June 2024

Welcome to the June Data & Analytics Department Newsletter!

In this issue, we have an exciting lineup of updates and opportunities. Check out our Q&A about Release of Information (ROI) in the "Ask HMIS" section, learn about the new policy to gain access to the case conferencing tool, and don't miss our open position for a Software Administrator. Plus, participate in the vote to improve an HMIS feature. Dive into all the details and get involved. 



In Partnership,

Data & Analytics Department

Q: When does a client need a Release of Information (ROI) in the system?

A: Every active client in HMIS must have a valid ROI in the system or have their client profile made private. If you are creating the client’s HMIS profile, you will have to answer the ROI question before you can save their profile. If your client is already in the system, they may already have a valid ROI. Before enrolling a client in a new program, it is the responsibility of every agency to make sure the client has a valid system-wide ROI on file. If the ROI is about to expire soon or they don’t have one, please make sure you get one and upload it into HMIS prior to enrolling them in your project. For more information on how to complete an ROI in the system, please check out our ROI Job Aids. 

We are actively looking to add another Software Administrator to our HMIS Team. Our Software Administrators help configure the HMIS for service providers, which includes tasks like adding a new user to the system or building out a new program to track services. If you know anybody who might be interested, please direct them to the link below.

Please see below for the process on how to gain access to the case conferencing tool in HMIS. 

Policy:

Clients connected to a service provider must have a CC tool created and/or updated. 

Purpose: 

• Establishes a centralized place for vital information crucial in facilitating potential housing placements. 
• Facilitates tracking of a client's journey across different service providers. 
• Assists in monitoring verified Document Ready Status (SSF use only). 

Access Procedure:

To obtain access, users need to request entry to the Sacramento CoC Coordinated Entry agency via HMIS. Simply send an email to HMIS at hmis@sacstepsforward.org with the following details: 

Example Prompt:

"I am [Your Name], representing [Your Agency], and I would like to request access to the Sacramento CoC Coordinated Entry agency in HMIS"

We will respond promptly, either granting or denying access to the agency. A common reason for denial is if the provider isn't connected to the Continuum of Care (CoC). If you have any questions or concerns about this new policy, please contact us at hmis@sacstepsforward.org. Thank you for your attention to this matter. 

Join us in shaping the future of our HMIS software by voting on a proposed new feature! We suggest that when staff are deactivated in HMIS, the system should generate a report with the staff member's client list. Currently, you cannot run the canned client list report if the staff member is deactivated, and clients are sometimes not reassigned after staff turnover. Your vote can help improve our system’s efficiency and ensure better client management. 

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