hmis expanded access training launch...

Expanded Access Training Launch 0 of 7 Last saved October 15, 2015

HMIS | Wilder Research

HMIS Expanded Access Training Launch Packet

MARCH – JUNE 2015


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Name of Training Complete training requirements in order provided below.

Delivery Format | Date Available Live webinars will be recorded and made available to you if unable to attend. L

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Upon completion, you will gain:

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FOUNDATIONS 111 HMIS Fundamentals Video Tutorial | Available now (Quiz) ● ● ● ServicePoint License (Once all applicable payment has been submitted)

Full access to ServicePoint with verbal limits

Access to ART Reports as a learning tool only (verbal limits)

FOUNDATIONS 113 HMIS Data Standards Manual (Read only) Read Only | Available now (No quiz) ● ● ●

FOUNDATIONS 114 HMIS Data Standards: Data Dictionary (Read only) Read Only | Available now (No quiz) Ф Ф Ф

FOUNDATIONS 115 Universal and Common Data Elements Overview Video Tutorial | Available now (Quiz) ● ● ●

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DATA ENTRY 121 ClientPoint Module - Entry/Exit Live Webinar | Available now (Quiz) ●Ͽ ●Ͽ ●

DATA ENTRY 122 ClientPoint Module - Services Video Tutorial | Available now (Quiz) ○ ○

DATA ENTRY 123 ShelterPoint Module Video Tutorial | April 1 (DELAYED) ○ ○

DATA ENTRY ADD "Enter Data As" (EDA) Workflow Video Tutorial | Available now (Quiz) € € €

2 SYSTEM ADMINISTRATION 194 Provider Configuration Live Webinar | Available now (Quiz) ●Ͽ ●Ͽ

3 SYSTEM ADMINISTRATION 195 System Security and Visibility Settings Live Webinar | Available now (Quiz) ● ● ●

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DATA ENTRY 135 Universal and Common Data Elements Video Tutorial |TBD (April/May)

Maintain ServicePoint License (You may move on to Stage 2 training at this point, but are expected to complete these trainings within 3 months of licensure to maintain your license)

PROGRAM SPECIFIC 141 HUD-CoC Program Requirements Video Tutorial |TBD (April/May)

◊ Ф ◊

PROGRAM SPECIFIC 142 HUD-ESG Program Requirements ◊ Ф ◊

PROGRAM SPECIFIC 146 HHS-RHY Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 147 VA-SSVF Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 149 DHS-PATH Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 151 DHS-HTHP Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 152 DHS-OEO HYA Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 153 DHS-OEO ESP Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 154 DHS-OEO THP Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 155 DHS-LTHSSF Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 157 MN HSG-LTH Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

PROGRAM SPECIFIC 158 MN HSG-FHPAP Program Requirements Video Tutorial |TBD (April/May) ◊ Ф ◊

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REPORTS 161 ServicePoint and Advanced Reporting Tool (ART) Reports Video Tutorial | Available now (Quiz) ● ● ● Full access to ServicePoint

ART Report Viewing License with standard access (Most users will stop here)

REPORTS 163 HUD's Annual Progress Report (APR) Video Tutorial | Available now (Quiz) ● ● ○ DATA QUALITY 171 Data Quality Plan (Read only) Read Only | Available now (No quiz) ● ● ● DATA QUALITY 172 Data Quality with Advanced Reporting Tool (ART) Video Tutorial | Available now (Quiz) ● ● Ф

6 SYSTEM ADMINISTRATION 191 System Administrator Orientation In-Person | Completed May 12 ● ●

7 REPORTS 264 Interpreting Reports Video Tutorial | TBD ● ● ●

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9 REPORTS 361 Basic Report Modification and Design In-Person | TBD (Mid June) ● ● ● Customize ART reports

(As designated) REPORTS EXT Advanced Reporting Tool (ART) Ad Hoc License In-Person | TBD (Mid June) ● ● ●

● Required ○ Required, as applies Required within 3 months of licensure ◊ Required, as applies, within 3 months of licensure Ф Highly recommended

