Homeless Management Information System ClientTrack
Contents
1. Stanislaus a j Calendar B Case Load Welcome to ClientTrack 5 Pr My User Configuration 3 Quick Services Multiple Clients amp My Workflows Paused Operations and Support Services Collaborative SHSSC The HMIS System for Stanislaus Housing My ClientTrack Reports Administered by the Housing Authority me ae _ Additional Tools County of Stanislaus Support Tab Lets you submit issues to HMIS support Staff Click on the help button to report an issue or ask a question Useful because it lets you keep track of when you submitted the issue and when it has been fixed Makes it easier for HMIS support to escalate issues to DSI if necessary Will email progress updates Only for CT issues 2 Search Menu G Issue Search VY My Assigned Issues GQ Issue Search J Internal Issues WY My Assigned Issues WP My Submitted Issues Welcome Javier Celedon PCr eee iemC Ue Support _ My Submitted Issues 1 26 2012 Issues include problems questions or suggestions submitted by a user about ClientTrack These issues can be created by clicking help anywhere throughout ClientTrack Any issues you have submitted through the Help amp Support system are displayed below Use the Status list to filter results Status FSSC z 7 records found Issue Submitted Date Type Summary wr ModestoTest 9913 09 20 2011 Issue Form 2732 will not move forward r ModestoTest 9912 07 13 2011 Issue no client serve2. 1 26 2012 HMIS Beginner Training What is HMIS Homeless Management Information System Keeps Track of Homeless Clients and their progress through the Continuum of Care HUD Mandated ClientTrack The Software we use for HMIS Web Based Limited Licenses Complete Case Management System 1 26 2012 What s the Point HMIS is supposed to show whether or not the continuum is working It is supposed to track each individual and their travel through the continuum Emergency Shelter gt gt Transitional Housing gt gt Permanent Supportive Housing gt gt Self Sufficiency Show which demographics require more help by tracking who uses the continuum the most and what services are required To identify need in our continuum and later aggregate this data through the AHAR Annual Homeless Assessment report to congress to have them allocate funds as needed Basic Terms Assessment A set of point in time questions that Assess the client s status Enrollment An element of ClientTrack that links together a Client Grant Program and Services Service Something you provided to the client whether it was rental assistance food case management anything in your eligible activities list 1 26 2012 Workflows ClientTrack s way of making sure that you collect all necessary information for your grant Will take you from client intake all the way to enrollment When a client exits you go
3. Housing Paused Operations enu rvices Collaborative SHSSC Options Administered by the Housing Authority County of Stanislaus My ClientTrack Co A Sy Menu anneman 209 557 2037 E mail whanneman stancoha org ka Reports Grou s don 209 557 2086 E mail HMISTech gmail com gt iAdaitionaliiooks p rnon 209 525 6330 E mail farnona mail co stanislaus ca us 1 26 2012 TABS There are 4 tabs in CT ClientTrack Home Tab Your home keep track of clients you have worked with continue paused operations run reports Client Tab Find a client add a client enroll clients anything that has to do with a client must be done here Housing Tab Currently not being used Support Tab Keep Track of issues you have submitted using the help function Home Tab Will be your best friend when it comes to checking your data quality and keeping on task Gives you access to reporting tools Current list of clients you have worked with Quick overview of how many people you have in each of your programs Information on how to contact those who can provide assistance Shows you User Dashboard 1 26 2012 ser Dashboard clienttrack net 2011 MainPag Settings Help Sign Home Clients H My ClientTrack Q A a p super user Qig2mzation BE P Search Menu User Dashboard Welcome super user Y Recent HMIS HACS News _ e Bulletin Board Housing Authority Recent a B Tasks of the County of
4. ck to you ASAP If you have a Housing Authority PC and it needs maintenance please fill out work order and send me an email Common ClientTrack Issues Clienttrack is web based and that makes it prone to a few common issues Listed below are the most common and their solution Page won t load click link again if no success log out then try again Missing data in reports must relink clients to information Advanced user Training 1 26 2012 Contacting Me Email is ALWAYS the best way to reach me All email accounts associated with HMIS are tied to my personal cell phone which updates every 10 minutes I provide on site support to all participating agencies having any sort of issue with HMIS so I am not always at my desk If you do decide to call please follow up with an email in case am not able to check my voicemail My schedule changes each week depending on what I need to do but if you will email me I can usually get back to you before 5pm Questions 18
