• 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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    Inactive HMIS Projects - Quarterly Review Process

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    Joseph Davis
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    In order to keep the Chicago HMIS efficient and clear of unused projects, the All Chicago HMIS team will conduct a quarterly review of HMIS projects to find and deactivate any projects that are no longer operating and serving Chicago clients. This article will describe the workflow used by All Chicago to identify inactive projects, the steps All Chicago will take to confirm the project's activity, and how confirmed inactive projects will be closed in HMIS.

     

    Identifying Inactive HMIS projects

    Every quarter, active projects in the Chicago HMIS are required to participate in the Quarterly Data Quality Process. The HMIS Data Quality process addresses completeness, accuracy, and timeliness of the data entered by service providers into HMIS, as guided by the Chicago HMIS Data Quality Plan.

    All Chicago emails the Agency Technical Administrators (ATAs), at the start of each Quarterly Data Quality Process. Providers are given 2-3 weeks to review data, request technical assistance, and correct data. During this process, All Chicago will also perform a quarterly review of all HMIS projects. The project review will follow this basic workflow:

    1. All Chicago staff will run a system-wide data quality report and internal admin report. 
    2. All Chicago Staff will review projects to determine if they meet the criteria for deactivation. The criteria for project deactivation are as follows:
      1. Projects will no Open/Active client enrollments.
      2. Projects with no Entries and/or Exits for an extended period of time:
        1. Emergency Shelter, Transitional Housing, Street Outreach, Safe Haven - 6 months with no entry/exit.
        2. Permanent Housing, Permanent Supportive Housing, and Rapid Re-Housing - 2 years with no entries/exits of clients.
        3. Services Only - No Services provided for 6 months.
    3. Projects that meet the criteria under 2.1, or 2.2, will be added to a separate worksheet for further review.
    4. All Chicago staff will contact the ATAs of projects eligible for deactivation to determine the following:
      1. Is the project still active?
      2. If yes, why has there not been recent HMIS activity?
        1. Determine if the agency/project staff require additional Technical Assistance.
      3. If the project is no longer active, All Chicago staff will request ATAs to provide the following:
        1. The Project's Operating End Date
        2. Confirmation that all clients have been exited from the project and all necessary reports have been run.

    Deactivating Projects in HMIS

    After confirming the project is ready for deactivation with ATAs, All Chicago staff will deactivate the project in HMIS and add "z(Inactive)" to the project name. This is to send the deactivated project to the bottom of the list when reviewing an Agency's active projects in HMIS.

    After each Quarterly Data Quality Process, the All Chicago team will update the list of active projects on the Help Desk: https://hmis.allchicago.org/hc/en-us/articles/115005062126-Agency-Project-Types. ATAs are encouraged to review this list and contact All Chicago is anything needs corrected.

    Important Notes

    • All Chicago will not remove, or deactivate HMIS projects without first communicating with the Agency ATA, or Director.
    • HMIS End Users are NOT permitted to update/alter Project information. This includes project name, operating start/end date, funding sources, project type, bed/unit inventories, participation status, and more. Please reach out the the All Chicago HMIS Help Desk by email (HelpDesk@allchicago.org), or by submitting a ticket.
    • Agencies are still encouraged to notify All Chicago when projects are no longer operational. This can be done through email, or by completing the Project Deactivation Form found at the bottom of this article: https://hmis.allchicago.org/hc/en-us/articles/11804439467796-Project-Deactivation. 

     

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