Maine HMIS

The Maine 2013 Point-in-Time (PIT) Count is happening on the night of 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.

Instructions and documents for the 2013 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: 
      Housing Inventory_2013

      

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   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 v2.1
   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, “2013 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
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3. Submit your final count
   1. There is an ART Report, entitled “PIT Certification v 1.0″, that needs to be submitted.
   2. The certification must be submitted by fax or e-mail, no later than February 6, 2013

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.

General Data Submission Instructions

2013 Point-in-Time

Outreach, Non-HMIS and Non-DV programs

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.

All the forms you will need are being made available here as PDF documents.

Point-in-Time Survey Form

Point-in-Time Survey Form Instructions

Housing Inventory Form

Organization Contact Form

The Survey Form and Survey Form Instructions are to be used when collecting data by conducting client interviews. Please spend some time reviewing the forms and instructions before attempting to interview clients. Client participation is completely voluntary, but please try to get answers for as many questions as possible. These forms can also be filled out based on information in client files, but there may be some PIT questions that you do not regularly ask.

The Housing Inventory Form is to be completed by agencies that operate programs specifically for serving people who are homeless, and we need one from each Emergency Shelter, Transitional Housing, or Permanent Supportive Housing facility your agency operates. Groups or programs who are reporting only “Outreach” information do not need to return Housing Inventory forms.  Please print the forms and fill in the information according to the instructions. Inventory forms require a signature. If you have the ability to scan documents, you may submit these by email. If you do not have access to a scanner, they can be returned by fax.

The Organization Contact Form lets us know who’s who at your agency. We only need one of these per agency. Again – print, write-in the information, and return my email or fax

All forms must be returned and all data submitted by Wednesday February 6, 2013.

Please feel free to contact Scott Tibbitts by email if you have any questions. Thanks!

This years PIT is 1/30/2013

Any program which uses ServicePoint will “report” their point-in-time data using ServicePoint. That means almost all  you really need to do is make sure your ServicePoint data is complete.

The PIT Counts and Detail report is an ART report designed to help confirm your  Point-In-Time data data.

The report is designed to mirror the Point-In-Time Survey form (that programs that do not use ServicePoint will be using). Your organization may also want to use the survey form or a similar form to capture the Point-In-Time data prior to entering it into HMIS. If that is the case, this report will allow you to cross check with your data in ServicePoint / HMIS.

This video outlines the use of the 2013 PIT Count Certification v1.0
and 2013 PIT Provider Count and Detail v1.0 reports to make sure that you data is up-to-date for the PIT.

PIT2013_Reporting

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As part of the Annual the Point-in-Time we need to update the housing inventory data for each agency and program which serves homeless persons. The video covers the user of this report to review and update your housing inventory data.

Housing Inventory_2013

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