEARTH Act itself. So there’s multiple
steps, go back up a slide, would you? So these are the kinds of things we have to implement
to show that we’re being compliant with HEARTH. So we have to collaborate with local education,
we have to go in and put the overall reduction in the number of homeless individuals in families,
these are the pieces that we’re measuring that we’ve never done before through performance.
And the other pieces are what is your strategy, what are we hitting in terms of our quantifiable
performance goals and are we hitting those goals, and what is our timeline to show this.
And when we can do that, when we can go out and show to HUD these are the things we’re
putting in place to reduce the recidivism rate of our homeless when they come back into
the shelter, these are the things we’ve put into place and these are the tings we’re achieving,
they actually will provide us with additional funding. So that’s kind of a nice step, as
well as all of the HPRP funding will be flowing through there as well. So that is something
that if you’re trying to be selected or you’re in a competitive environment and as you know,
a lot of the CoCs are kind of being drawn down into additional CoC, they’re kind of
merged together. Have you guys seen that at all yet? So as they’re merging those together,
you have to become competitive in order to retain that funding source that you’re getting
from the government. And the other thing that this allows you to do is, you all have a match
right, you have to pull together your match, that in here are going to count towards that
match. Especially the extra incentives. So if you don’t have to get that additional 20%,
you can use that directly for working in your shelters, directly towards your programs,
rather than putting it towards that match. So that’s a pretty good incentive. Any questions
on HEARTH right as I presented it? Are you guys bored with HEARTH? So quiet. (17:45)
Alright so, what does that meant to us? So if you look at some of the systems that are
actually on the Market today, there’s kind of a difference. Most of the HMIS systems
that have been traditionally developed really have one thing in mind. We’re going to count,
and we’re going to present an AHAR and an APR. Beyond that, we’re not going to get too
in depth with case management. Has anybody noticed that, anybody on a previous system?
So as we move forward, with the HEARTH Act coming out and saying “hey, we want to see
what you’re doing, what is the good you’re doing in the community.” The big change is
that we actually have the ability to do that right now. Case management is pretty much
case management. How you’re working with people, how you’re creating those goals and achieving
those goals is different when you start applying performance to it and when you can show that
performance and when you can then wrap the AHAR and the APR around it and present that
to the government, you have a much more compelling story. Does that make sense to everyone, how
that’s going to make an impact? And then some of the changes, HUD hasn’t released the requirements
from HEARTH. They’ve done homelessness, the definition, but they haven’t yet said here’s
the data quality that you have to capture, here are the elements that you now have to
put on the reports, here’s the performance we want to see you gathering. Those things
haven’t been released yet, but they’re supposed to come out sometime in 2012. And when that
does happen, with ETO, you’re on a SAAS system, you’re going to be ready to go. We’re going
to be able to make those changes and you’re going to see those changes happen, but very
quickly you’re going to be able to capture that data and be HEARTH compliant right away.
Similar to HPRP, who went through the HPRP pain? So you know that that came out in June,
and by August they’re like “okay go ahead and report.” And everybody’s like wait a minute
we can’t report, you just gave us the standards a week ago. So when that happens, a lot of
companies were really in bad shape, a lot of organizations that were working in homelessness
were saying, well I can’t report on this. But you’re going to be ready because you already
have the system. So the other thing is it’s going to allow you to be compliant. So with
ETO and HEARTH, they play together very nicely. Any questions on that piece? Okay. Alright,
I’m going to turn the mic back over to Jane. (20:20)
Okay. This is really strange for me to wear a mic, I used to teach in a county prison,
and the first thing you learn to do, I don’t know if anybody has ever worked in a county
prison, but the first thing you learn to do is project your voice, with all authority
because inmates will respond quickly usually to that. And before you have to like take
them down, and so being that I was 5’4″, I learned to project very quickly. So it’s weird
for me to have a mic on, so if I speak too loud just tell me because I’m so used to projecting. Okay so this is the fun part I really like,
this is the roadmap. We have been talking to clients, we have been talking as staff,
we’ve been talking to HUD trying to figure out what can we do to make HMIS less painful
and easier to use and better quality for our users. So we have created a roapmap, we have
already started on this roadmap. It will go through 2011 and through the next year, we
will keep adding enhancements and changes that hopefully will make you sing the ETO
HMIS theme song by the end of the year. The first thing I’m going to talk about are the
export files for those of you who do have to export your files. Currently, we already
support the CSV files, we are also going to support the XML files as well. So that is
coming, we will support XML export files. For data imports, we, currently we have an
HMIS batch upload tool. I’m not sure if you all realize that but we do have an HMIS batch
upload tool. So when you upload into the HMIS, you take the files, the CSV files that you
saw earlier: the participant program file, the client file, the benefit income, all the
files. You upload them into ETO, it automatically creates the clients, the demographics, the
assessments, and the points of service. What we are also going to be doing is we’re going
to add referrals and assets, funds dispersements to that. We also have a conversion tool, so
if you ever needed to upload files in an XML format, we have a tool that will take those
XML files, convert them into the CSV format so we can use the upload tool. Okay the Arizona
Matrix. We already talked about the HEARTH Act and how HUD is going to move everybody
into more performance reporting. The Arizona Matrix is optional right now, if you have
ever read the specs and the reporting specs for the CSV files and things like that, very
interesting reading, you will see there is an Arizona Matrix. And in the Arizona Matrix,
it’s all of the HUD services broken down into measurable areas. That is already in ETO.
