North Carolina's Balance of State Homeless Management Information System

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Emergency Shelter Grant Mid-year Performance Report
Online Submission Process  

 Click here to access the ESG 2009-10 ESG Mid-year Report Form and submission instructions. 

All ESG grantees need to submit an ESG Mid-year Report Form. The page linked above gives complete instructions on the electronic submission process for the ESG form.

As of January 8th CHIN has posted a draft HMIS report to member agencies on your Self Service Center to assist with their ESG Mid-year Report Form complettion. A final report will be posted on January 22nd.

Please report all technical difficulties to the CHIN Help Desk, 1-877-703-3176

 

HPRP License Request

In an effort to expedite establishing the new end-user accounts for HPRP agencies we have developed an online form.  This form will serve as both an end-user request and an invoice.  Please click the link below to begin completing the form.  CHIN will receive the data from the form, not the form itself, therefore it would be prudent to print a copy for your records prior to clicking the submit button as you will need documentation for future reimbursement.


HPRP License Request Form 

 

HPRP Trainings

Training for grantees of the North Carolina Homelessness Prevention and Rapid Re-Housing Program (HPRP) has begun.  The trainings are two day events offered by North Carolina Coalition to End Homelessness. Subjects covered in the sessions, which run from 9:00 AM to 5:00 PM both days, include program requirements including participant eligibility, case management, financial assistance, financial reporting, and CHIN compliance and instruction. Space is limited and registration is required. Go to the North Carolina Coalition to End Homelessness website, http://www.ncceh.org/, to register or get more information.

 Upcoming trainings include:
October 29-30th           Davidson County Community College, Thomasville, NC
November 5-6th           Davidson County Community College, Thomasville, NC
November 12-13th       Davidson County Community College, Thomasville, NC

Additional trainings may be scheduled if necessary. 

Annual Contracts and Invoices Posted to Phaseware SSC

Contracts and invoices are now posted in the Phaseware Self Service Center. Please go to the �downloads� section of the portal to access your documents. Once downloaded please print, sign and return the contract with payment to:


North Carolina Housing Coalition
Carolina Homeless Information Network
118 St. Mary's Street
Raleigh, NC 27605

In order to fulfill network requirements it is necessary to have signed contracts on file for all participating agencies. Therefore completed contracts and payment are due to the North Carolina Housing Coalition no later than August 7, 2009. Please note that network access may be affected if payment and documentation is not received by that date.

If an invoice or contract is not correct then please contact Hunter Thompson, 919-600-4737, as soon as possible.

If you have not yet been to the CHIN Self Service Center in Phaseware you may access it through the Self Service Center link on this page.. You will be asked to give your e-mail and password. Once again, if this is your first time visiting the site click on �Forgot password, enter your e-mail address and a password will be e-mailed to you.

The files are in Microsoft Word 2007; if you have an older version of word you might need to download a Microsoft Word patch to allow your computer to read the newer format. The patch can be accessed through this link:
http://office.microsoft.com/en-us/word/HA100444731033.aspx

If you have any trouble please contact the CHIN Help Desk at (877) 703-3176.

We are still waiting for clarification from the High Point CoC leadership on billing issues. We will have documentation for agencies in this CoC posted as soon as possible.

 

HPRP End-User Fee Budgeting

It has come to our attention that there are questions regarding the HMIS end-user fee for dedicated HPRP end-users. As you may recall, current end user licenses are subsidized at 80%. The dedicated HPRP CHIN end users will pay a higher rate than regular CHIN subscribers because our HUD SHP grants will not be applicable.

For the HPRP program only, the State has decided to subsidize all of their grantees at 100%. This is excellent news and will help grantees devote more resources to services. That said, calculating the rate for entitlement communities has been challenging. Rates are based on a number of variables including the number of potential end users, actual vendor costs, and estimated amount of staff time required to support these users.

Our current estimates look like $325 (Vendor Costs) + $275 (Certification Training) + $200 (Annual Network Support, Standard Reports, and Technical Assistance) or $800 per end user/per year. Entitlement communities who receive State grants will not have to pay for CHIN HMIS end user licenses. As mentioned before their usage of the network will be 100% subsidized. All other requests for HPRP-funded HMIS licenses will cost $800 annually per end user. Entitlement communities that aren't State HPRP grantees should budget for this amount.

They should also include extra money if they require customized reporting. Standard reporting is included, but customized reports will be built on a cost-recovery basis. This rate also does not cover data importing. Any costs associated with this activity will be passed along to the requesting agency.

For additional information on this process please see the Importing Data into CHIN webpage or contact CHIN staff. As mentioned this is only an initial estimate and you should consider that CHIN HPRP rates may fluctuate depending on the number of end users and the impact on staff time. We are making every effort to keep costs as low as possible, but there are still many unknown variables.

We hope this assists you in planning.

