North Carolina's Balance of State Homeless Management Information System
Help Desk
Resources
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.
Emergency Shelter Grant Annual Performance Report
Online Submission Process
Click here to access the ESG 2008-09 ESG Annual Performance Report. As of July 6th CHIN has posted a draft HMIS report to member agencies on their Phaseware Self Service Center, downloads portal, with a final report due to them by July 16th.
Important Instructions: The report form is an interactive online form that will require Adobe Reader, minimum version 7.0. If you do not have an up to date version of Adobe reader then Click here to download Adobe Reader. Once you have Adobe Reader software installed on your computer, you will be able to complete the form using a standard Internet web browser like Explorer or Firefox.
Please be aware that the form contains a number of auto-calculation fields. These fields are read-only and automatically tabulate your data. Simply, enter your data in the appropriate field and the form will do the rest. The only exception is the Average Daily Occupancy. You will need to calculate this manually and enter your answer, if you are unsure then please see CHIN ESG Report "ADO" Page for Instructions or search the Phaseware Self-Service Center for more Information. (Tip: Some internet browsers have an option to store form fields. If your browser is set up this way you may see answers from previous fields. Click the center of the field box and enter the correct value.)
As the form cannot be edited or changed once submitted electronically we suggest that you print a blank copy of the form in order to gather and check all your data. Then you can enter the data into the electronic form online.
Once you're satisfied that the data in the electronic form is complete, you should print the form for your agency's records. After selecting the "print form" option at the top of Page 1, agencies must then use the "submit by email" button to submit their form electronically.
If you are using a desk-top e-mail program such as outlook the program will open a message screen automatically, you may cc yourself if your would like. Please indicate the program for which you are reporting in the message text area. (Tip: If you're desk top e-mail is not set up to automatically send/receive then you will need to manually click the "send/recieve" option.)
If you are using a web based e-mail program such as yahoo or g-mail, then you will need to save the form on your computer before sending so that you can add it as an attachment. You will want to send the report to chin@nchousing.org with the attached form with “Program Name 2008-09 ESG” In the subject line. Search the Phaseware Self-Service Center for more specific instructions.
In case you missed the link to the online form, here is it again, ESG_2008-09_Annual Report. If you need assistance, send an e-mail to CHIN at support@nchomeless.org.
Click here to check out the ESG LITe Workshop Powerpoint.
Revised Revocation of ROIs, and Removal of Client File Request Forms
CHIN has revised the forms required to revoke existing client consent and to remove a client's file completely from the system. These revisions were necessary to clarify the process for documenting a client's decision to either decline participation in the HMIS or to alter their existing level of client consent.
If a client chooses to revoke an active release of information with a specific agency they should complete the form Authorization to Revoke Existing Client Consent. Rescinding an active release of information does not remove the client's record from the HMIS. This form should be on file and the individual should be counted manually for reporting purposes. In order to avoid reporting duplication, agencies should check to see if these clients appear on system generated reports.
If a client chooses to have their entire service record removed from the HMIS, they need to complete the Authorization to Remove Client File from the HMIS. This request should be sent to CHIN for processing. Agencies should consult their assigned Regional Coordinator to determine how these individuals will impact system generated reports.
All other questions concerning these revisions and the appropriate use of these forms should be directed to your CHIN Regional Coordinator. Agencies can determine their coordinator by viewing the service regions on the staff page.
Emergency Shelter Grant Mid-year Performance Report
Online Submission Process
There is a revised process for submitting the 2008 Emergency Shelter Grant Mid-year Performance report. Click here to access the ESG 2008 Mid-year Performance Report. CHIN will provide a draft report to member agencies by January 9th, with a final report due to them by January 26th.
Special Notice: The "Amount Obligated" fields in Exhibit 6 on the form should be calculated as of 12/31/2008.
Important Instructions: The new report is an interactive online form that will require Adobe Reader 7.0. If you do not have an up to date version of Adobe reader then Click here to download the form in Adobe Version 7.0.Once you have Adobe Reader software installed on your computer, you will be able to complete the form using a standard Internet web browser like Explorer or Firefox.
Please be aware that the form contains a number of auto-calculation fields. These fields are read-only and automatically tabulate your data. Simply, enter your data in the appropriate field and the form will do the rest. The only exception is the Average Daily Occupancy. You will need to calculate this manually and enter your answer.
As the form cannot be edited or changed once submitted electronically we suggest that you print a blank copy of the form in order to gather and check all your data. Then you can enter the data into the electronic form online.
Once you're satisfied that the data in the electronic form is complete, you should print the form for your agency's records. After selecting the "print form" option at the top of Page 1, agencies must then use the "submit by email" button to submit their form electronically.
In case you missed the link to the online form, here is it again, ESG_2008_Mid-year Report. If you need assistance, send an e-mail to CHIN at support@nchomeless.org.
Click here to check out the ESG LITe Workshop Powerpoint.
HMIS Data and Technical Standards Revisions Under Consideration
Courtesy HMIS.Info: Since their implementation in 2004, the HMIS Data and Technical Standards have helped to promote uniformity in the collection of information on homeless individuals and families nationwide. Since then,
however, issues have surfaced that are not adequately covered in the current standards. In 2007, to keep pace with the changing technological and programmatic landscape surrounding HMIS, the U.S. Department of Housing and Urban Development concluded that the time had come to revise the Data and Technical Standards.
Over the past 10 months, HUD has convened a series of specialized workgroups to review the current HMIS Data and Technical Standards and develop a comprehensive set of recommended revisions. As originally discussed in the January HMIS newsletter, HUD organized topic-specific workgroups, each consisting of expert advisors, HMIS practitioners and technical assistance providers. The workgroups covered HMIS security, privacy, data quality, and establishing uniform definitions of episodes of homelessness and household relationships. A final workgroup was convened to align the Data and Technical Standards with concurrent revisions to HUD’s Annual Progress Report (APR). Key revisions to the APR include revamped reporting formats for program characteristics, client income, and disabilities and the addition of a section on program performance measurement. (Read More)
HMIS Training Setting the Standard is a Success
CHIN staff attended the HUD sponsored 2008 HMIS training for HMIS grantees entitled Setting the Standard on September 21-23 in Atlanta, GA. The annual training event brought together Continuum of Care (CoC) representatives and HMIS lead agencies from across the country. It was a successful event. CHIN will release the training materials to member agencies as they become available for external distribution. The most important issues at the training were the revisions in the Annual Progress Report, Annual Homeless Assessment Report, and the proposed revisions in the 2004 HMIS Data and Technical Standards. The proposed changes in the data and technical standards will be released for comment by interested parties. When released, all CoCs should review them carefully, as many of the proposed revisions will impact HMIS usage and monitoring. More information on each of these topics will be released in the coming weeks.
New Reports Sub-committee Revised Report Classification and Distribution
CHIN’s newly formed Reports sub-committee has developed three reporting classifications: Community Level reports are available to anyone who has a contractual agreement with CHIN. Agency Level reports will only be released to participating agencies as they include potentially identifying information; they will be password protected. Restrictive Level reports have been identified for potential future use, such as import/export agreements. All agencies will be notified of the report request, who submitted the request, and be sent a copy of the final report. Download the Revised Policy
PKI Adds New Level of Security to Protect Client Data
PKI (Public Key Infrastructure) is a HUD-recommended security measure for HMIS, as well as an item on the SuperNOFA application. In an effort to meet or exceed all HUD HMIS recommendations, CHIN has purchased PKI security certificates for participating agencies. All HMIS users must have PKI certificates installed on their computers by July 1st. Your Regional Coordinator can send you personalized installation instructions or you can follow this link for additional information.