One of the main concepts that we are trying to do now as we become a team around HMIS,
is to plan ahead so that when things happen at HUD and they finally bring the requirements
down, we’re not scrambling with the other vendors. We’re already there. So what we’re
going to, we already have the matrix in, if you want to matrix, let us know, we can set
you up on the matrix. And now we are also going to produce that CSV outcomes files so
we’re ready when they roll down the specs for the reporting, we’ll be ready. We already
have the data collected, we already have it formatted, and we’ll be much faster on putting
out that report. Yes— What kinds of outcomes does the matrix look
for? For example, childcare. They’ll improve childcare,
and there’s also definitions of what one means, two means, three means, all the levels. HUD
has defined all that, and then transportation, finding a job, employment, there’s a list
of I think 13 different sets of matrix measurements. And to further that answer, its designed to
measure self-sufficiency. Are you able to go out into the world all by yourself? Correct.
So the data sync. Anybody here from the MASS, Massachusetts? Oh that’s right, I asked you
that because I showed you my buffalo bills, yeah. Okay, I’m sliding right over it. We
in Massachusetts, we are working with the state of Massachusetts. We have multi-continuums
on one enterprise. And right now they’re using it for the emergency assistance programs,
but we’re taking that concept of sharing data between enterprises. So right now you have
an enterprise with sites and you can share data, but we haven’t really shared data across
enterprises. So drumroll here, we’re going to show you how this works. So you have the
CoC enterprise, maybe it’s the state of Massachusetts or maybe it’s a different state or maybe it’s
a CoC that has multiple different enterprises. Or it could be simple as a CoC as an enterprise
and they’re using ETO. But a program within the CoC already has ETO, they already have
their own system and they’re already collecting data. Right now instead of doing data into
two systems, we are going to have a link so the program can enter all of their data into
one system on their enterprise. So if they do programs outside of HMIS, great wonderful,
you can still record all of your data, record your HMIS data into the template, which you
know everybody of course is using right now. So once it’s in the template, automatically
you won’t have to click a button, it’s nothing. It’s going to be programmed on the back end
to ship that data to the enterprise in a read only format so they can get all the reporting.
And this will happen multiple multiple times in a day, thank you! I’m very excited about
it as well. Yes, Ma’am— I just wanted to mention that, my name is
Sam. I work for the womens center in Worcester, Massachusetts. And so we have the CMHA which
is the Central Mass Housing Alliance… Yes, Patrick Mahoney. And so they’re on ETO, the
Willis Center has their own ETO that we track within our own program in our own agency.
We also have HMIS. And then there’s that other virtual gateway as well that we enter data
for. So, just to sort of use that as an example of how it’s going to work here so CoC ETO
Enterprise, which is the first block on your screen, that would look like CMHA? Yes that could be CMHA, that could be the
state of Massachusetts. Alright, and then you have Willis Center ETO.
