RHYMIS Webinar 1: Learning to Upload RHYMIS Data Transcript
Contents
1. allow time for that If we get a call on the eighth it may not be possible to get you immediate Well actually around the data submission we will have immediate support but leading up to that in between data submissions through the year please allow twenty four hours There will be a RHYPoint user manual available on the RHYTTAC website That ll be up within a week and that s available for all grantees Oops RHYTTAC technical assistance which you re familiar with are available for general RHY issues other data issues that are not specific to this RHYMIS process RHYTTAC is available for that as you probably have worked with recently and through the years and there s their website there There s also HUD TA and this is for assistance with HMIS and CoC issues in case they overlap with the RHYMIS process Technical assistance can be requested through HUD exchange dot info At this link there are HUD regional teams that can coordinate to provide technical assistance for CoC for your CoC within that region There are also other resources but that request is needed to go through HUD exchange dot info Lastly your HMIS lead if there are issues specific to your HMIS that should be the first point of contact for assistance with your system They may need to reach out to the vendor or may not Now we d like to open things up to any questions and answers Hopefully folks have been submitting in the chat box as Yonca mentioned at the opening Folks2. as they move between programs within their local CoC It s not nationwide but it s within their continuum of care know that this some angst about entering social security numbers and to the extent that you can do so in your HMI system think that will help to look at number of homeless youth within a CoC that is unduplicated It will also increase our ability to demonstrate outcome of our Runaway Homeless Youth Program know for the first time ever we re collecting our street outreach program data at the individual level We re hoping that will also continue to help us demonstrate outcome of all three of our funding streams in the runaway homeless youth program Additionally it will definitely increase access to non FYSB funded services for homeless populations Dual of that collaboration and communication and cooperation with HUD program your local continuums of care members and other RHY programs Finally granting you ll soon be having access to a dashboard to run reports and analyses of your own data We think that will be a huge benefit to you as you want to look at your data and look at the services and see where you are in terms of the collection of your own homeless youth data Next slide We really wanted to have you walk away with some learning objectives for this webinar At the end of this webinar you will be able to first identify the responsibilities that are specific to you as runaway homeless youth grantees versus those
3. available for Q and A are the following Brett Brown who you probably know as the Director of ODAIR and ACYF and HHS Telesa Byrd social science research analyst also at ODAIR Candice Hacker who s the industry compliance officer art gallery and art development manager at Bowman Systems and Tim Hockaday the product manager at Bowman Systems We got a good team here ready for any questions that come up about this process With that I m going to hand it over to back to Yonca Okay great Well we do have a lot of questions that are coming in One of these I m going to ask Telese to answer The question is to clarify are RHY funded programs required to enter their data directly into the CoC designated HMIS system and prohibited from using separate database and then uploading their data into the CoC designated HMIS As it currently stands that is correct We have been urging grantees to connect with their HMIS CoC s and use that system to upload the data because that is the only way that right now we can guarantee the security measures and guarantee that we will get the data that we need in time This is Brett Brown can just add to that a little bit There are some data quality issues around that want to make sure that you don t just dump your data in Learning to Upload RHYMIS Data Page 10 of 15 Yonca Brett Brown Yonca Telesa Byrd John McGaff Yonca John McGaff Yonca John McGaff Yonca twice a yea
4. have some more detail about the actual records that have to be addressed You see in this example you get the client ID entry date exit date if its applicable and then the fields and which are null That allows you to go right to those data fields right to the records right to the specific field and for any null field enter it It may be something that wasn t entered or client refused to answer something like that but it can t be null Hopefully that s helpful Once you ve got this report you ve addressed the issues then you have to allow time to upload the to generate the I m sorry let me back up Once you ve corrected it you need to generate the extraction file from your HMIS with the RHY data deidentified Then upload that again through RHYPoint because now you ve corrected it and there should be no issues now You ll be accepted and that needs to be completed a second maybe third time hopefully not by December eighth to meet the deadline Learning to Upload RHYMIS Data Page 9 of 15 Yonca Telesa Byrd Brett Brown Some resources that are available I ve mentioned them briefly but just want to go through them in a little more detail Who can help you Our team is providing technical assistance around this process so specific to this process There s an email address here you can email at anytime RHYMIS at A I R dot org You ll get a response if we need to talk to you we ll do that within twenty four hours Again