5. d e ModestoTest 9911 07 12 2011 Issue Cannot just run a query g ModestoTest 9299 06 14 2011 Issue I cannot change or remove menu options 7 ModestoTest 9298 06 14 2011 Issue will not let me load says it is not trusted Le ModestoTest 9297 06 03 2011 Question What is different about the Add Clients r ModestoTest 9296 06 02 2011 Question HPRP intake VS HMIS Program Specific Workflow Client Tab Gives you access to Client dashboard Case notes Client information Workflows Services Assessments Enrollments Follow up Client family Anything that has to do with a client Status Fixed Verify Needed Brian Petersen Closed Brian Petersen Fixed Verify Needed Brian Petersen Closed Javier Celedon Closed Brian Petersen Closed Brian Petersen Closed Brian Petersen 1 26 2012 Client Dashboard The Client Dashboard gives you an important overview of your client Shows basic information such as name birth date age whether they have a disabling condition or if they are a veteran Show important enrollment information Shows service information If you want it will even show you a picture of your client provided you uploaded one to CT Also provides you with quick links to any of those sections for action lent Dashboard _ 10 9 1940 A BY Lennon John Lined Engish No Powerty gt John Lennon s Information Name Lennon John Disabling No Ethnicity Non Hispanic Latino Case Name Lennon Jo
6. hn Lennon John Lennon John Lennon John Lennon John Lennon John Lennon John Lennon John Lennon John Lennon John Date 12 09 2011 12 01 2011 01 20 A m Birth Date 10 9 1940 Age 71 Married amp living w spouse Gender Male Nursery School to 4th Grade Veteran No Race White Enroliment Members Enroll Date Exit Date HOWPA HPRP 12 09 2011 STANCO TEST SHP STANCO SHP TEST 11 14 2011 HALOS SCAP 11 14 2011 TEST TSA Grant TEST TSA 10 05 2011 We Care Emergency Shelter 10 04 2011 HPRP Modesto HPRP 09 02 2011 HALO3 SCAP 09 02 2011 HPRP Turlock HPRP 07 07 2011 HPRP 02 Children s Crisis Cent HPRP 06 14 2011 HPRP Modesto HPRP 06 14 2011 08 16 2011 Total Organization 0 00 HMIS HACS 0 00 HMIS HACS O00 HMS HA 1 26 2012 Workflows amp Grants There are a few different grant types in our continuum each with different reporting guidelines SHP CDBG ESG HOPWA HPRP VA GPD While all programs collect Universal Data certain programs also collect Program Specific Data Using the wrong workflow will result in getting inaccurate data into the system ESG Grants Emergency Shelter Solution Grants Your agency is either a sub grantee to the city of Modesto or Stanislaus County Grants End each Year in some cases it is possible to extend them for up to 2 years Must exit all stayers on 6 30 and reenter them on 7 1 Only Universal Data Required 1 26 2012 HPRP Gran
7. ion of this later Oversight by Management Every month during the security audit the HMIS Technician delivers usage and login history reports to management Reports cover Number of new clients Number of new enrollments Number of clients updated Your login history namely number of times you logged on but at management s request we can also provide detailed ones including times and dates of log in and log out 14 1 26 2012 Services Recording services is REQUIRED for HPRP and optional for ESG and SHP programs for now This means any time you give a client a service meaning case management rental assistance food transportation any eligible activity you must record it in HMIS Even though service tracking is not currently required for anyone not doing HPRP it would be advisable to collect this information as it would give you a better idea of what happened with a client during their stay Chronically Homeless IN GENERAL The term chronically homeless means with respect to an individual or family that the individual or family i is homeless and lives or resides in a place not meant for human habitation a safe haven or in an emergency shelter ii has been homeless and living or residing in a place not meant for human habitation a safe haven or in an emergency shelter continuously for at least 1 year or on at least 4 separate occasions in the last 3 years and iii ha
