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RHY Grantee WebinarMay 4, 2018

Uploading RHY Data: Spring 2018 RHY-HMIS Data Upload

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Today’s Webinar

• Webinar is live, will last about 90 minutes and is being recorded.

• Submit questions to RHYMIS@acf.hhs.gov.

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Webinar Logistics

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• If you have a question for thepresenters, please type it in the“Questions” pane during the webinar.

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Presenters

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

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Welcome

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

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Agenda

• Why Collect Data?• How to Collect Data?• What Data to Collect?• Grantee Expectations• How to Upload Data• How to Read Data Quality Report• Getting Support

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Why Collect Data?

• Count the Number of Youth • Share Data 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.

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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, 2017.

- The role of your HMIS Lead is to set-up your projects and to train you to collect data in HMIS and generate reports.

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BCPs Should Have Two 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 services-only youth.

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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.

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Aftercare Plans• Aftercare Plans field is for 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

11*Please note the RHY HMIS manual incorrectly says 180 days.

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What Data Do We Collect?

• Read the HMIS Data Standards Version 1.2 (released July 2017): https://www.hudexchange.info/resources/documents/HMIS-Data-Standards-Manual-2017.pdf

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Mark Your Calendars – Fall Data Upload!

• Upload Period: May 7, 2018 – May 25, 2018All FY 2018 Grantees Must Participate!

• Reporting Period: October 1, 2017 – March 31, 2018 (First half of FY 2018)

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Grantee Responsibilities

Now• Make sure you have entered data for all the youth that

you have served between 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.

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RHYTTAC RHY-HMIS Webpage

• Featuring instructional video shorts!• RHY-HMIS webinars, tip sheets, PPTs, FAQ document

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Grantee Responsibilities (continued)

• Generate a CSV 6.11 report (a ZIP file with CSV files inside) hashed for RHY in HMIS.

• Submit data file into RHYPoint (https://rhymis.net/) between May 7 – May 25, 2018.

• Submit early!!!

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Grantee Responsibilities (continued)

After data upload• 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).

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RHY-HMIS Online Service Desk

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STEP 1: LOGIN

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STEP 1: LOGIN

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STEP 1: LOGIN

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STEP 2: ARRIVE AT THE RHYPOINT HOME PAGE

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STEP 3: SELECT GRANT FROM DROP-DOWN MENU

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STEP 4: SELECT CHOOSE FILE & CLICK UPLOAD FILE

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UPLOAD IN PROGRESS

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STEP 5: FILE SUCCESSFULLY UPLOADED

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STEP 6: FILE SUCCESSFULLY UPLOADED

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HOME PAGE AFTER SUCCESSFUL UPLOAD

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HOME PAGE AFTER SUCCESSFUL IMPORT (NEXT DAY)

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EXAMPLE OF A STRUCTURAL ERROR DURING FILE UPLOAD

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UPLOAD IN PROGRESS

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STRUCTURAL PROBLEM ERROR MESSAGE

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STRUCTURAL PROBLEM ERROR MESSAGE

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STRUCTURAL PROBLEM ERROR MESSAGE

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Data Quality Report

• Once you have successfully uploaded a file, your data will be imported overnight and reviewed for a data quality check.

• You will receive the Data Quality Report via email 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 www.RHYMISServiceDesk.net.

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Sample Data Completeness from Previous Upload

Data Quality overall percentages for 2016 data:• Average BCP - Emergency 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%

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DQ: Required UDEs 75% Threshold

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DQ: Required PSDEs 75% Threshold

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Data Quality Report – Sample 1st Page

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Data Quality Report – Sample Summary

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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.

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RHYMIS/HMIS Support:

E-Mail: rhymis@acf.hhs.gov

or

Online Service Desk: www.RHYMISServiceDesk.net

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Questions and Answers

Submit to rhymis@acf.hhs.gov