Maine HMIS

The Maine 2012 Point-in-Time (PIT) Count is happening on the night of January 25 2012. The Point-In-Time is an annual count of homeless persons. An accurate and complete count helps involved agencies and organizations to understand the need and plan for future projects. The goal is to get complete data from all Emergency Shelters, Safe Havens, Transitional Housing, and Permanent Supportive Housing Programs in the state of Maine.

If your organization will be participating in the Point-In-Time and your organization DOES NOT use  ServicePoint, please CLICK HERE to continue.

Instructions and documents for the 2012 Point-In-Time for providers using Maine HMIS / ServicePoint.

The process is broken down into to sections. Section A is to update and submit agency and housing inventory information. Section B is updating and confirming HMIS data for the Point-In-Time.

A: Update Agency Information: The first two tasks for the Point-In-Time process are to update and submit Organization contact information and Housing Inventory information.

1. Housing Inventory Update: Print a pre-filled housing inventory form using an ART report. Your agency will need to review what is there and submit the updated form by email or fax.
   1. Instructions for running the ART report and about the Housing Inventory are here:  
   2. If you have a new project(s) you will need to fill out and submit new forms for each new project  CLICK HERE to download the Housing Inventory Chart Update Survey v1.2 Blank
   3. The fax number for return the completed  Point-In-Time forms by fax is 207-624-5768
2. Organization Contact Information
   Your agency will need to download and complete the The Contact Information Short Form. This form  is used to update organization contact information. 
   1. Download and complete one copy for your organization.  Return the completed form by Fax or email.
   2. CLICK HERE to download the Contact Information Short Form
   3. The fax number for return the completed  Point-In-Time forms by fax is 207-624-5768

B: Update Client HMIS information: Once you have completed and submitted the Housing Inventory update and the Orginization Contact Information update, the remaining tasks are client data related.

1. HMIS / ServicePoint data will be used directly to provide point-in-time survey data! 
   1. Programs which are currently using HMIS / ServicePoint to record client data will have already filled in the bulk of the data needed for the Point-In-Time survey as part of their normal intake and HMIS recording process.
   2. You need to review your current clients to make sure that data for persons in your program(s) on January 25 2010 is fully recorded in HMIS as soon as possible after January 25th.
2. Review and add to existing client HMIS data:
   1. There are a few Point-In-Time specific questions that have been added to the Entry Assessment for the Point-In-Time period. Please review the data for clients in your program(s) on January 25th to assure completeness and answer the Point-In-Time specific questions.
      1. There is an ART report, 2012 PIT Counts and Detail v1.3,  to assist in reviewing your Point-In-Time data for more information on that report CLICK HERE.
      2. Note: Point-In-Time Specific questions will be added to standard Entry Assessments during the week of 1/16/2012
3. Submit completed Count Tally Sheet: 
   1. This paper form is used to verify if every person at a facility was recorded in ServicePoint. Return, by Fax or email, Return one Count Tally Sheet for each facility or program you operate, including Outreach.
   2. CLICK HERE to download the 2012 Point-In-Time Count Tally Sheet
   3. The fax number for return the completed  Point-In-Time forms by fax is 207-624-5768

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Optional Point-In-Time forms and supplemental instructions.

CLICK HERE to download the 2012 PIT Survey Form
Included here in case you wish to use this to collect client data prior to entering that data into HMIS / ServicePoint. DO NOT RETURN PAPER SURVEY FORMS FOR CLIENTS YOU HAVE ENTERED IN HMIS.

CLICK HERE to download the 2012 PIT Survey Instructions
Instructions for using the optional 2012 PIT Survey Form.