safe harbors quarterly partner’s meeting august 22, 2013 new holly gathering hall
TRANSCRIPT
Agenda ReviewIce BreakerThank YouVersion 5 Launch UpdateHomeless Program ChartHUD TA Assessment & ReportSafe Harbors User’s GroupQuestions & AnswersAdjourn
Thanks May Partner’s MeetingQuestions & Answers
◦Posted on Safe Harbors Website: http://www.safeharbors.org/resources.htm
UAT Testers
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
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!