October 24, 2017 CIS Training P R E SENT ED B Y G A I T HER STEPHENS

Transcription

1 October 24, 2017 CIS Training P R E SENT ED B Y G A I T HER STEPHENS

2 Gaither Stephens Chief Technology Officer Contact Information Phone: x3 Emergency Cell:

3 Fun Facts About Gaither From Muncie, Indiana home of Ball State University Managed radio stations in Cincinnati, Ohio, Fort Wayne, Indiana, and Lexington, KY for almost 2 decades Moved to Florida in Kids 3 Cats Owned IT company Gaither Consulting

4 Gaither s Education Associate of Science Majored in Computer Science/Information Systems Minored in Math/Philosophy Bachelor of Science Majored in Business Administration Master of Science Computer Information Systems with concentration in Database Management and Business Intelligence

5 Topics Resources ServicePoint Basics Data Standards and Dictionary Changes Interim Updates and Annual Assessments Project Requirements Common User Errors Reports and Correcting Client Data

6 Resources T HESE ARE HELPFUL

7 CoC Website GulfCoastPartnership.org

8 CoC Help Desk GulfCoastPartnership.org/HelpDesk

9 HUD Info HUDExchange.info

10 GCPCOC ServicePoint URL sp5.servicept.com/gcp

11 Mozilla Firefox Web Browser mozilla.org

12 CIS Basic Training COMMUNITY I NFORMATION SYSTEM

13 GCPCOC CIS Vision Statement The vision of Gulf Coast Partnership Continuum of Care Community Information System (GCPCOC CIS) is to operate a user-friendly data collection system that produces timely, accurate, and complete information for participants to use, ensuring the effective delivery of housing and services to end homelessness in Charlotte County.

14 CIS = HMIS HUD mandates that a CoC must utilize a Homeless Management Information System (HMIS) in order to client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness CIS allows for the identification of those most in need of housing and services and to get them the help they need as quickly as possible CIS provides the grant providers follow up data to show that funds are being used effectively and for the correct target demographic HUD lets each CoC choose whatever CIS vendor it prefers

15 Glossary of Terms Cont. CIS System Administrator Person responsible for supporting CIS, providing accurate reports to local, state, and federal funding partners, and provides assistance to CIS participating agencies. Agency Administrator Person responsible for supporting CIS and users at agency level. CIS User Person that logs in and uses CIS for client entry and/or reporting

16 Universal Data Elements (UDE) HMIS Universal Data Elements are elements required to be collected by all projects participating in HMIS, regardless of funding source. Projects funded by any one or more of the federal partners must collect the Universal Data Elements, as do projects that are not funded by any federal partner (e.g. missions) but are entering data as part of the Continuum of Care s HMIS implementation. More information can be found in the HMIS Data Dictionary,

17 Universal Identifier Elements (One and Only One per Client Record) Name Social Security Number Date of Birth Race Ethnicity Gender Veteran Status

18 Universal Project Stay Elements (One or More Value(s) Per Client or Household Project Stay Disabling Condition Project Start Date Project Exit Date Destination Relationship to Head of Household Client Location Housing Move-In Date Living Situation

19 CIS The CIS implementation used in Charlotte County is called ServicePoint Bowman Systems is the creator of ServicePoint Recently, Mediware purchased Bowman Systems Modules that exist within ServicePoint include ClientPoint, ShelterPoint, and SkanPoint among others Reports are created using either ReportWriter, Advanced Reporting Tool (ART), or the newly introduced, Qlik Sense

20 Parts of ServicePoint ClientPoint is used to add, modify, and remove client data ShelterPoint provides emergency shelters a way to keep track of clients that stay in the shelter SkanPoint allows clients to be identified by security ID cards for more efficient service ReportWriter allows users to generate reports in order to gleam useful information from ServicePoint ART and Qlik Sense are used to create reports necessary to satisfy funding entity reporting requirements

21 CIS Changes GCP is working with Mediware/Bowman to restructure the GCPCOC CIS for better efficiency, more accurate report generation, better data quality and integrity, and system security. As this process takes place, more standardized workflows and training will be given to CIS users and Agency Administrators. The following training exercises will be simple in nature in order to apply to most, if not all, agencies currently using CIS. More detail and depth will be given during future trainings.