5. to generate the report I m sure you ll have to do something to activate that and get the report generated It will be a data file data files that are generated Yep As a follow there seems to be some concern about if the HMIS leads does not set up the extraction process or deidentification because of lack of time for learning and implementing that Any grantee who is experiencing a challenge getting either in touch with their HMIS lead finding out whether or not there is whatever the process is If they re having challenges with that you should definitely reach out and contact us so that we can help make sure that you re engaged but that should start sooner rather than later We have helped with that over the past number of months for grantees that have called us We worked with our partners at HUD to get people on the ground talking to each other and to resolve any issues on that Here s another question Telesa As far as consent to share if a person does not have consent does that mean that none of the information can be shared within HMIS including name I d like to pass that to Brett please Yeah if there hasn t been consent given then you are not allowed to share that information with any other service provider other than the CoC You re allowed to enter the data you re allowed to use the data but you re not allowed to share the data The only exception to that which is in the RHY Act has to do with a exception for stat
6. HYMIS HMIS system know this has not been without challenges and appreciate your diligence in terms of working to get that information to us Just to give you some background in terms of the reason why we went through this RHYMIS HMIS integration process is that several years ago many of you expressed your concern about the burden of data entry into both our RHYMIS system and HUD HMIS system We listened and we began having conversations with HUD along with other federal agencies to include the Veteran s Administration and the Substance Abuse and Mental Health Services Administration to integrate our respective systems with HMIS It s been a long process in terms of the numbers of meetings and conversations and making sure our data standards are well represented in the integration process but think that you will see that this integration will have several benefits to you Next slide Next slide Looking at how some of the benefits as our runaway homes youth providers will see as part of this integration is that for the first time ever we will have our runaway homeless youth data on homeless youth to become part of the largest most comprehensive and annual report to Congress think this is something that we need to be proud of because we will definitely have our homeless youth representative part of the larger report to Congress It will also be able to determine the actual numbers of youth served with our inaudible 00 04 50 location
7. No you will as always you will continue to use the runaway and homeless youth RHY Act definition of homelessness unaccompanied youth runaway youth et cetera Do the HMIS leads already have the extraction report created Telesa don t know if you re the right person to answer this but I ll ask you Learning to Upload RHYMIS Data Page 12 of 15 Telesa Byrd Brett Brown John McGaff Yonca Telesa Byrd Brett Brown Yonca Telesa Byrd Brett Brown It s actually the vendor the HMIS vendor who has created the export in whatever HMIS that you re using It was a part of a mandate from HUD and FYSB jointly for technical standards As they developed their system and the means of extraction that was a part of the requirement They have that and the HMIS leads who are the people who most grantees will work with directly they have been given information about reaching out to you all or at least being accessible so that they can be engaged to make sure that you understand whatever the process is for your respective data system Mostly commonly what they ll have done is create some sort of a report generator a software that will just generate the report hope it s as simple for you it may not be as hitting the button at which point the report will be generated Maybe it will ask you for a little information like what dates do you want covered things like that What their producing is actually something that allows you
8. Yonca Resa Matthew RHYMIS Webinar 1 Learning to Upload RHYMIS Data Transcript Okay We are going to go ahead and get started Welcome to today s introductory webinar am Yonca Ural and am a distance learning specialist at the American Institutes for Research and I am introducing today s webinar On behalf of HHF I d like to thank all of you for joining us Today s webinar is learning to upload RHYMIS data Next slide Before we begin would like to make a couple of logistical announcements Today s webinar will last approximately an hour and is being recorded The webinar recording and PowerPoint presentation will be posted on RHYTTAC website Next slide As an attendee of today s webinar your microphone will be automatically muted We recommend using your computer rather than your phone to hear the audio for today s presentation Due to the large number of attendees there might be a slight delay in the advancement of the slides We will be holding a Q and A session at the end of the presentation and the chatbox is the place that you can submit your questions All of your questions are important but due to the volume of attendees we may not be able to address them all at this time If we don t answer your questions please submit them to RHYMIS P A at RHYMIS air dot org We will actually be posting a document with all the questions that were unanswered with answers to the website as well If you re experiencing any other technical
9. at all points in the process so that s looking at timeliness accuracy It s really thinking about and paying attention to how questions are asked how data is entered into HMIS tracking completeness for client records tracking completeness for are all your clients entered for your RHY program and of course accuracy That should really begin now not just when you go to upload data We ll talk more about data quality Then you re responsible for submitting that data into RHYPoint which is the program that allows you to upload the data It s an web based portal that we re going to look at it specifically today After that s done you ll receive a data quality report and you ll be responsible for reviewing that report and making any corrections that the reports indicates are needed Lastly once you ve updated and corrected your data and the quality is at a sufficient threshold Learning to Upload RHYMIS Data Page 4 of 15 which we ll talk about submitting that file again through RHYPoint which collects it into a national RHYMIS data repository and then you re officially submitted That will be required moving forward every six months the first one being in the submission period between November sixteenth and December eighth which we ll go over in more detail Next slide A little background What you need to know for context Couple a things we want to at least mention to ground us before we go into the details First is the Runaway and Homele
