Utah HMIS

Working with the U.S. Census

We recognize how important the U.S. Census is for the clients we serve. Counting every person, is among many things, an important step in providing funding for many social services, including homeless services.

We encourage agencies to work closely with their local Census representatives to ensure all the persons they serve are counted in the U.S. Census.

However, releasing HMIS data directly to the U.S. Census is not appropriate. It directly conflicts with clients signed releases of information, and ultimately clients should have the choice to be counted. The UHMIS Steering Committee met on July 15, 2020, and confirmed this guidance as a committee.

More information about the U.S. Census can be found here: https://2020census.gov/

COVID-19 and UHMIS

This post is intended to provide accurate and up-to-date information for users of UHMIS and the developing COVID-19 crisis.

COVID-19 form, and how to inform HMIS users of a clients COVID-19 status:

Data Sharing:

  • UHMIS Privacy Posting Amendment.
    • An amendment has been approved by the UHMIS Steering Committee to allow for limited data sharing to protect persons experiencing homelessness.
    • It should posted next to the existing UHMIS Privacy Posting, and removed once the additional sharing provisions are no longer needed.

Data Collection:

One of our providers reached out to us asking if there would be any consideration for reduced data collection and overall data quality for projects where social distancing also hinders confidentiality, i.e., Street Outreach.

So far, we haven’t seen any guidance from HUD regarding data collection from HUD regarding reduced data collection or data quality as a direct result of social distancing restrictions.

We submitted an Ask A Question (AAQ) to HUD for more clarification. HUD stated that no reduction in data collection would be implemented, but if it happens that it should be documented in reporting. We encourage you to take this step further and also document it in HMIS using the Case Notes, or comment boxes.

E-Signatures (Especially for the Informed Consent Release Form)

Before data is shared about clients in HMIS an Informed Consent Release Form should be signed by the client. This poses some challenge if interaction is being limited or done virtually.

HUD approves the use of e-signatures for this document, so long as the signature is collected using a legally binding method and the storage of the signature follows best practices. Agencies wishing to implement e-signatures for UHMIS may contact the UHMIS System Administration team (HMIS@Utah.gov) for additional information.

UHMIS does not have a formal policy regarding e-signatures at this time, but that may develop as we process the unique challenges presented to us.

HUD COVID-19 Resources:
Updated information from HUD will be posted on: https://www.hudexchange.info/homelessness-assistance/diseases/#covid-19-community-planning-and-preparednessAnd

HMIS Specific information is posted here: https://www.hudexchange.info/resource/5994/covid19-hmis-setup-and-data-sharing-practices/

More information will be posted soon.

Too many people are signed in, what!?!

Have you ever signed into the system to get this error?

If you haven’t gotten this error, then great! If you have, you know the frustration of not being able to login to the system just when you have an urgent issue that requires ClientTrack to resolve. Unfortunately, even if you reach out to your friendly Administrator, there isn’t much we can do about it.
We are allowed 80 concurrent users at a single time, it is part of the contract we have with the developers of ClientTrack, and usually, it works in our favor. Fortunately, we very rarely have over 80 users accessing the system at any given time.
If you see this error, let us know, we want to know how often it happens so that we can negotiate for a higher number of active users in future contracts, but you will have to wait until someone else logs out so you can log in.

Annual UHMIS User Recertification Test.

Hello HMIS Users,

In May 2019 the UHMIS Steering committee approved a plan to require all end-users to complete a recertification test annually. Please email HMIS@Utah.gov if you need a link to the training video and test. If you are an active UHMIS end-user on or before November 30, 2019, you are required to pass this test to continue to access UHMIS (ClientTrack) after January 2020.

The test is due January 1, 2020. Overall it should only take about an hour of your time, you may leave and come back to it as much as you need to complete it. You may take the test as many times as you need in order to pass with a score of 80% or 32 points. 