22 Add/Search Client STEPS O N A DDING/SEARCHING F O R CLIENT S I N SERVICEPOINT

23 Tips to Avoid Duplicate Clients Before you add a new client to ServicePoint, try searching to make sure the client is not already in the system Try entering the client s last name and first name, searching, and finding them within the list that populates at the bottom of the screen You can also use Social Security Number if known Be careful using Exact Match when searching for client because the client may be in the system but the information you have may not match exactly what is already in the system

24 1) Click on ClientPoint button

25 2) Enter Client ID Number if known

26 3) Click the Submit button

27 4) If Client ID Number is not known, fill in information and click the Search button

28 5) If Client is found, Click on Pencil icon or client name to access client record

29 6) If client is not found, click Add New Client with This Information button to add client

30 Add Member or Create Household STEPS TO A DD A MEMBER TO A HOUSEHOLD O R CREAT E A NEW HOUSEHOLD I F NECESSARY

31 Tips on Households If you are adding a person to an existing household, you do not need to create a brand new household Each household has a unique Household ID Number similar to how each client has his or her own Client ID Number Households should have two or more people in them Always click on the Households tab in ClientPoint before creating new household for a client A household can only have one Head of Household

32 1) Click on the Households Tab in ClientPoint

33 2) If household already exists, click on the Manage Household button

34 3) Click on the Add/Delete Household Members button

35 4) Click on the caret (not carrot) to expand the client search area

36 Release of Information (ROI) Part 1 STEPS TO ENTER A NEW R O I I N SERVICEPOINT

37 1) Click on the ROI tab

38 2) Click on the Add Release of Information button

39 3) Select other household members if the ROI applies to them as well

40 4) Click on the Search button to find your agency

41 5) Search for your agency and click the green plus sign next to its name

42 6) Change Release Granted to Yes

43 7) Set the End Date for seven (7) years from the date the ROI was signed

44 8) Change Documentation to be Signed Statement from Client

45 9) Fill in the name of the agency witness

46 10) Click the Save Release of Information button

47 Release of Information (ROI) Part 2 STEPS TO UPLOA D T HE R O I INTO SERVICEPOINT

48 1) Click on the binder icon on the far right

49 2) Click on Add New File Attachment

50 Name the file with your organization s abbreviated name, a dash, and the letters ROI, ABC-ROI for example, and click Browse and attach the file

51 4) Enter your full organizational name plus ROI at the end in the Description box

52 5) Click the Upload button

53 Entry/Exits vs. Services WHAT IS T HE DIFFERENCE B E T WEEN A N ENTRY/EXIT A ND SERVICES?

54 Entry/Exits are for continued client interaction An Entry/Exit is the process of enrolling a client into a project where they will more than likely be receiving continuing help It s called an Entry/Exit because the client is Entered into the project for a period of time and eventually exited from the project Once a client is Entered into a project, they may then receive services provided by that project

55 Services are added to a client after they have been entered into a project Common projects that use services include Food Pantries, Street Outreach, and Rapid Re-Housing projects A client may have many services during one entry/exit into a project Services can range from showers to bags of groceries to rent assitance

56 Basic Client Entry/Exit STEPS TO A DD A CLIENT E NTRY/EXIT

57 1) Click on the Entry / Exit tab

58 2) Click on the Add Entry / Exit button

59 3) Select other household members to include

60 4) Fill out necessary information and then click the Save & Continue button

61 5) Fill out necessary information and when complete, click the Save & Exit button