Ͽ Exempt if attended the Bowman 3-day System Admin Training in March € Required if attended Bowman 3-day System Admin Training in March As applies = if project(s) in your region or area receive a funding type or utilize the primary ServicePoint function covered in the training

http://hmismn.org/videos/#foundations

https://na2.se.voxco.com/se/1145/HMIS_FUNDAMENTALS/

https://www.hudexchange.info/resource/3826/hmis-data-standards-manual/

https://www.hudexchange.info/resources/documents/HMIS-Data-Dictionary.pdf

http://hmismn.org/videos/#foundations

https://na2.se.voxco.com/se/1145/HMIS_UNIVERSAL/

http://hmismn.org/videos/#data-entry

https://na2.se.voxco.com/se/1145/HMIS_CLIENTPOINT/


https://na2.se.voxco.com/se/1145/CLIENTPOINT_SVCS/


https://na2.se.voxco.com/se/1145/HMIS_EDA/

http://hmismn.org/videos/#system-administration

https://na2.se.voxco.com/se/1145/HMIS_PROVIDER_CONFIG/

http://hmismn.org/videos/#system-administration

https://na2.se.voxco.com/se/1145/HMIS_SECURITY/

hmismn.org/videos/#reports

https://na2.se.voxco.com/se/1145/ART_REPORTS

hmismn.org/videos/#reports

https://na2.se.voxco.com/se/1145/APR_REPORT/

http://hmismn.org/data-quality/

http://hmismn.org/videos/#data-quality

https://na2.se.voxco.com/se/1145/APR_REPORT/


Registration Information To fulfill your Expanded Access Training Requirements, you will be watching video tutorials, attending live webinars, attending an in-person training and reading important documents. Training materials and quizzes vary by training.

Video Tutorials: Video Tutorials are located at: http://www.hmismn.org/videos. You do not need to register for Video Tutorials; your attendance/participation will be documented once you successfully complete the quiz. You can take these courses at a time that is convenient for you. You will complete a quiz (link in webinar) following the training; you must pass with a passing score (as specified in the attached Training Catalog). Please note the Program Specific Trainings available as Video Tutorials will not contain a quiz for this roll out.

Live Webinars: Registration is required for webinars. You can sign up for webinars, as they are available, here: http://www.hmismn.org/calendar. We strongly encourage you to attend the webinar at the specified date and time; we, however, will record the webinars and make the recordings available to you if unable to attend at: http://www.hmismn.org/videos.

In-Person Training: Your only required in-person training for “Stage 1” and “Stage 2” is the System Administrator Orientation. This training is required for LSAs and CoC Coordinators, we expect you to be there. If you were unable to make it, please contact Teresa Howard.

Read Only: You will have opportunities to read documents that are relevant to the work you will be doing in your role with HMIS. You are responsible for completing this requirement. We will assume you have read and comprehend these documents prior to accepting your ServicePoint License or next level of access (as laid out in the last column of the page 1 chart).

Training Materials: Each training will direct you to the exact location of the related resources to download. For live webinars, you will be sent an email with appropriate links prior to the training to prepare. You can also locate training materials at hmismn.org.

Quiz Component: You are ultimately responsible for completing all trainings and understanding the content. To help gauge your understanding, we have a quiz attached to most trainings. Once you complete a quiz, an email will automatically be sent to our Helpdesk and we will use that to assist us in tracking your progress.

Payment Information You will be sent an invoice (within 2 weeks of starting your training requirements) for the Basic Training Fee and the ServicePoint License Fee (if applicable). You may start training before your Basic Training Fee is paid, but you will not receive your ServicePoint License until you have fulfilled payment. If you are designated to receive an Ad Hoc License with training, you will be billed at a separate time for these expenses.

AMOUNT ITEM

$100 Basic Training Fee Required for ALL Expanded Access Users completing the training requirements to gain a ServicePoint License (access to system).

$250

ServicePoint License Fee (includes an ART Report Viewing License) Without a ServicePoint License, you cannot access ServicePoint. If you are a current ServicePoint user (have an active username and password), you do not need to pay the $250 ServicePoint License Fee in most cases. $250 covers the cost of a ServicePoint license for a 12-month period and is renewed annually through a separate billing process.

$350*

Ad Hoc License Training Fee This fee applies to a designated group that will upgrade the ART Report Viewing License to an Ad Hoc License. *This cost is an estimate and assumes 10 trainees are splitting the cost as we will have Bowman Systems (our Software Developer) lead the applicable trainings.

