• AIRS – Alliance of Information and Referral Systems
  • AHAR – Annual Homeless Assessment Report
  • APR – Annual Performance Report
  • ATA – Agency Technical Administrator
  • CAPER – Consolidated Annual Performance and Evaluation Report
  • CES – Coordinated Entry System
  • CDBG – Community Development Block Grant CoC - Continuum of Care
  • CH – Chronically Homeless
  • CoC – Continuum of Care
  • DOB – Date of Birth
  • DQSC – Data Quality Sub-Committee
  • DV – Domestic Violence
  • ES – Emergency Shelter
  • ESG – Emergency Solutions Grant
  • EVHI – Ending Veteran Homelessness Initiative
  • Homeless Emergency Assistance and Rapid Transition to Housing HIPAA - Health Insurance Portability and Accountability Act of 1996
  • HMIS – Homeless Management Information System
  • HoH – Head of Household
  • HOPWA – Housing Opportunities for Persons with AIDS
  • HPCC – Homeless Prevention Call Center
  • HUD – Housing and Urban Development
  • NOFA – Notice of Funding Availability PIT - Point in Time
  • NP - Non-Participating (Agency is listed as not using ServicePoint or no longer in operation)
  • PATH - Projects for Assistance in Transition from Homelessness
  • PPI – Personal Protected Information
  • PSH – Permanent Supportive Housing
  • RHY – Runaway and Homeless Youth
  • ROI – Release of Information
  • RRH – Rapid Re-Housing
  • SH – Safe Haven
  • SHP – Supportive Housing Program
  • SRO – Single Room Occupancy
  • SSI – Supplemental Security Income
  • SSN – Social Security Numbe
  • SSO – Supportive Services Only
  • SSVF – Supportive Services for Veteran Families
  • UDE – Universal Data Element
  • TANF – Temporary Assistance for Needy Families
  • TFA – Temporary Financial Assistance
  • VASH – Veteran Affairs Supportive Housing

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    Proctored Evaluation for HMIS New Users

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    Matthew Robinson
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    Proctored format for HMIS in-person training 

    Starting December 1st, 2019, new users being trained to access HMIS for the following project types will end their training with an evaluation process and will be measured on their capability of creating a sample client in HMIS:

     

    What is the new user training process?

    New users that work at projects that are either ES/SH/TH or PH/PSH/RRH will take the Introduction to HMIS, then move on to either the ES/SH/TH or PH/PSH/RRH course. At the end of the online course, the user will be prompted to complete a registration form signing up for a proctored evaluation session. 

    Any new users that work in projects that are Outreach, PATH, SSVF, or RHY will need to sign up for the Project Specific Workflow training. Online videos for these components have not yet been completed and the training process occurs in an in-person format. 

    Better explanation over the training process can be found here.

    Below is the training full training process:

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    Proctored Evaluation

    Once a user completes the Emergency Shelter (ES/TH/SH) or Permanent Supportive Housing (PSH/PH/RRH) courses, that user will be required to complete an evaluation at a proctored session. 

    At the proctored evaluation sessions, an HMIS team member will assign the new user with a sample client that fits their specific project type. The user is then expected to complete an entry and exit of that client while accurately documenting the client’s consent form and locking the record if necessary. 

    After the user completes their sample client’s record, they will let the HMIS proctor know they are complete and the HMIS staff member will review the record for the following criteria:

    ClientPoint

    • Select the right provider for their project enrollment
    • Correctly enter a single or multi-person Household into HMIS 
    • Accurately document a client’s Release of Information

    Assessments & Sub-assessments

    • Interpret a sample client narrative and complete assessments based on the client narrative 
    • Select the appropriate assessment
    • Complete demographic questions 
    • Demonstrate a clear understanding of Prior Living Situation and Current Living Situation
    • Correctly complete HUD verification for all sub-assessments
    • For PSH/PH/RRH projects, input a Housing Move-In Date through an interim assessment
    • Do not have overlapping dates or mismatches in HUD verified sub-assessment updates

    Exiting Clients

    • Complete an exit assessment with appropriate Reason for Leaving
    • Complete an exit assessment with appropriate Exit Destination
    • Shelterpoint (optional for users)
      • Utilizing unit lists
      • Complete a check-in
      • Complete a check-out
      • Check the Household out of the bed and double check that they are off of the Unit List

     

    Will this new proctored evaluation improve the training process?

    Yes, the proctored HMIS New User training format will improve upon the training model in the following ways:

    • More flexibility. Since much of the training is online, users can start their trainings based on their availability rather than a pre-set schedule. All online courses are self-paced, include knowledge checks, and we will include the requirements to complete the training in advance. Progress can be saved, so users can start and complete their training at their convenience.
    • Project-specific training. It is a reality that data reporting requirements vary by Project Type. With project-specific trainings, users will receive instructions most relevant to their Project Type. For example, someone working at an emergency shelter will see only an emergency shelter workflow. This way, users can have more in-depth, comprehensive training to meet their specific project’s requirements.
    • Better preparation. A checklist of the data entry operations that new users will be expected to successfully complete will be shared in advance. This will allow the user to determine whether they are ready to attend a proctored session or need more support from their agency. New users will be evaluated at the end of the online learning and proctored session in a standard format. This is the final step before receiving access to the live site.
    • Proctor staff person is there for help. Currently, in HMIS New User training individual instruction can slow or disrupt the flow of a group training. In proctored sessions, the proctor is there to assist a user as they work their way through the self-paced session's checklist. The proctor will then issue the users' HMIS credentials.
    • Follow up and completion notification. HMIS proctored sessions will include a follow up email that contains essential and helpful resources from the HMIS Helpdesk that will allow users to maintain a reference as to the material they'll need to complete successful data entry for a given HMIS Project Type. We anticipate that supervisors and ATAs can be included in these proctored session emails as a way of notifying the supervisor that their staff has completed HMIS Training. The supervisors' and ATA's knowledge of the users completion means they'll be able to intervene with more specific knowledge about the agency location, paper forms, and recommendations. 

     

    Will the format change affect payment?

    No, Paying for HMIS training and Payment Structure for HMIS New User training will remain the same. 

     

    What supervisors/ATAs should prepare their new users with

    All agencies should ensure that they touch base with their users and that their users have the following on hand:

    • The project type of the projects they will be working with
    • The HMIS IDs of those projects
    • What their role with data entry into HMIS will be
    • Who their Agency Technical Administrator is and how to contact them
    • Who their Supervisor is and how to contact them

     Please contact the HMIS Helpdesk at helpdesk@allchicago.org if you have any questions.

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