62 You can also switch between different household members by clicking their name

63 Add Service STEPS TO A DD A SERVICE F O R A CLIENT

64 1) Click on the Service Transactions button

65 2) Click Add Service button

66 If applicable, choose other family members

67 3) Fill in necessary information and click the Save & Continue button

68 4) Fill in additional information and click the Save & Exit button

69 Back Date Mode STEPS TO TA K E TO ENTER A ND USE B ACK DAT E MODE

70 Back Date Mode Info Ability to collect client data and enter it later as if it was being entered at the time of collection Useful for editing client information that was entered at a previous day and time, yet needs to be correct as of the date entered Back Date Mode only works in ClientPoint

71 1) Click on Back Date in the top right corner of the web browser

72 2) Set the date and time for back dating and then click the Set Back Date button

73 3) Back Date Mode is indicated by the date and time next to Back Date and by the color change of the top bar to yellow

74 4) To exit Back Date Mode, click on the red x icon

75 Alternatively, click on the date and time to change to a different date and time

76 CIS Advanced Training COMMUNITY I NFORMATION SYSTEM

77 Data Standards and Dictionary Changes HOW DOES T HIS A F F E CT SERVICEPOINT?

78 Data Collection Stages Record Creation Project Start (new) Replaces Project Entry Occurrence Point/Update (Interim review) Annual Assessment HoH s Anniversary Date will now apply to all household members Project Exit Post Exit (Follow-Up Review) New Data Collection Stage

79 Universal Data Elements 3.10 Project Start this replaces Project Entry Street Outreach = Date of first Contact Emergency Shelter = night of first shelter stay Safe Haven and Transitional Housing = date of move in to residential project All Permanent Housing, including Rapid Re-Housing = date following admission into the project Project Entry Date will be replaced with Project Start; a date matching this date will plug into the Project Housing Move In Date (the two dates will match) You will not be able to make Project Start to Housing Move-In Date comparisons for these older projects All other projects it s the date the client first began working with the project first provision of service)

80 Interim Updates WHAT A R E T HEY A ND WHEN A R E T HEY NEEDED?

81 Interim Updates Used to update data for a client Used for Annual Assessments Any project that uses Entry/Exits can use Interim Updates To record Interim Update for a particular period in time use Backdate Mode

82 Annual Assessments R E QUIRED F O R MOST P R OJ ECT T Y P E S

83 What to know about Annual Assessments Required for any project that a client is enrolled in for more than one year Is accessed by going to the Entry/Exit tab, clicking on the note icon under Interims, and then selecting Annual Assessment Funding depends in part on increase in income which is determined by the annual assessments of clients

84 Project Requirements WHAT A R E T HE R E QUIREMENTS F O R HUD A ND VA PROJ E CTS?

85 Project Start Date replaces Project Entry Date and employs a new definition of the point of entry for some PH projects Street Outreach projects Date of first contact with the client. Emergency Shelters Night the client first stayed in the shelter for the consecutive shelter period from entry to exit. Night by night shelters, which use a bed-night tracking method, will have a project start date for the night the client first stayed and will allow clients to re-enter as necessary without exiting and restarting for each stay for a specified period. Safe Havens and Transitional Housing Date the client moves into the residential project (i.e. first night in residence). All Permanent Housing project types, including Rapid Re-Housing Date that the client was admitted into the project. See the Special Data Collection Instructions for Rapid re-housing and Permanent Supportive Housing for additional information on Project Start Date for PH projects. All other types of Service projects (including but not limited to: services only, day shelter, homelessness prevention, coordinated assessment, health care) - Date the client first began working with the project and generally received the first provision of service.