And then we have HMIS. And so then we can essentially just go into one system, enter
data, then it will get migrated to CMHA and to HMIS? Right now, they’re testing it as a one way
to one. Steve you might have more of an idea on the roadmap if it will go to the CoC and
the state, I’d have to get more clarification. But right now, what they’re testing right
now is a one way. You know, I’m not a developer like my friends Zander over here. But it seems
to me if you figured out how to go one way, you know I would think…I mean, what I can
speak to is it is very much our intention not to leave our customer base in a situation
where they have to enter data in to one instance of ETO and then enter it into another instance
of ETO. It’s just we believe we can do better than that for them, so this is part of that
commitment. This is the first step in getting it set up to a one-way sync to the CoC. I
think you’ll see further innovation. So you brought up today, you said you know
we’re in the first steps and we can certainly work towards and the conversations have been
had to ensure we’re not doing 3 times the data entry, Willis Center ETO, CMHA MHIS,
and then virtual gateway. So we’re working on it, I’m so happy. I’m thrilled. I’m really happy too, I really
think this is a great step. So we have, also in addition to the HMIS variables
in our site ETO database a lot of our own variables. And that’s not going to cause a
problem, right? No. It will only take, it will take the elements
that are part of the ETO HMIS template, those are the elements it will take and it will
ship. If I have multiple sites, (mumbled question)
that will automatically upload to a CSV file? Right, that will be. Where are you? Okay yeah,
oh yeah, Springfield, okay I know you. Alright, you know it’s so nice I get to put faces and
names and everything together. Yes, and right now, let me tell you where we’re at right
now. Right now in Massachusetts, we are doing the pilot. So we are piloting it right now
with the state of Mass, and then once the pilots done I would assume…how many of you
got the first HMIS newsletter? If you did not get the newsletter, Tony stand up and
let them see you, see Tony afterwards and get on the mailing list. We have the, we’re
going to be sending out quarterly newsletters. We’re going to give you updates of everything
that’s going to change, anything that comes down from HUD we think you should know. We’re
going to try to really increase our communication so we will keep everybody abreast of where
the pilot is, how it’s going, and when we will be able to move into other implementations
of that. Yes— (31:13)
This is not necessarily a question to HMIS, but are you looking at multiple vendors perhaps
from all the states, I’m from Maryland and our main vendor is the Department of Mental
Health and Hygiene. So all the states are starting to look at their web-based systems
and collecting data. Looking at this same concept you have here relative to other states. So for example, let me see if I have you correct,
you mean that we could send data to another vendor. Yeah, like this is for instance, this is I
assume, I’m speculating here that you have these provider based agencies send information
to the federal government. To eliminate duplication of information, that’s why you’re sending
it? Right. As long as they’re on ETO, we can do
this data transfer. But what we can do is for the imports, like right now I have some
clients in New York, is anybody here from New York? Foothold? Okay so what they do is
their CoC has a vendor that’s a different vendor, but they have people that report to
that CoC that use ETO. We produce the CSV files, they zip them. You know, download them
zip them, which also we’re trying to automate that a little more as well for you guys. They
then send it to Foothold and they upload it. And that’s why they have a process, I’m not
sure what Foothold calls theirs, but it’s a special program they use, and then they
upload the data into their systems. So right now that’s how vendors are working together,
is through CSV and the XML files. But your talking non-vendor systems, right? Yeah. What I’m looking at is this is honestly,
we don’t use an HMIS system. I don’t have anything to do with that. So this is non-HMIS systems, can we do this
with non-HMIS systems? Well basically, you know it seems like the
same process. You basically plug a template; here’s the functionality, here’s the data
sets that HMIS needs, so here’s the template. I enter it in once, here’s my information
and it goes through multiple vendors. It’s the same thing as when you’re thinking about
your roadmaps, this is your first road map. But don’t forget, the Department of Human
Resources (mumbled) and what’s happening is there’s no communication between the state,
the federal government, and the provider relative to this data migration and you’re going to
have to stay with your local provider collecting your own. And it’s more about every one of
us had to build those bridges that cost, you know, a significant amount of money. That
this template you’re talking about…(mumbled question) Patrick, I’ll be honest with you. The key
to that is a little bit of, I think Social Solutions is helpful in presenting the case
when the state is questioning, hey obviously we’re going to try to sell to the state, right?
So I certainly hope to get there with you. But short of that goal, hearing your voice
at DHR when they’re looking at redoing the system and standing up to them and saying
look, at the very least take an XML import or take a CSV import. They’re providers and
look at the data we collect now and we don’t want to stop doing this. You can have somewhat
of a voice and we can help out with that process. Making sure the systems take information and
are able to import it is important; otherwise everyone is going to end up doing double data
entry. Or triple or quadruple, depending on how many systems. Barcode scanning, is anybody in here using
barcode scanning now for HMIS? Okay. He’s got his own card now. We currently do support
barcode scanning; you can scan people in and out. Like if you’re using a program start
date and program end date as your dates of being housed, you can scan people in and scan
people out as far as coming in every day if you want to keep their attendance to make
sure they’re there every day and things like that. But what we’re trying to do and what
we’re moving towards doing is increasing the process and the speed of that. A lot of times
emergency shelters like to do scanning is what we’ve been finding. And I know we’re
working with Texas right now on that and they have 4 I believe emergency shelters that will
be using barcode scanning. And so we’re trying to make it faster and easier for the agencies
that choose to do the barcode scanning. That is also coming down the pike. Enhanced navigation for families. How many
of you using ETO right now use the participant dashboard? I love, I love, I love the dashboard.