HMIS and eHIC Bed Count Reconciliation

Through the Housing Inventory Chart (eHIC) and the Annual Homeless Assessment Report (AHAR), HUD is placing increasing importance on the matching of bed inventory on the ground and in the HMIS. In August, CHIN will work with your CoC leadership to reconcile the eHIC and the HMIS inventory. CHIN will work with CoC leadership and Agency Reps to make the necessary modifications to the eHIC and/or HMIS bedlists to insure full reconciliation. Any changes made to inventory after the eHIC has been submitted should be made by notifying CHIN using the HMIS Inventory Change Form. CHIN will notify CoC leadership to make them aware of any inventory changes as they are made, but it is advisable for individual agencies to make this notification as well.

 

HUD Greensboro Training Insitute

The two-day HUD training on May 27th and 28th offered something for everyone with workshop sessions focusing on HMIS, ESG and HPRP. For you convenience Powerpoint presentations for workshops presented by CHIN staff are link below.

HMIS and ESG

HMIS Reports

HMIS/Bowman FAQ

 

HUD HMIS Data Standards Revised Draft Notice

Courtesy of HUD: This Draft Notice presents proposed changes to the Homeless Management Information Systems (HMIS) Data and Technical Standards Final Notice (69 FR 146, July 30, 2004). The Draft Notice adds a new set of Program Description Data Elements (Section 2). In addition, the Notice proposes revisions to Data Standards for Universal Data Elements (Section 3) and Program Specific Data Elements (Section 4). These sections would replace Section 2 (Universal Data Elements) and Section 3 (Program-Specific Data Elements) of the 2004 Notice. All other sections of the 2004 notice will remain in effect. (Read More)

Survey for Bowman Servicpoint

The enclosed link leads to an online survey created by Bowman Systems to solicit feedback from CoCs, member agencies, and end users. The results of the survey will be shared with the larger community at the HUD Training Institute at the end of the month during the Frequently Asked Questions session. This is an excellent opportunity to provide direct feedback to Bowman Systems and the North Carolina Housing Coalition. Your participation is important; take a moment and complete the survey.

Bowman Systems Survey

 

HPRP Update

We are aware that many of you have been asking questions about the Homeless Prevention/Rapid Re-housing Program, HPRP, funding process.

The North Carolina Coalition to End Homelessness, NCCEH, has been holding informational sessions and conference calls to help explain the process.

Some items that NCCEH thought everyone should be aware of are as follows:

� The vast majority of funds will be awarded through a competition. Nonprofits and local governments are the eligible applicants. An application could cover activities for only one county or for a region. It is highly preferable that only one application come from any given region/county.
� Non-entitlement communities (those communities not receiving a direct HPRP allocation from HUD) submitting applications that meet a threshold score will receive preference over entitlement communities that submit applications. However, the State will accept applications from entitlement communities.
� Many �typical� administrative functions are eligible program costs for the HPRP. These include writing checks to third party vendors on behalf of program participants, data entry, and housing quality inspections.
� All State funded HPRP initiatives will be required to participate in the Carolina Homeless Information Network (CHIN). Applicants will be able to use program funds to cover data entry capacity.
� The reporting and financial accountability requirements for these programs will be extremely high, as with all ARRA funds. Therefore, the Request for Applications (RFA) will have a strong emphasis on fiscal accountability and program outcome accountability. Successful applicants will receive regular, thorough monitoring.
� Applications will need to show strong partnerships between HPRP and other ARRA funded and mainstream programs. HUD has all of the new data elements for HMIS in hand and it appears there are only 2 new elements combined with 5 others that HUD was going to require for the new APR. HUD is working on the format for the new reports.

The money being allocated for HPRP HMIS implementation is unclear. However, we do know there will be a reporting aspect to the funding, including quarterly reports. Most of the program reports will be covered in the APR. Although HUD has been vague about outcome goals, they said they would be developed as an understanding of performance is gained in the first year of the programs.

Our software provider, Bowman Systems, is working closely with the HUD Technical Assistance Contractors, Abt and Cloudburst, in developing the reporting tools necessary in the HMIS. As part of their efforts Bowman is putting together a customer council to review HPRP screens and reports, CHIN Director of Reports and Statistics, Laura McDuffee, will be part of the customer council thus assuring the North Carolina voice is heard.

HUD has released the HPRP Data Elements and the Federal Register Notification. As we continue to hear more we will try to keep you informed.


Two Ways To Get Informed Consent

Agency Consent including prescribed paragraph
Although it is important for member agencies to have the HMIS Participation Posting posted and Statement of Privacy Practices available for clients, the use of the prescribed consent paragraph within an agency consent make these items even more imperative. While the prescribed paragraph fully explains participation in HMIS, it is less thorough than the CHIN consent form, for this reason the Participation Posting and Privacy Practices become important explanatory tools.

Procedure:
Add the following wording to the text of your agency�s general consent form. Clients will read the consent paragraph as part of the general intake process. By signing your agency consent without modification to the prescribed paragraph the client is giving consent for your agency to enter them into the network. Record this consent in the ROI section of the client�s record for the client and household members.