8. s an adult head of household or a minor head of household if no adult is present in the household with a diagnosable substance use disorder serious mental illness developmental disability as defined in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 42 U S C 15002 post traumatic stress disorder cognitive impairments resulting from a brain injury or chronic physical illness or disability including the co occurrence of 2 or more of those conditions 15 1 26 2012 Resources If you have any question you have access to all training materials provided at www stancoha org just click on the HMIS link on the front page You can always contact me at jceledon stancoha org and I will try to get back to you as soon as possible On ClientTrack itself you can click the Help button on the top right and submit an issue or look at the user manual Forgotten Password You get 6 tries to log in if you get locked out you will have to wait 2 hours to try again Make sure that your username is correct First initial Last Name e g Javier Celedon Jceledon Make sure you are at the right url www clienttrack net modesto If you are still having problems Email me and I can reset your password 1 26 2012 Issues and Concerns If you are having problems with ClientTrack please send me an issue through the Support Tab If you are having a non CT issue please email me and I will get ba
9. services HPRP Optional Data Elements Navigation Example What do you want to do Enroll a client in ESG grant How do you do it Log in to Client Track You are greeted by the user dashboard on the Home Tab Click on the Clients Tab Everything changes you are now greeted by the user dashboard displaying the last client you worked with Click on the ESG Menu Group This bring up the ESG Intake and ESG Exit Menu options Click ESG Intake Takes you through all the assessments and the enrollment screen so you can enroll the new client 12 1 26 2012 Data Quality For the data to be useful we must have excellent data quality Data Quality is the number of Missing values and Don t Know or refused and their comparison to the number of clients Excellent data quality means accurate reports Timely Data Entry The longer you wait to input data into HMIS the more likely things can go wrong Missing data becomes harder to acquire You forget how to use the system Timely Data Entry Excellent Data Quality 1 26 2012 Intake Forms Intake forms are provided for those that need them They are NOT required However they will make your life a lot easier Speeds up data entry time reduces errors and helps keep track of when a client was input and who processed it We will have a demonstrat
10. through another workflow which collects information required for clients leaving the program Simplifies the client assessment process Completing a workflow is essential for maintaining good data quality Logging In a www clienttrack net modesto Stanislaus County ClientTra What s New HUD Releases Proposed HMIS Rule Changes Kei ClientTrack Version 2011 Share your ClientTrack story and win Sign In to ClientTrack Join DSI at the Fall 2011 National Human Services Data Consortium NHSDC Conference User Name Jceledon Password gt Signin Visit www clienttrack com for more information 1 26 2012 Navigating Clienttrack ClientTrack works with tabs menu groups and menu options Tabs change functionality while menu groups help you narrow down what you need and menu options are what you actually click on to perform an action ClientTrack is Web Based so sometimes things don t load all the way through and you need to click on the link again to get it to load The more you use it the more you will get the hang of it so timely data entry is recommended Modesto Testing ClientTrack 2011 Windows Internet Explorer EmA Settings Help Sign Out i ct2010 Recent ta Bulletin Board ky Recent D H Tasks of the County of Stanislaus B R Calendar B Case Load Welcome to ClientTrack 4 3 My User Configuration iD Quick Services Multiple Clients Bi Woki M m for Stanislaus
11. ts Homeless Prevention Rapid Rehousing Program Specific Data Requires Services to be recorded Quarterly Performance Reports and Annual Performance Reports means that data must be constantly entered to be up to date in case the city or County need to run Reports SHP Grants Supportive Housing Program grants are what agencies usually refer to as HUD Grants Do not end each year like ESG Can continue as long as they are renewed You can have long term stayers especially if you deal with Permanent Supportive Housing Require Program Specific Data in addition to Universal Data PEAAeAeAee eee 1 26 2012 Data Collected Depending on what grant you run the information you need to collect is different ESG CDBG HOPWA PATH VA GPD all require Universal Data SHP and HPRP require Program Specific Data HPRP also requires Service Data tracking direct services provided to clients Universal Data Name DOB Gender veteran status Disability Status Housing Status Residence prior to program entry Zip code of last permanent address Social Security Number Ethnicity Race Program Entry Exit Dates 1 26 2012 Program Specific Data Income and sources Non Cash Benefits Physical Disability Developmental Disability Chronic health Condition HIV AIDS Mental health Substance Abuse Destination Date of Contact Date of engagement Financial Services provided HPRP Housing relocation amp stabilization
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