86 Common Data Elements HMIS Program Specific Data Element Homelessness Prevention Permanent Supportive Housing Rapid Re- Housing Supportive Services Only Transitional Housing 4.2 Income and Sources X X X X X 4.3 Non-Cash Benefits X X X X X 4.4 Health Insurance X X X X X 4.5 Physical Disability X X X X X 4.6 Developmental Disability X X X X X X X X X X 4.7 Chronic Health Condition 4.8 HIV/AIDS X X X X X 4.9 Mental Health Problem X X X X X 4.10 Substance Abuse X X X X X 4.11 Domestic Violence X X X X X 4.12 Contact 4.13 Date of Engagement Housing Assessment 4.18 Disposition W5 Housing Assessment at Exit Only for SSO- Street Outreach Only for SSO- Street Outreach * * * * * X

87 Homelessness Prevention Project Requirements Homelessness Prevention and Rapid Re-Housing are two separate projects in an HMIS. They may not be combined into one project. In addition to collecting 3.12 (Destination), Homelessness Prevention projects must also collect W5 (Housing Assessment at Exit) information to more accurately reflect the housing situation of clients at exit. Data collection must include an annual assessment for all persons who have been in the project for one year or more. Data elements required for collection at annual assessment must be entered with an Information Date of no more than 30 days before or 30 days after the one-year anniversary of the head of household s Project Start Date, regardless of the date of the most recent update or any other annual assessment.

88 Rapid Re-Housing Requirements Beginning October 1, 2017, the project start date is the date that client(s) were admitted to the project. This means the client has made application and they have been admitted to the project. In this context, the requirements for admittance must be: Information provided by the client or from the referral provider indicates that the client meets the criteria required for admission to the project. This does not mean that all or any of the documentation has been gathered that may be required for the project. The client has indicated they want to be housed in this project. The client is able to access services and housing through the project. This means that there is an expectation that within a reasonably short period of time the project expects to have an opening (rental subsidy available for scattered site or unit available for site-based).

89 Rapid Re-Housing Continued Housing move-in must be completed for all clients who have moved into housing. Move-in means a lease arrangement has been made, the client has a key or entry ability to the unit and that the client has physically slept in the unit. Beginning October 1, 2017, projects must discontinue the pre-entry method of housing and use the project start date and housing move in date together instead. Clients without a housing move-in date are still considered and should be counted as homeless (living on the streets, in-shelter, etc.).

90 Rapid Re-Housing Continued The project start date is not intended to generate a waiting list for housing. It is intended to provide CoCs with additional data about clients paths to permanent housing. HUD understands that everyone with a project start date will not move into a unit. Success rates will vary by community and project, and the CoC can use this data as a starting place to identify barriers to housing and take steps to remove those barriers when possible. HUD has not developed a data element to provide information to answer why clients do not move into housing and encourages CoCs to consider and develop ways to determine the issues to inform continuous improvement strategies.

91 Rapid Re-Housing Continued Similarly, CoCs and projects should be reviewing the length of time from project start to housing move- in as a diagnostic tool to identify areas where the CoC or project could reduce the time from project start to move in. Data collection must include an annual assessment for all persons in the project for one year or more. Data elements required for collection at annual assessment must be entered with an Information Date of no more than 30 days before or after the anniversary of the head of household s Project Start Date, regardless of the date of the most recent update or any other annual assessment.

92 Street Outreach Project Requirements Data Collection Challenges: A street outreach project is likely to encounter difficulty engaging homeless persons. Street outreach projects may record a project start with limited information about the client and improve on the accuracy and completeness of client data over time by editing data in an HMIS as they further engage the client. The initial entry may only include the project start date, a made-up name e.g., Redhat Tenthstreetbridge that would be identifiable for retrieval by the worker in the system, and gender. Over time, the data must be edited for accuracy and completeness e.g., replacing Redhat with Robert as the worker learns more about the client.

93 Street Outreach: Contacts A street outreach project is expected to record every contact made with each client in the HMIS. In 2017, Contact was changes to include a new conditional data element Staying on Street, ES or SH. A contact is defined as an interaction between a worker and a client designed to engage the client. Contacts include activities such as a conversation between the street outreach worker and the client about the client s well-being or needs, an office visit to discuss their housing plan, or a referral to another community service. A contact must be recorded anytime a client is met, including when an engagement date or project start date is recorded on the same day.

