Uploading RHY Data: Spring 2018 RHY-HMIS Data Upload

Transcription

1 Uploading RHY Data: Spring 2018 RHY-HMIS Data Upload RHY Grantee Webinar May 4, 2018

2 Today s Webinar Webinar is Third live, level will last about 90 minutes and is being recorded. Submit questions to RHYMIS@acf.hhs.gov. 2

3 Webinar Logistics If you have a question for the presenters, please type it in the Questions pane during the webinar. 3

4 Presenters Resa Matthew, Family & Youth Services Bureau (FYSB) Candice Wiseman, Mediware Information Systems John McGah, American Institutes for Research (AIR) 4

5 Welcome Resa F. Matthew, Third Ph.D. level Director, Division of Adolescent Development and Support Family and Youth Services Bureau (FYSB) Administration for Children and Families (ACF) U.S. Department of Health and Human Services (HHS) 5

6 Agenda Why Collect Data? How to Collect Third level Data? What Data to Collect? Grantee Expectations How to Upload Data How to Read Data Quality Report Getting Support 6

7 Why Collect Data? Click Count to the edit Number Master of text Youth styles Share Second Data level at the Community Level to Better Assist Youth Understand the Demographics of the Population Document the Needs of the Youth You Are Serving Collect Outcomes on Exits, Health, School, Employment Find Insights About the Strengths, Challenges, and Opportunities for Your Program Report Data for Funding Announcements, Advocacy Purposes, Required Reports, etc. 7

8 How Do We Collect Data? - In your CoC s Homeless Management Information System (HMIS). - If your program stretches more than one CoC, please tell us at rhymis@acf.hhs.gov. - Each HMIS package is created by a private vendor. - RHY grantees must pay licensing fees. Please tell us if the fee is unreasonable at rhymis@acf.hhs.gov - Each HMIS product must meet Federal (HUD) Data Standards Specifications: Data Standards 1.2 and CSV Specs 6.11, which were effective October 1, The role of your HMIS Lead is to set-up your projects and to train you to collect data in HMIS and generate reports. 8

9 Click BCPs to Should edit Master Have Two title style Projects Set-up Prevention and Emergency Shelter BCP-prevention: Services only. BCP-emergency shelter: Shelter stays. Exit date should be last date of stay (and may go beyond FYSB-funded portion of 21 days). Make sure you use both projects as appropriate. If you do not have a prevention project, please ask your HMIS Lead to set it up in your HMIS to track servicesonly youth. 9

10 SOP Contact vs. Engagement A contact (data element 4.12) is an interaction between an outreach worker and an individual youth. Record every time a youth is encountered by grantee. The date of engagement (data element 4.13) is the date when a deliberate client assessment or the beginning of a case plan occurs. Record only up to one time per enrollment. The date of engagement might be on or after project entry date and before project exit or report end date. The date of engagement can be left blank if worker did not engage youth. 10

11 Aftercare Plans Aftercare Click to edit Plans Master field is text for styles all RHY Programs (except Street Outreach Programs). Aftercare is entered only after a client has been exited from the program s/he was in and cannot be entered before the client has exited. Required for clients for up to 90 days* after exit. Each HMIS system may handle Aftercare differently in its system, but must enter whether aftercare was collected (yes/no/client refused), the date information was collected, and the primary way information was provided. If unsure, talk to your HMIS Lead *Please note the RHY HMIS manual incorrectly says 180 days. 11

12 What Data Do We Collect? Read Second the HMIS level Data Standards Version 1.2 (released July 2017): s/hmis-data-standards-manual-2017.pdf 12

13 Mark Your Calendars Fall Data Upload! Upload Period: May Third 7, level 2018 May 25, 2018 All FY 2018 Grantees Must Participate! Reporting Period: October 1, 2017 March 31, 2018 (First half of FY 2018) 13