$175 ART Ad Hoc License Fee $175 covers the cost of an ART Ad Hoc License for a 12-month period as is renewed annually through a separate billing process.

http://www.hmismn.org/videos

http://www.hmismn.org/calendar

http://www.hmismn.org/videos

http://www.hmismn.org/


HMIS Training Catalog

The trainings listed below correspond with the trainings listed on the chart available on page 1 and are organized by categories that align with the third column on the chart. This training catalog gives you more information on training topics,

delivery format, approximate length of training, the quiz component and any required prerequisites. Please return to the chart available on page 1 to determine which courses are required for you.

FOUNDATIONS Training: Fundamentals to understand the policies and procedures of the database.

FOUNDATIONS 111 | HMIS Fundamentals

Introduction to the history, governance, and data compliance of Minnesota's Homeless Management Information System (HMIS).

Topics include: History and governance of HMIS in Minnesota, data privacy, compliance and client consent, HMISMN.org website, User Policy

Delivery Format: Video Tutorial

Length: 1 hour

Quiz: Yes | Passing Score: 100%

Prerequisites: None

FOUNDATIONS 113 | HMIS Data Standards Manual

Reviews the latest version of the HMIS Data Standards Manual released in October 2014 by HUD (US Department of Housing and Urban Development).

Delivery Format: Read Only

Length: ~2 hours

Quiz: No

Prerequisites: None

FOUNDATIONS 114 | HMIS Data Standards: Data Dictionary

Reviews the latest version of the HMIS Data Standards: Data Dictionary released in October 2014 by HUD (US Department of Housing and Urban Development).


Length: ~2 hours

Quiz: No

Prerequisites: None

FOUNDATIONS 115 | Universal and Common Data Elements Overview

Examines the Minnesota and Federal universal data elements that agencies are required to collect from participants in order to participate in HMIS in Minnesota as well as data elements common to a majority of programs.


Length: 1.5 hours


Prerequisites: None

DATA ENTRY Training: How to correctly enter data into the database.

DATA ENTRY 121 | ClientPoint Module – Entry/Exit

Demonstrates the correct workflow for creating a client and household and using entry/exits to track client participation in the ClientPoint module in ServicePoint.

Delivery Format: Live Webinar

Length: 2 hours


Prerequisites: Foundations 111

DATA ENTRY 122 | ClientPoint Module - Services

Demonstrates the correct workflow for creating a client and household and using services to track client participation using the ClientPoint module in ServicePoint.


Length: 30 minutes


Prerequisites: Data Entry 121

DATA ENTRY 123 | ShelterPoint Module

Demonstrates the correct workflow for creating a client and household and using entry/exits or services to track client participation using the ShelterPoint module in ServicePoint. (ShelterPoint is a tool for shelter bed management.)


Length: 45 minutes




DATA ENTRY ADD| “Enter Data As” (EDA) Workflow

Defines and demonstrates the EDA workflow required for all data entry.

Topics include: Correctly using EDA function, new process for entering demographic data, using the “Verify and Save” feature, and troubleshooting data entry errors related to EDA


Length: 1 hour



DATA ENTRY 135 | Universal and Common Data Elements

Demonstrates the steps to correctly enter the Minnesota and Federal universal data elements, as well as data elements common to a majority of programs.

Topics include: Common questions, differences in collection requirements for state vs Federal programs, and the HUD verification step


Length: <1hour


Prerequisites: Foundations 113 and Data Entry 121

PROGRAM SPECIFIC Training: Topics related to entering data and answering assessment questions that

are unique to program funding sources.

PROGRAM SPECIFIC 141 | HUD-CoC Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the U.S. Department of Housing and Urban Development Continuum of Care program (HUD-CoC). Topics include: Annual Assessment update


Length: <30 minutes

Quiz: No

Prerequisites: All Foundations and Data Entry required coursework

PROGRAM SPECIFIC 142 | HUD-ESG Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the U.S. Department of Housing and Urban Development Emergency Solutions Grant program (HUD-ESG). Topics include: Annual Assessment update


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 146 | HHS-RHY Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the U.S. Department of Health and Human Services Runaway and Homeless Youth (HHS-RHY).