I love it even more now that referrals are on it. We are creating an HMIS family dashboard
so it will be easier for you to work and follow your clients. We’re going to increase, I mean
improve, improve the workflow navigation for HMIS. We’re going to, for those of you that
have our CoCs and you’re enrolling across the enterprises we’re going to have an enterprise
enroll for families, right now you have to do it by person. So we’re going to have family
name as part of that as well. So those are coming down the pike. (37:25)
Data Quality. Data quality in my opinion, and I have to admit I’ve only been working
with HMIS since March, but I have now experienced many sleepless nights like you have all done
because I understand it more, data quality is essential. Your funding is associated with
data quality. And if we do not step up and help you with that data quality, because there’s
massive amounts of data, then we would not be doing our job. So we are going to do, we’re
going to improve data error controls. So to give you some examples on this, if you try
to dismiss a client, thank you with the involvement I’m going to do a happy dance. So now it’s
okay I’m a bills fan? If you try to dismiss a client before they leave the program, it’s
going to pup up and say you need to do the exit assessment. Another one is if you don’t
put in an age or a birthdate, but you say in for the data quality this is a full date
of birth, it’s going to pop up with a message. We’re going to find those consistent places
in HMIS that people have the most problems with and we are going to create those messages
for you to help you monitor your data. The second one is we have some reports, missing
universal element report, so we have some reports that you can run for your data quality.
There will be more. So we’re going to do more reports to help you manage the data. HMIS reporting. If anybody was in the ETO
Results training, you heard Abby talk about the scheduling, you will be able to do that
with the HMIS reports as well. And that will save the APR, the QPR, whatever you want to
run, it will save it for you with that data set already in there. (mumbled question) You know I already, I work in weby, I was
trained in weby and I know it can be painful. And my buddy Andrew and I, I told him I want
to be the best man when he gets married because we’re going to be connected at the hip. We
are going to be working on formatting, absolutely 100% because it’s painful for me too. What’s
funny is I’m running so many reports for you all that I am learning the pain points. So
when I feel pain, Zander feels my pain. And of course I already mentioned the data quality
reports. The uploading, when HUD rolls out enhancements, like you know they did in 2010
at the end, the big standard changes, the report changes, it was a huge, huge change.
And that was painful. So what we are going to do, we are going because now we’re using
the template, it’s easier to manage and control, we’ve locked down some things that people
aren’t always happy with but we have to control the data quality. We must control the data
quality. For example, if you add a gazillion questions to the APR, I mean the assessments,
and add a ton of conditional elements in, it will break. It will break because you’re
overloading it. And if we roll out assessments that HUD made changes to, it will not pre-populate
and we will not bring your data into it that you created your own elements. We really are
trying to keep HMIS, HMIS. And then the reporting will, smooth as cake. So that is why we’re
doing some of the changes we’re doing. Question, so is it your suggestion that people
don’t add questions into the HUD but maybe create their own assessment with those questions? Yes, absolutely. If everybody did that, I
would probably be the happiest little redhead on this planet. So the other thing that we
did last time, yes ma’am… Sorry I just wanted to piggy back on that
one because do you have an idea when that is going to happen or when that is… HUD hasn’t put out the new requirements yet
so we’re not sure what’s going to change. Because we currently use an HMIS assessment
for all of our programs….(mumbled question) classes, healthy families, and that’s why
we have you know probably 200 conditional statements that have something to do with
that and also the three data points plus children and six data points, (mumbled question) Yeah so my recommendation would be you make
a copy, rename it something different for those non-HUD programs you want to use it
for, and then you can do what you want to that one but keep the HUD one set in what
it is. When? Oh when is this rolling out? I really don’t
have a time frame. Could this be like tomorrow? No! No, no, no, but the other thing I wanted
to say is you know as soon as HUD rolls out the changes and we get them, we will communicate
with you to let you know these have come down and these are the changes, you know. I don’t
want you to be shocked and you know all of the sudden we’ve updated your template, and
then have you go in and say oh my god, we don’t want that. So we will communicate so
that you know what’s coming and how it’s coming. The other thing is this last time that you
had to email in and tell Brian when you were ready, this time we will just do a massive
rollout so we are coming up. Adam in our development team from the brilliant brilliant minds that
they are, are coming up with a way that will just roll out to everybody so that you won’t
have to email in and request it. Yes ma’am— Okay so then we’ll have basically two separate
assessments that will… Three. There will be three assessments. (mumbled question) The only other choice you have is to create
a different assessment for the other programs. The problem is with HUD, and I’ve actually
been through this, it’s painful for customers. They’ve added too many questions and conditional
elements and they’re getting script errors, data is not flowing… I’m one of those people. Oh, okay. Well that’s, and I just migrated
one client, all of their data into our assessments so that it will flow better for them. I mean
it just was a nightmare. In some of the conditional elements you know, they had a lot of defaults
in so “if this answer, then here.” Well we found out when we were going through all their
data, in their 150 conditional elements that those broke. So it wasn’t even getting to
the export column which we pull the data from because it was breaking too much. And it breaks
when there’s conflict so you might not realize there’s a conflict in the data in the conditional
elements. But if there, if a conflict exists, or if you have too many rules, contradictory
rules under one (mumbled comment), so I mean there’s just a lot of issues. My recommendation
for less pain in your life is to leave HMIS as HMIS and then create whatever you want
for the other programs just because it will make you HMIS reporting so much less painful. It’s just going to make our data entry that
much more painful because they’re going to have to do two assessments. This isn’t like one, this happens everywhere.
