NERHMIS Meeting Minutes

January 18, 2008

Via call 10:30 to 12:00

Roll Call

• New Hampshire- Chris Pitcher
• Vermont- Kim Wolaver, Brian Smith
• Maine-Cindy Namer, Doug, Cliff
• Massachusetts- Bill Silvestri
• Rhode Island- Bob Maurice
• Connecticut-
• HUD- Roslyn, Mary Ann, Paula Newcomb
• TA Providers- Jonathan Sherwood, Michelle Hayes,  Kat Freeman

PIT Updates/Needs

Vermont- request for changes to adopt definition of homelessness in SuperNOFA definition Chart K over definition in federal register

• Put out an RFP for bids for conducting PIT report
• Anticipating canned reports from ServicePoint- Richard is developing data entry form
• Last year spent 120 hours for data entry into HMIS- in thinking about how to streamline the process and make it more effective- Bowman is creating a script to be able to input data from spreadsheet
• Bowman is interested in piloting with a handful of agencies for this year
• The first run is a separate database that will be integrated with ServicePoint
• Deadline for data: February 8^th for paper with data entry end of February

New Hampshire 

• Starting to do training, forms are finished, online version

Rhode Island 

• Will conduct on Jan 24^th
• Shelter and TH enter into HMIS the week of counts
• All unsheltered will be submitted by end of February

Massachusetts 

• All CoCs are doing chart K for the state
• Matt Simmons to aggregate PIT counts
• Quincy/Weymouth, Brockton, Plymouth- developed an excel spreadsheet for data entry for PIT count
• Made available to other CoCs through work with DTA
• Volunteers will be conducting PIT counts
• Developed an excel data entry form with three tabs for data entry
• Identifiers and general demographics
• Subpopulations
• Prevention- doubled up and at risk (quantify for local interest)
• Outreach street count- not capturing identifiers but will capture physical address of contact
• Going to map physical address of location using google maps
• Excel spreadsheet creates Chart K
• 21 CoCs—may not make March deadline
• Boston Field Office can offer encouragement to individual CoCs
• Boston conducted PIT in December

Maine 

• Scott is all set, form is finalized, trainings will be next week for all three continuums
• Will conduct comparative assessment of HMIS and PIT- on January 30^th
• Deadline for data entry for March 1^st

PIT Report for New England

• Matt Simmons to work to aggregate
• Recommended PIT Report Reviewers- need to ask Eric Hirsch and Steve Poulin to review the document (requests need to be made)
• Goal to submit CoC (and/or state) level data at March 21 NERHMIS meeting

How are DV agencies participating in PIT count?

• In Maine- DV are filling out forms and will put in a separate database and count as totals separate from data entered into HMIS- seeking legal approval
• Massachusetts similar methodology
• VT still assessing methodology

HUD RFP for Presenters for Data Users Meeting

• Recommendation to do comparative PIT reports from 2007 to 2008
• Recommend a follow up call with Matt, Richard, Brian, and Steve Poulin and Eric Hirsch to have a follow up conversation to discuss

HUD Regional TA Contract

• Paula request to participate in TA planning calls
• outstanding action items (revised scope) from Jennifer/UMass (Sheila to follow up)
• Conference Planning- request for participation of one person from each state to participate in conference planning committee
• Richard/Kim will be chairing conference planning committee to start meeting right away
• Goal to identify topics and identify speakers for presentation
• UMass Boston will handle conference logistics/sign in/ registration, materials
• Save the Date- Sheila created template for announcement
• Boston Field Office and Manchester Field Office to disseminate Save the Date
• Recommend adding an event to the Homeless Resource Exchange- post an event
• HMIS.Info- post an event

• Using HMIS to Measure Performance Training
• Leveraging resources- Maine TA Provider- CEI Coastal Enterprises, Inc.
• Typically provide NOFA training
• Also have resources for HMIS training
• CoCs in Maine request Using HMIS for Performance Measurement Training
• To help with grant administration
• To educate grantees on evaluation
• To increase understanding on uses of HMIS for CoC application process
• Request to see how to use the data in ServicePoint
• Training will be targeted to CoC chairs, grantees, executive directors, and data entry staff
• Expressed desire to hear big picture but also to know how to use the system for themselves
• Request for trainers to conduct performance measures training—if you are interested in being a trainer please email the following information to Richard Rankin no later than Friday 1/25
• bio statement
• experience with CoC NOFA, HMIS, Point in Time Counts, and Performance Measurement 
• experience conducting training for CoC staff and grantees (include specific experience conducting training under direction of local or national HUD technical assistance providers)
• Train the trainers-for future training

• Status of Regional TA Needs Assessment
• UMass had defined 1/7 as end date- Richard sent out several additional reminders using 2007 contact information
• Richard will send Paula link to Zoomerang survey
• Richard will send to Rhode Island
• Richard’s goal is to finalize the needs assessment survey for the region

Upcoming Events:

2008 Nonprofit Technology Conference

Wed Mar 19, 2008 8:00 AM - Fri Mar 21, 2008 5:00 PM

The Nonprofit Technology Conference allows us to connect with colleagues, learn about the issues, share their knowledge with others, and, of course, have fun. We talked about what works, what doesn't work, and what is in the works when it comes to using technology in the nonprofit sector to further your cause.

http://www.nhsdc.org/mc/community/eventdetails.do?eventId=137709&orgId=nhsdc

National Human Services Data Consortium

Active Call for Presentations Spring 2008 National Human Services Data Consortium Conference
Portland, OR
April 22^nd-23^rd 2008
Registration for Conference Attendance at www.NHSDC.org

HUD Call for Presenters for Advanced Data Users Meeting

Portland, OR 

April 24, 2008

The Office of Special Needs Assistance Programs (SNAPs) at the Department of Housing and Urban Development seeks applicants for presenters for a peer-to-peer Advanced Homeless Data Users Meeting to be held in Portland, Oregon on Thursday, April 24, 2008.  The purpose of this meeting is to facilitate peer-to-peer learning between communities who can demonstrate advanced uses of homeless data at the local level for Continuum of Care (CoC) planning, management (including program evaluation), or decision making.  Interested communities should review the Call for Presenters and submit an application no later than Friday, February 1, 2008. 

http://hudhre.info/documents/data_users_meeting.pdf

Action Items-

• ALL-- Assess CoC willingness to contribute CoC level data (Chart K) and HIC chart data for PIT report (instead of aggregate statewide data)
• Assess ability to include comparative data from 2007 to 2008 for PIT report
• B. Smith schedule call with Matt Simmons, Richard Rankin and/or Eric Hirsch and Steve Poulin to discuss PIT report and review process
• UMass (Sheila D’Alessandro) schedule follow up call with Paula Newcomb at Boston Field Office re: work plan (Michelle sent email to Sheila 1/18)
• Maine share information on strategy for including DV programs in PIT count process
• Request for Trainers—send information to Richard Rankin by Friday 1/25
• Boston and Manchester Field Office to Disseminate Conference Save the Date upon receipt

Next Meeting: Friday February 15—recommended agenda items

-NH Performance Measures Outcomes (Chris)

-Matt Simmons

-Jonathan Sherwood

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