14 Grantee Responsibilities Now Make sure you Third have level entered data for all the youth that you have served Fourth between level October 1, 2017 March 31, 2018 in HMIS. Make sure your HMIS Lead has properly set up your RHY projects in HMIS, to include BCP-prevention and BCP-emergency shelter as two project types. Make sure via your HMIS Lead that your HMIS is updated to the new HMIS Data Standards (v1.2) Watch out for guidance, training, notices from RHYTTAC and AIR. 14

15 RHYTTAC RHY-HMIS Webpage Featuring Click to edit instructional Master text video styles shorts! RHY-HMIS webinars, tip sheets, PPTs, FAQ document 15

16 Grantee Responsibilities (continued) Generate Second a CSV level 6.11 report (a ZIP file with CSV files inside) hashed for RHY in HMIS. Submit data file into RHYPoint ( between May 7 May 25, Submit early!!! 16

17 Grantee Responsibilities (continued) After data Second upload level Receive and Review Data Quality Report. Make changes to data as needed. Submit file again to RHYPoint (not required, but strongly encouraged for strong data completeness/quality scores). Submit any questions through the RHY-HMIS On-Line Service Desk (JIRA). 17

18 RHY-HMIS Online Service Desk 18

19 STEP 1: LOGIN Click to edit Master title style 19

20 STEP 1: LOGIN Click to edit Master title style 20

21 STEP 1: LOGIN Click to edit Master title style 21

22 STEP 2: ARRIVE AT THE RHYPOINT HOME PAGE Click to edit Master title style 22

23 STEP 3: SELECT GRANT FROM DROP-DOWN MENU Click to edit Master title style 23

24 STEP 4: SELECT CHOOSE FILE & CLICK UPLOAD FILE Click to edit Master title style

25 UPLOAD IN PROGRESS Click to edit Master title style 25

26 STEP 5: FILE SUCCESSFULLY UPLOADED Click to edit Master title style 26

27 STEP 6: FILE SUCCESSFULLY UPLOADED Click to edit Master title style 27

28 HOME PAGE AFTER SUCCESSFUL UPLOAD Click to edit Master title style 28

29 HOME PAGE AFTER SUCCESSFUL IMPORT (NEXT DAY) Click to edit Master title style 29

30 EXAMPLE OF A STRUCTURAL ERROR DURING FILE UPLOAD 30

31 UPLOAD IN PROGRESS Click to edit Master title style 31

32 STRUCTURAL PROBLEM ERROR MESSAGE Click to edit Master title style 32

33 STRUCTURAL PROBLEM ERROR MESSAGE Click to edit Master title style 33

34 STRUCTURAL PROBLEM ERROR MESSAGE Click to edit Master title style 34

35 Data Quality Report Once Click you to have edit successfully Master text styles uploaded a file, your data will Second be imported level overnight and reviewed for a data quality check. You will receive the Data Quality Report via the morning after you successfully upload your data file using RHYPoint early in the day. The Data Quality report will be returned to the person who uploaded the data. Other key person(s) can be added to this list to receive the report by sending to 35

36 Click Sample to Data edit Master Completeness title style from Previous Upload Data Quality overall percentages for 2016 data: Average BCP Second - Emergency level Shelter submission score for DQ was 89.21% Average BCP - Prevention submission score for DQ was 90.88% Average Street Outreach submission score for DQ was 76.57% Average Transitional Living submission score for DQ was 93.66% For 2017 the DQ scores were: Average BCP - Emergency Shelter submission score for DQ was 94.29% Average BCP - Prevention submission score for DQ was 89.62% Average Street Outreach submission score for DQ was 84.55% Average Transitional Living submission score for DQ was 95.83% 36

37 DQ: Required UDEs 75% Threshold 37

38 DQ: Required PSDEs 75% Threshold 38

39 Data Quality Report Sample 1 st Page 39

40 Data Quality Report Sample Summary 40

41 Using Your Data! The RHY-HMIS Grantee Dashboard FYSB s RHY-HMIS Grantee Dashboard is complete and scheduled for release in 2018 once security controls are reviewed and documented per HHS requirements. 41

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43 RHYMIS/HMIS Support: or Online Service Desk: 43

44 Questions and Answers Submit to 44