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March 2017
Happy March CRHMIS Friends!

    It's time for warmer temperatures, budding trees, and maybe, April the giraffe will finally have her baby... The HMIS team is working on several projects this month including, but not limited to: Publishing each communities FY2016 Annual Reports to our website, Creating new training videos for our users, and completing/reviewing/submitting HMIS Grantee APRs for all of our communities. Speaking of APRs....

A Message From HUD

                            APR Updates

Beginning in April 2017, HUD will begin requiring CoC Program grant recipients to submit their APR data through a new online database – the Sage HMIS Reporting Repository (Sage). Communities will no longer submit APRs in e-snaps. This change in systems will apply to all CoC homeless assistance grants (e.g., Supportive Housing Program, Shelter Plus Care, Section 8 Moderate Rehabilitation Single Room Occupancy Program, CoC Program) administered by the Office of Special Needs Assistance Programs (SNAPS) – regardless of when they were initially funded. The APR has been updated to do the following:

  • Allow CSV imports of aggregate data about persons served;
  • Integrate project-level performance data into the body of the report;
  • Update the data quality components to be consistent with the new HUD-approved Data Quality framework; and
  • Provide programming specifications for population-specific questions, among other updates.

Be on the look out for a list-serve email from HUD instructing all CoC grantees to request a log-on to Sage, as well as training (from HUD) on how to upload HMIS APR data to Sage. However, as soon as this information is released we will make it all available on our website for you. We are also working on a training video on how to pull the HMIS APR data from AWARDS, view any possible errors, as well as find and correct errors if necessary. Please remember that your CRHMIS team can assist with only the HMIS data as it relates to your APR as we do not have access to Sage. Any questions not related to HMIS data should be directed to your CoC lead or your HUD representative. 

    Before we let you move on to checking out the rest of this super rad newsletter we just want to remind everyone that with the new administration, data to prove program performance is more important than before. Up to date and complete/correct data is imperative. Please make sure that you are checking our website monthly ( the 5th of the month) for your community's data completeness report, and quarterly (15th of Jan. Apr. Jul. Sept.) for your community's data quality report. 

    As always,  your CRHMIS Team is committed to remaining up to date with all new policy changes and updates that will take place through out 2017, and as always will be available to provide on-going support, training, clarification, and guidance for our users. Please contact us if you have any questions or concerns.

Your CARES Regional HMIS Team

Get to know your HMIS Team!
Questions and Answers with
Emily Rebehn - Data Team Associate

1. Where are you from?
    Averill Park, NY

2. Do you have any pets?
    Yes, a lot, Including my     2 year-old Maltese-           Yorkie mix Peaches

3. What is your favorite movie?
    Does Netflix count? I        don't watch many            movies 

4. What book are you currently reading?
    Merriam-Webster's            Collegiate Dictionary      
5. What is the best way to spend a Sunday?
6. Do you have a favorite band/singer?

7. What is your favorite childhood memory?
    It's not over yet, so I         can't choose a favorite
8. Did you do anything exciting over the summer?
    Went to St. Louis to         pick up my newest            puppy, Teddy
9. If you could meet anyone (past or present) and ask them only one question, who would that person be and what question would you ask?
    Stephen Hawking: "What are your opinions on and predictions for artificial intelligence?"
10. Coffee or Tea? 

Upcoming Events
You can register for any upcoming training(s) by visiting the events calendar at caresny.org

March 8th HMIS New User In House Training 

March 17th St Patrick's Day

March 20th First Day of Spring!

March 21st The 16th anniversary of Kelli's 21st birthday

March 22nd HMIS New User Online Training

Don't forget, if you can't attend a New User Training either in person or online you can always take the training on your own here

AWARDS TIP: Updating Data When A Client is Readmitted
Each time a client returns to program after being discharged it is imperative that each data element on their admission record be reviewed and updated if necessary. Paying special attention to the "Living Situation" section of the record, as this, and all elements pre-populate with the data that was entered during their previous admission. 
The Living Situation section of the admission record is part of what goes into calculating Chronic Homeless status for each client, and if this section is never updated to reflect additional episodes of homelessness the system can not determine whether or not a client meets the definition of Chronically Homeless. 
It is very easy to just select a new bed for the client in AWARDS and click on process admission when readmitting a client, so we are asking everyone to please be mindful of reviewing and updating all of the data elements with each new admission. 

Foster Kitten Update
Again, the month of February has been spent kittenless. And yes,again, this is a good thing as kittens are finding homes, but not very fun for us. 
So here is a picture of Milo helping himself to some potato chips, and a baby panda stuck in a tree branch at the Atlanta Zoo.