You’re not the only one. And some of the best practices across the industry is to put HUD
as a separate piece, so when you do your intake you’re probably doing a large intake assessment,
one single point of entry. And that is a way that was probably popular a couple years ago
and it makes a lot of sense in a lot of ways because there’s one assessment. But the way
to do that that may be a little easier and a little more effective is to put those assessments
into a workflow so you’re grabbing them as you need them as opposed to putting them all
under one assessment. And that actually could be part of our navigation tools, I mean we’re
trying to improve the HMIS navigation. So while we’re looking at that maybe we can come
up with a workflow that can take you from assessment to assessment to assessment that
you choose which assessment next. I don’t know, that’s something we’d have to look at.
But I mean as we improve the navigation, maybe that would assist. Yes— One of the things that really helped us a
lot when we were facing doing an intake assessment and having lots of questions and things like
that is that a lot of the demographic information we just had it repopulate over so those other
questions they could just skip through because it’s already been answered and just answer
those other questions and stuff. So that sort of saves you some time as well. (mumbled question) That you need to know for other… And I have seen sort of the symptoms of “we’re
going to break this” and I actually got an email from my supervisor saying “can you ask
these questions for the intake” which has nothing to do with HMIS. How long does it take you to do an intake
assessment that is that large? (mumbled question) statements, only the questions
that come up…I get that’s a lot of conditional statements not one, but I have to edit 7 and
then something breaks because of a conflict… either way it’s kind of a bear. But I’m just
not kind of looking forward to telling my case managers that instead of doing 2 assessments
they need to do 3, I’m going to be armored. So if some of that came over and it was repopulated,
that would allow you to start, It’s not going to repopulate the data though
because it’s totally different. It doesn’t come from anywhere else. Maybe we’ll take this on afterwards. Maybe I can work with you more, I’ve done
some I know, but maybe we can a little more and trust me when I tell you this. Hopefully,
when HUD puts out those requirements, I really want to let you guys know right away so you
can start preparing for that. I also like the idea of us going…(mumbled)
and I’m going to have to go through that. And it’ll be my job to help you do that. And
this is the last slide but I’m really excited about this one as well. We’re going to have
a new HMIS service offering. There’s many people that just don’t have the time to do
the data quality checks on their enterprise or their systems. And we will actually have
a service offering, I don’t have the details of the cost of that but we will run your reports
monthly, all your data quality reports, and then we will work with the administrator to
help them know what needs to be fixed in the system for data quality, so that’s also something
that’s coming down the pike. So I think that pretty much wraps up HMIS.
Do we have any questions? Throw em on out there. (mumbled question) We can talk about that because I have some
thoughts on maybe that’s something that we can look at when we’re, well the assessments
will always be an issue. That’s always going to be an issue. Actually, well here’s one
thing we’re doing and I forgot to put this in there. Shame on me. Not everybody needs
to do the big long assessment. You know there are some programs that can get away with a
shorter version, and we are going to be putting that into ETO as well. So that may be a solution
there. Yeah and do you guys know Taylor? Actually, that’s another member of our team, Taylor
Henderson. Taylor is a project manager. He and I right now are implementing all the CoCs
together; I’m doing the single programs that come in. But he is also a member of our team
and he and I are working together on that assessment. So that might help you there.
I’ll let you know ASAP. Is there any other questions? Somebody out there, he must have
felt the vibe. Great job though! Oh, well thank you! Thanks.

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