Once you have passed the test a UHMIS System Administrator will grant you access to HMIS until January 2021. You will see your score immediately after taking the test, and when you score 32 points or greater you have passed. You will not receive an email immediately after passing the test. A UHMIS System Administrator will send you an email when they extend your access rights confirming you have passed the recertification test requirements.

UHMIS Data Quality Plan Approved by Steering Committee on 10/31/2019

The UHMIS Data Quality Plan was approved by the UHMIS Steering Committee on 10/31/19. The plan outlines data quality expectations and monitoring requirements for UHMIS of all organizations that input into UHMIS.

The UHMIS Monitoring Toolkit used for the State Fiscal Year 2020 (July 1, 2019 – June 30, 2020) includes the questions and expectations UHMIS inputting organizations will be monitored on during State Fiscal Year 2020 . UHMIS System Administrators will contact each eligible organization in November 2019 to schedule a monitoring visit. This is later than what is outlined in the UHMIS Data Quality Plan, the delay is a direct result to the voting process to the new procedure, and is not expected to occur in State Fiscal Year 2021. UHMIS inputting organizations and users are highly encouraged to review both documents. 

UHMIS Data Quality Plan open for Public Comment

UHMIS leadership is proud to present a UHMIS Data Quality Plan for your review. This plan details data quality expectations for UHMIS and monitoring policies for all UHMIS inputting organizations. If you received this email, you will be required to follow the policy proposed once a plan is formally adopted. 
We want your and all other homeless services stakeholders input on this plan and have opened it up for public comment. 
Please read through the plan and submit your comments before 5:00 PM on September 12, 2019.
After the comment period is closed, UHMIS leadership will reconvene to ensure that all needs are met by this plan.
The plan and comments may be found here: https://forms.gle/YdXuq76Q44NjfWdc6

HMIS Reports: Cheat Sheet for Agencies is posted.

We are proud to announce the HMIS Reports: Cheat Sheet for Agencies has been published on the UtahHMIS.org Training materials page. This document contains a description of: reports Agencies can use to check and clean up their data, commonly requested reports, and some of the reports we help to submit to the State of Utah, and the U. S. Department of Housing and Urban Development (HUD). This document also contains a walk-through of each of the reports, and some other things we thought you may find helpful.

Best of all, this is a live document, which means as things change we will change it in the document. If you refer to the document every time you have to run a report, you will always have the most up to date guide.

If you have any comments or questions, please feel free to reach out to us. HMIS@utah.gov

New Training Videos Page

Thanks to our newest HMIS team member, Lynn Sharpe, we have been able to create a YouTube channel with training videos you can access at any time. You can find them here on this website: https://utahhmis.org/training-videos/

Keep an eye out for more being posted in the future!

New APR and Data Quality Reports

ClientTrack has made numerous updates to the reports available in the system in order to meet the current Federal reporting requirements. As a result the following reports are no longer supported by ClientTrack and will not generate accurate data:

  • HMIS Universal Data Quality Report
  • HMIS Universal Data Integrity Report
  • APR for CoC Grant-Funded Programs

You can find instructions on how to run the new HUD APR report in HMIS named CSV – APR 2017 here.

You can find instructions on how to run and use the new HUD Data Quality Report in HMIS here.

Please restrict photos uploaded to system to a file size of 50 kB.

Please email us at hmis@utah.gov with any questions about reporting and picture uploads.

APR & Data Quality Report Training

Hello all,

Many of you run the APR report on a regular basis and have requested info on how to run the recently released version of the report. I have completed a training video demonstrating how to run the APR report, how to complete an upload to SAGE, and how to access both the basic data quality and detailed data quality reports. You can access the training video by following this link:
I hope this is a helpful resource for all of you. Please feel free to contact me with additional questions. Thanks!
Brett Coulam, MPA
State of Utah Housing & Community Development
HMIS System Administrator
Primary Phone: 801.526.9788
Secondary Phone: 801.468.0183