94 Street Outreach: Engagements Per the HMIS Data Standards and by agreement across all federal partners, an engagement date is the date on which an interactive client relationship results in a deliberate client assessment or the beginning of a case plan. The date of engagement should be entered into HMIS at the point that the client has been engaged by the outreach worker. This date may be on or after the project start date and must be prior to project exit. If the client exits the project without becoming engaged, the engagement date should be left blank. The date of engagement will also be recorded as a contact with the same date.

95 Street Outreach: Project Exit Project exit represents the end of a client s participation with a project. The project exit date should coincide with the date that the client is no longer considered to be participating in the project. This standard should be applied consistently across all Street Outreach projects. Reasons to exit a client include any of the following: The client has entered another project type (e.g., TH, PSH) or otherwise found housing; The client is engaged with another outreach worker or project; The client is deceased; or The outreach worker has been unable to locate the client for an extended period of time and there are no recorded contacts. If this situation arises, and the client is to be exited from the project due to a lack of regular contact the project exit. should be listed as No Exit Interview Completed. The possibility that the client may not be seen again is not a reason to exit a client from a project, and project exit should only be recorded once project participation has ended, or after the locally-determined period of time has passed without a contact with the client.

96 Street Outreach: Annual Assessments Data collection must include an annual assessment for all persons in the project one year or more. Data elements required for collection at annual assessment must be entered with an Information Date of no more than 30 days before or after the one-year anniversary of the head of household s Project Start Date, regardless of the date of the most recent update or any other annual assessment.

97 Transitional Housing Data collection must include an annual assessment for all persons in the project one year or more. Data elements required for collection at annual assessment must be entered with an Information Date of no more than 30 days before or after the one-year anniversary of the head of household s Project Start Date, regardless of the date of the most recent update or any other annual assessment.

98 Client Notes vs. Case Notes vs. Assessment Notes DIFFERENCES B E T WEEN T HE T HREE T Y P E S

99 Know what goes where Client notes appear on the client profile and cover general items such as client needs wheelchair access or client prefers to be called Chip Case Notes are the traditional place to record client interaction information and notes about their progress Assessment Notes are generally not shared between agencies, but is not the recommended way to record client information

100 CIS Password Reset STEPS TO R E SETTING A USER S PA SSWORD

101 ERROR: INCORRECT PASSWORD!!!

102 Passwords Agency Administrators are responsible for resetting the passwords of users within their organization CIS System Administrators are responsible for resetting the passwords of Agency Administrators Passwords are not allowed to be shared with others A user only gets 3 attempts at logging in correctly before being locked out of ServicePoint Passwords must be between 8-50 characters long and have at least two numbers or symbols

103 1) Click on Admin button

104 2) Click on User Admin button

105 3) Click Search button to display users

106 4) Click pencil icon by username

107 5) Click Generate Password button

108 6) Type in temporary password

109 7) Click on the Save & Exit button

110 LOGIN SUCCESSFUL!!!

111 Shadow Mode STEPS TO SHADOW A USER WITHIN A N AG E NCY

112 Why use Shadow? Shadow allows an agency administrator to view information as a particular user Viewing the system as another user helps for the agency administrator to double check settings and ensure that users are seeing information as they should Even when shadowing a user, auditing will always show that the agency administrator was in the system as the user

113 1) Click Shadow up in the top right hand corner of the browser

114 1a) Alternatively, click Admin button and then click on Shadow Mode button

115 2) Enter name of user you want to shadow

116 3) Press Search button

117 4) Press green plus sign next to name you want to shadow

118 Shadow mode is indicated by a username next to the word Shadow

119 5) To exit Shadow mode, click the username

120 Report Errors STEPS TO IDENTIFY E R R O R S I N R E P O R T S

121 What errors are most common? HUD Verification Change of Income Head of Household Domestic Violence answers No Annual Assessment

122 Sample Report

123 What reports should I run? CoC-APR Great for checking errors Duplicate Client Report Entry/Exit Report ESG Caper (HDS V5) Shows people currently entered into a project (not necessarily getting services) Client Served Report Shows clients getting services in a project