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Housing Inventory 2014

January 15, 2014 Comments off

This video is to provide instructions for updating the housing inventory form.

The January housing inventory count is a required part of the Point-in-Time.Be sure that the information is accurate as of the date of the annual Point-in-Time Survey, Jan 29, 2014.

Please make any necessary changes, addition or corrections and return the completed and signed HIC form(s) no later than Jan 24, 2014.

The Housing inventory instructions provides more information about the specifics of many of the questions on the inventory update form.

Housing Inventory Chart Update Form Instructions 2014

Blank Housing Inventory Chart Update Form PIT 2014  (If your agency users ServicePoint you should not use this form. Run the HIC report in art)

2014 Housing Inventory Chart – HMIS Users

January 15, 2014 Comments off

Good afternoon,

As those of you who attended the webinar on January 8th are already aware, we are accelerating our schedule for the Housing Inventory Chart this year. This will ensure that we can get inventory updated in time to line it up with this year’s Point in Time count when it is complete.  We are looking for HIC forms, recently revised in order to line up with the most recent HUD guidance on HIC submission, to be reviewed and submitted to us by next Friday, January 24th.

To that end, we are asking that you run the HIC report from HMIS. This allows you to see what information is contained in HMIS about your program. We ask that you review the form carefully to ensure that everything listed on it is accurate. If there are changes that need to be made, we ask that you hand write them onto the form and submit them in one of the three ways described at the end of this notice.

To access the report in ServicePoint, the path is: ART >Public Folder > Housing Inventory>”Housing Inventory Chart Update Form (PIT 2014) v 1.0”. The form can be run by selecting prompts for individual program or a prompt for all programs in your agency that are in HMIS. An instructional video will be posted on www.mainehmis.org with further detail on how to run the report.

Once you have reviewed and either confirmed the information on the report or made the necessary changes, we ask that you submit the report in one of the following three ways:

1.    E-mail: PIT2014@mainehousing.org

2.    Fax: (207) 624-5768

3.    Mail: HMIS Team, MaineHousing, 353 Water Street Augusta, ME 04330

If you have any questions or concerns, please don’t hesitate to submit a request through the HMIS Help Desk, located at http://mainehmis.org/help-request-form/

Thank you for your time and for helping us ensure that this year’s HIC is both accurate and timely!

2014 Point-in-Time For ServicePoint users Webinar recorded

January 10, 2014 Comments off

This webinar training is for agencies who are currently using ServicePoint to record client information. Which was presented on 1/8/2014.

This session will cover use of the “housing inventory update report”, PIT data quality, and PIT related reports. (The PIT 2014 reports will become available in ART in the first week of January).

This session is strongly suggested for shelters and transitional housing providers who will be reporting their PIT numbers using ServicePoint and for all providers who are on the housing inventory.

There is a separate street count process with separate training. We did not go into that in this session.

2014 Point in Time Count: HMIS Users

November 19, 2013 Comments off

This is the early vision of the 2014 PIT instructions. As of 11/19/2013 we are still finalizing the forms and process. So some of what follows may change at the PIT date gets closer.

The Maine 2014 Point-in-Time (PIT) Count is happening on the night of January 29, 2014. 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, as well as capture data about unsheltered persons experiencing homelessness on the night of the count.

Instructions and documents for the 2014 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 Form 2014
    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 Organization 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. Clients who are longer being served by your program on the night of the Point-in-Time should be exited from ServicePoint.
  2. Review and add to existing client HMIS data:
    1. There are a few Point-In-Time specific questions on the Entry Assessment for the Point-In-Time period. Please review and/or answer these questions for clients in your program(s) on January 30th to assure completeness and answer the Point-In-Time specific questions.
    2. There is an ART report, “2014 PIT Counts and Detail,”  to assist in reviewing your Point-In-Time data for more information. The video below gives more information about that report as well as the PIT Certification Report To view the recorded session use this link
      https://www1.gotomeeting.com/register/938906016
Categories: News, Point-In-Time

2013 Point in Time Count: Domestic Violence Providers

January 22, 2013 Comments off

The Maine 2013 Point-in-Time (PIT) Count is happening on the night of Wednesday, January 30, 2013. 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, as well as capture data about unsheltered persons experiencing homelessness on the night of the count.

In order to protect the safety and confidentiality of your clients, the PIT will be following the same processes and protocols established for Domestic Violence providers to submit information to MaineHousing via Secured Email for Emergency Solutions Grant (ESG) purposes.

We will be using a modified version of the Excel spreadsheet you are familiar with that incorporates the same unique Client ID and Family ID codes that are used for ESG, but also includes other information that we are required to collect for the PIT. As with the ESG process, you will have only a limited time to access the email and retrun all of the information to MaineHousing via secured email. This spreadsheet  is for the night of the PIT only – you will still need to submit your regular monthly ESG information separately.

Please look to e-mail for further information about the 2013 PIT process for Domestic Violence Providers.

Categories: News, Point-In-Time
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