If the client declines the consent, he/she will mark through the paragraph. The �X-ed out� paragraph combined with the signature on the form will constitute proper �opt-out� documentation. You may not enter this client into the network. In the event of this opt-out CHIN recommends that the intake officer utilize the CHIN Consent Form to explain the differing levels of consent, and seek to achieve informed consent through this form.

HMIS Paragraph:

We are a participating agency of the Carolina Homeless Information Network (CHIN). As a member of CHIN, we use a computerized Homeless Management Information System (HMIS) to collect and report on information about the clients we serve. We collect personal information directly from you for reasons that are discussed in the CHIN Privacy Practices. We may be required to collect some personal information by law or by organizations that give us money to operate this program. Other personal information that we collect is important to run our programs, to improve services for homeless persons, and to better understand the needs of homeless persons. We only collect information that we consider to be appropriate. If you do not want your information entered into and shared through the HMIS, please put an X through this paragraph.

EAN Paragraph:

We are a participating agency of the CHIN Emergency Assistance Network; it is a program of the North Carolina Housing Coalition and a shared network database with agencies that participate in the Carolina Homeless Information Network (CHIN) system. We collect personal information directly from you for reasons that are discussed in the CHIN Privacy Practices. We may be required to collect some personal information by law or by organizations that give us money to operate this program. Other personal information that we collect is important to run our programs, to improve services, and to better understand the needs of community. We only collect information that we consider to be appropriate. If you do not want your information entered into and shared through the network, please put an X through this paragraph.

CHIN Consent Form Procedure:
The CHIN Consent Form is a legal document that can be administered during the intake process. This form explains the nature of the network and levels of sharing available to clients. The form has three �yes/no� items to determine level of sharing permissions granted by the client.

The items are as follows:

  1. I agree that this agency may enter all of my CHIN HMIS case record information on file with this agency in the CHIN HMIS. A �YES� allows the agency to put the individual�s information into the network.
  2. I agree that this agency may share my name, social security number-if collected, date of birth and gender (referred to as my �Basic Demographic Information�) with other participating agencies to enable those agencies to pull up my record when I access services elsewhere, saving time and data entry. A �YES� on item #2 allows other agencies to see the file.
  3. I agree that this agency may share the rest of my CHIN HMIS case record information, in addition to my Basic Demographic Information, with participating agencies to help evaluate other services that may be of benefit to me (but not including certain sensitive information about me such as my case notes, mental health information or HIV/AIDS status, or any substance abuse or domestic violence information about me).

A �YES� on item #3 allows other agencies to see the needs/services recorded by the agency. If the client answers in the affirmative to all three items then record the consent in the ROI of the client record in the system. However, a negative response to an item will result a difference of record keeping. � If the individual says �NO� to #1 do not put them into the HMIS. The response �NO� combined with the signature on the form constitutes proper �Opt-out� documentation. � If the individual says �NO� to #2 contact CHIN staff to have the file setup. � The individual�s response to #3 is recorded in the ROI section of the HMIS. Record this response in the ROI section of the client�s record for the client and household members.

 

Advisory Board Recommends Rate Increase

During the April 19th Advisory Board Meeting the Advisory Committee addressed the issue of a 2009-10 rate structure. After reviewing audit results, grant requirements, and the growth in the network CHIN staff recommended a rate increase of $75 per end-user across the board. The Committee was reminded that no rate changes have been made in three years, since the program received grants which allowed the rate to drop from $1200 to the current subsidized rate structure of $150 for Balance of State, and $250 non-BOS. After much discussion the group voted overwhelmingly on the rate increase of $75, bringing the subsidized rate for Balance of State members to $225, and non-Balance of State to $325. However, the group did emphasize the need for the network to keep seeking alternative sources of funding.

Subsequently the rate change was approved by the Executive Committee of the North Carolina Housing Coalition and will go into effect July 1, 2009.

CHIN Rolls Out New Support Model

CHIN is in the process of developing new technical assistance processes.  Part of these new processes is a centralized Help Desk.  If you have any technical support issues please call the toll free number  1-877-703-3176 or e-mail a brief description of your problem to support@nchomeless.org .  Although your Regional Coordinator is still available for support, the Help Desk is monitored continuously.


If you have any operational concerns please advise your CoC representative to the CHIN Advisory Board so that your concerns may be addressed through the Advisory Board process.  Additionally, if you have an administrative question regarding billing, staff performance or like issues then contact CHIN Director Hunter Thompson, hthompson@nchousing.org .


CHIN is hopeful that the new processes will allow for more efficient and effective responses to technical concerns.  In the coming weeks CHIN will also be introducing a web-based self-service center for network members to manage their own technical issues; it will also allow access to agency reports and can be utilized for the distribution of other agency correspondence.


 

 

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