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 147 | VA-SSVF Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to United States Department of Veterans Affairs Supportive Services for Veteran Families Program (VA-SSVF). Topics include: Entering services


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 149 | DHS-PATH Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Department of Human Services Project for Assistance in Transition from Homelessness (DHS-PATH). Topics include: Referrals, outreach contact and entering services


Length: <30 minutes

Quiz: No



PROGRAM SPECIFIC 151 | DHS-HTHP Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Department of Human Services Healthy Transition and Homeless Prevention program (DHS-HTHP). Topics include: Outcomes assessment


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 152| DHS-OEO HYA Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Department of Human Services Office of Economic Opportunity Homeless Youth Act program (DHS-OEO HYA). Topics include: ES vs. TH/PSH, Outcomes assessment


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 153 | DHS-OEO ESP Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Department of Human Services Office of Economic Opportunity Emergency Services Program (DHS-OEO ESP). Topics include: Updates


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 154 | DHS-OEO THP Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Department of Human Services Office of Economic Opportunity Transitional Housing Program (DHS-OEO THP). Topics include: Goals/Case Plans


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 155 | DHS-LTHSSF Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Department of Human Services Long-term Homelessness Supportive Services Fund program (DHS-LTHSSF). Topics include: Updates and Matrix


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 157 | MN HSG-LTH Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Housing Long-term Homelessness program (MN HSG-LTH). Topics include: Updates and Matrix


Length: <30 minutes

Quiz: No


PROGRAM SPECIFIC 158 | MN HSG-FHPAP Program Requirements

Provides an in-depth explanation for collecting and entering program-specific assessment questions unique to the Minnesota Housing Family Homeless Prevention and Assistance Program (MN-FHPAP). Topics include: Updates, Matrix, and entering services


Length: <30 minutes

Quiz: No



REPORTS Training: General report training for ServicePoint and the Advanced Reporting Tool (ART).

REPORTS 161 | ServicePoint and ART Reports

Walks through standard report prompts, running and downloading reports within ServicePoint and the Advanced Report Tool (ART).


Length: 1 hour



REPORTS 163 | HUD’s Annual Progress Report

Explains how to run reports and identify data quality issues specifically as it relates to HUD'S Annual Progress Report (APR).


Length: 1 hour


Prerequisites: Reports 161

REPORTS 264 | Interpreting Reports

Walks through reading and analyzing reports to understand where the data is pulling from in the database.


Length: 1 hour

Quiz: No


REPORTS 361 | Advanced Report Tool (ART) Report Modification and Design

Introduces the basics of editing existing ART reports. Delivery Format: TBD

Length: TBD

Quiz: TBD


REPORTS 362 | Advanced Report Tool (ART) Ad Hoc License

Provides in-depth explanation on building custom ART reports using common report tools.

Delivery Format: In-Person Training

Length: 2 day

Quiz: No


DATA QUALITY Training: Keeping your data “clean.”

DATA QUALITY 171 | Data Quality Plan

Reviews the latest version of the HMIS Data Quality Plan released by HMIS at the Wilder Foundation.


Length: 15 - 30 minutes

Quiz: No

Prerequisites: None

DATA QUALITY 172 | Data Quality with Advanced Reporting Tool (ART)

Explains how to run and interpret data quality report tools available in ART. In coordination with the HMIS Data Quality Plan.


Length: 45 minutes

Quiz: No

Prerequisites: None


SYSTEM ADMINISTRATION Training: Technical components and backend of the database geared

towards system administrators.

SYSTEM ADMINISTRATION 191 | System Administrator Orientation

Critical review of all components required for successful expanded access implementation, including ethics of role, relationship with stakeholders, HMIS in Minnesota, working with end users and proper communication channels.

Delivery Format: In-Person Training

Length: 8 hours (1 day)

Quiz: No

Prerequisites: All required “Stage 1.1” Trainings, Reports 161, 163, Data Quality 171

SYSTEM ADMINISTRATION 194 | Provider Configuration

Explores the Admin sections of the database. Explains provider setup fields and options. Identifies how backend configuration impacts data entry and reporting.


Length: 1 hour


Prerequisites: Foundations 111, 115, 121

SYSTEM ADMINISTRATION 195 | System Security and Visibility Settings

Demonstrates how security and visibility are controlled in ServicePoint and how the settings impact data entry and reporting.


Length: 30 minutes


Prerequisites: Foundations 111,

115, 121

Teresa Howard Main HMIS Contact for Expanded Access Training Roll-Out

651-280-2761 [email protected]

HMIS Helpdesk

Available: 8:30am - 4:30pm Monday - Friday (651) 280-2780

1(855) 280-2780 [email protected]

mailto:[email protected]

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