Safe Harbors Quarterly Partner’s Meeting August 22, 2013 New Holly Gathering Hall.

Safe Harbors Quarterly Partner’s MeetingAugust 22, 2013New Holly Gathering Hall

Welcome

Agenda ReviewIce BreakerThank YouVersion 5 Launch UpdateHomeless Program ChartHUD TA Assessment & ReportSafe Harbors User’s GroupQuestions & AnswersAdjourn

Ice Breaker

Thanks May Partner’s MeetingQuestions & Answers

◦Posted on Safe Harbors Website: http://www.safeharbors.org/resources.htm

UAT Testers

Version 5 - Launch

Version 5 - LaunchSafe Harbors is excited to release

Enginuity Version 5 for all usersTimeframe to convert will begin August

26st through the end of OctoberThe training and conversion will happen

at the agency and agency user’s paceSafe Harbors desires for all users to be

converted to Version 5 by the end of October. Version 4 will no longer be supported November 2013.

Version 5 Process

User Process: Install Silverlight &

Enginuity

User Process: Training Sign Up

via WebX Training Center

User Process: Complete

Scheduled Training

User Process: License machine with Product Key,

check-in w/ Agency contact

User Process: User begins to use

version 5

User Process: Once user is

comfortable with v5, user un-installs

v4 software

New Training Registration ProcessStep 1: Access safeharborshmis.webex.com and select the session you would like to register for.

New Training Registration ProcessStep 2: Once the session information is displayed click the [Register] button.

New Training Registration ProcessStep 3: Fill in the registration fields and click the [Register] button.

Version 5 MentionsOn-line classes

◦Attend a scheduled appointment - supervisor approval for time, 2 hour overview

Intro classes - in class only, sign-up online

Product Keys ◦Provided after class via e-mail per

student. SH will cc the agency contact for the larger agencies

Version 5 MentionsInstall Training ManagerInstall Silverlight & EnginuityReport Conversion – v4 to v5

Version 5 Q&A

Homeless Program Chart What is the Homeless Program Chart?

◦A listing of programs across King County that are designated for people experiencing homelessness

◦ It includes details on the programs such as program type code, target population, and bed inventory

How do I update a program in the Chart?

◦Visit the Safe Harbors website to view your program details and complete a survey

HUD TA Assessment & ReportConsultants conducted an

assessment of the Safe Harbors HMIS implementation◦July 2012 – February 2013

Assessment was provided through HUD Continuum of Care Technical Assistance

HUD TA Assessment & ReportOverall the report notes…“The technical assistance team believes

that Safe Harbors is well on its way toward implementing an HMIS that can effectively meet the comprehensive homelessness data needs of the Seattle/King County CoC and its stakeholders.”

HUD TA Assessment & ReportThe assessment report also made

recommendations for further development of the HMIS in the areas of:◦Governance & Structure◦Software◦Support, Operations & Staffing◦Reporting◦Data Integration◦Messaging

TA Report: Key RecommendationsClarify and unify the HMIS governance

structure, creating a Steering Committee.

The proposed Steering Committee and Safe Harbors should engage users by re-starting a Safe Harbors Users Group. ◦The user’s group should be relevant,

interactive, and focused on issues such as data quality, policies and procedures, and user experience and needs.

TA Report: Key RecommendationsAdsystech (the Safe Harbors HMIS

vendor) should improve the user’s experience by enhancing the look, feel, functionality, and usability of the software.

Safe Harbors should build on its existing vendor relationship, clarify roles and responsibilities, and reach out to other Adsystech implementations

TA Report: Key RecommendationsSafe Harbors should continue

improving customer service and should increase the depth of its training program and use new technologies to increase learning opportunities.

Safe Harbors should enhance its capacity for data analysis and reporting

TA Report: Key RecommendationsSafe Harbors should reinforce its

system and process for improving HMIS data quality.

Safe Harbors should review and revise its HMIS client consent forms and procedures to be as encouraging of consent as possible within existing law.

TA Report: Key RecommendationsSafe Harbors should continue

improving its reporting procedures and formats to better meet the information needs of the CoC, funders, and programs

Safe Harbors should continue to improve the data integration process.

Safe Harbors should keep improving its use of communications technology

Safe Harbors User’s GroupCreate a Safe Harbors User’s

Group25 member group of volunteersRole of User’s group

◦Issues such as data quality, policies and procedures, testing new system enhancements, improving user experience and addressing user needs

Safe Harbors User’s GroupRepresentation of users or

management from small, medium, and large agencies including users from high volume shelters and day/hygiene centers with an interest in Safe Harbors and its data

First meeting late SeptemberCommitment – Bi-monthlySign-up Today!

Questions & Answers

Adjourn