CHIN News-May 2014

Service Prioritization Decision Assistance Tool (SPDAT) Trainings

North Carolina communities have organized two trainings on the full Service Prioritization Decision Assistance Tool (SPDAT) for case workers  in June. The SPDAT is a tool that can help CoCs improve intake processes and learn how to use existing resources to help individuals and families access programs and services best aligned to end their homelessness. These trainings, conducted by OrgCode Consulting's Iain De Jong, go beyond the general overview of the SPDAT provided earlier this year and will be a great opportunity to understand how the tool functions, learn how to use it, and answer your questions.

 June 3 – Asheville and Forsyth CoC training in Asheville – this training is full

 June 4 – open to all – Greensboro 9:00 am to 4:00 pm

The registration fee for non-Guilford attendees is $75 but CHIN will cover the cost of the training for the first 33 to register.  All individuals from outside of Guilford County are asked to pay a $10 lunch fee to attend the training. Register at this link:

Bed Utilization Tool Available the Week of May 5

A tool to help monitor program and CoC-wide bed utilization rates throughout the year will be available to communities next week.  Be sure to check our website's home page for the news.

Final 2014 HMIS Data Standards Released

Final 2014 HMIS Data Standards were released on May 1, 2014. Two documents, the 2014 HMIS Data Dictionary and the 2014 HMIS Data Manual, comprise the 2014 Data Standards, and are the product of a collaboration between the Department of Housing and Urban Development (HUD), the Department of Health and Human Services(HHS) and the Department of Veterans Affairs(VA). This collaboration aims to standardize data collection on homeless individuals and families across systems.

The HMIS Data Dictionary is intended for HMIS vendors and system administrators while the HMIS Data Manual is intended as a reference for community members, HMIS staff, and HMIS users.

The standards will go into effect on October 1, 2014.  In the next few months, HUD and its federal partners will release additional guidance and information related to the standards.  In order to assist communities and agencies with the update, CHIN will be releasing new instructional documents and tools to make sure that users understand these changes in anticipation of the effective date.  

Training Tip

Always search before entering your client’s data into ServicePoint!  As a state-wide network, there’s a reasonable chance that your client’s file could already be in the HMIS.  Even if it’s a child, always search before adding a new client file to the system.  After searching, look for your client in the Client Results table, checking to see if you see someone with the same Name, DOB, and SSN.  If so, click the client’s name, and you’ll go directly to his/her profile screen. 

Solution of the Month

I found multiple (duplicate) client records for the same person in CHIN.  What should I do?

 If you find duplicate client records, then please send the Help Desk the CHIN client ID numbers and we will take care of it (we will combine the client records).  

You can continue to enter data into either client file if you need to – it will be moved into the final record when we merge the clients.

Please note that email is not a secure method to send confidential information, so if contacting CHIN via email, please use the client ID # and not the client's name, social security number, date of birth or any other client identifying information.  


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Follow us @NCHomeless for up to date news and information on North Carolina’s HMIS, homelessness data and services.

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