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

Welcome

Agenda Review Ice Breaker Thank You Version 5 Launch Update Homeless Program Chart HUD TA Assessment & Report Safe Harbors User’s Group Questions & Answers Adjourn

Ice Breaker

Thanks May Partner’s Meeting Questions & Answers ◦ Posted on Safe Harbors Website: UAT Testers

Version 5 - Launch

Safe Harbors is excited to release Enginuity Version 5 for all users Timeframe to convert will begin August 26st through the end of October The training and conversion will happen at the agency and agency user’s pace Safe 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 Process Step 1: Access safeharborshmis.webex.com and select the session you would like to register for.

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

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

Version 5 Mentions On-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 per student. SH will cc the agency contact for the larger agencies

Version 5 Mentions Install Training Manager Install Silverlight & Enginuity Report 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 & Report Consultants 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 & Report Overall 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 & Report The 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 Recommendations Clarify 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 Recommendations Adsystech (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 Recommendations Safe 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 Recommendations Safe 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 Recommendations Safe 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 Group Create a Safe Harbors User’s Group 25 member group of volunteers Role 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 Group Representation 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 September Commitment – Bi-monthly Sign-up Today!

Questions & Answers

Adjourn