10. ays been the case even with RHYMIS the older version of RHYMIS We still had grantees upload that last or second half of the annual data and this will be the same only we re only doing it once for the year Right and in this case their program was in operation but it wasn t funded by F Y S B FYSB at that time so their wondering if they should enter that data as well Oh you mean prior year s data They only need to enter data for the time for the period that they were funded Okay all right crosstalk 00 46 58 If that means that yeah Okay John have usernames and passwords been sent out yet They have not Those will be coming soon but they have not been sent yet Here s a question Telesa A lot of youth coming in through the BCP programs don t have social security numbers Will providers be penalized for this We ask that grantees make every effort to complete the demographic information the profile information for each youth however we also understand that pieces of information may not be available at the time and so there are several response categories that deal with this Whether it s a partial social security number or that the youth refused or didn t know Those are all options that a grantee can used but it has to have information there so that it s not null and therefore not a quality issue For you again Telesa do we evaluate youth homeless status under HUD guidelines even though our agency s only RHY funded
11. cember eighth In that period you can upload your data and again want to reiterate this takes a couple days because once you enter your data it s the next morning that you get the data quality report and you may need to plan to fix that and reupload Data quality should be happening now that should be ongoing as much as you can When you start the process give your self some time would not start the seventh or eighth certainly As soon as you can begin the sooner the better in case anything comes up that we can t predict with your data The quality begins now allow time work with your HMIS lead to learn about how to extract your CSV file and that will contain your deidentification RHY records Preparing your data for upload Let s talk about the data extraction process Again all HMI inaudible 00 27 34 are required to develop this functionality which pulls the data out from HMIS creates a CSV export complying with the technical standards established by HUD and FYSB It s certain RHY data tables and certain deidentification again through a hash encryption Any issues you have you should reach out to your HMIS lead and if there are technical problems ultimately they can work with you to reach out to the HMIS vendor who ultimately has created this and fix it if you have a problem Hopefully you won t You prepared it now you re submitting it This is what we re going to looking at some screenshots so it s very clear It s a simple p
12. ction tool pull out the non FYSB funded youth Tim don t know if you re the right person to answer that The question is if people are using their HMIS to enter data about RHY youth as well as other program youth that they serve crosstalk 00 54 12 will we get R H Y data only or will we get all of the data Mm hmm affirmative Our goal is to get R H Y data only That s our understanding That s how it will work There are measures within the information within each system that identifies youth who have received our RHY funding and are considered to be RHY youth With RHYPoint they would use that in order to make the distinction crosstalk 00 54 54 Correct was going to refer whoever the question was to the RHY program set up manual that tells system administrators how to set up the RHY programs in the system and that should allow your vendor then to properly extract the data for the export is by setting it up correctly Here is another question How about a minor receiving services under minor consent I m not sure if that was attached to another question but Telesa if that question makes sense to you please speak to it If a young person a person who is under the age of eighteen provides written consent to share their own data that sounds like that might be the question whether that data can be shared The data can be entered just to reiterate data can be entered into HMIS and shared with FYSB without written consent Pag
13. d HMIS to really learn from folks what are concerns what s working what could be improved With that said before we begin we wanted to start with some poll questions This allows us to just get a sense of who s in the webinar and familiarity with the CoC process and HMIS in general The first question Corey could you bring up the poll question please There it is First question and we ll see the results live How fully engaged would you say you are as a RHY grantee with your continuum of care or CoC Are you fully engaged yes or no If you could answer that now online that will give us a sense Give you a moment Learning to Upload RHYMIS Data Page 3 of 15 Corey if everyone s had a moment could you show those results This will help us not only for this webinar to see in what detail we should go into but also moving forward with other resources Okay overwhelming majority feel fully engaged with your continuum of care and should have said to us that means you re regularly inputting data into HMIS You re in contact with your HMIS lead you may be involved with the coordinated entry with your CoC and it sounds like folks feel fully engaged That s great For those that are not we ll continue to work with you in this process to make sure you re up to speed Corey could you post the second poll question please This is the last one Are you familiar and comfortable with the CoC homeless management information system HMIS Are
14. difficulties please also use the chatbox to request assistance Next slide Today s presentation will include a demonstration of how to upload your RHYMIS data To see this webinar mostly clearly you may want to use the blue fullscreen button on the go to webinar panel so you can see the presentation in the larger format on your screen You can also hide the webinar panel by clicking the orange arrow button If you d like to ask a question in the chat panel though you ll need to click on the orange button again to expand it Next slide I d now like to introduce the first presenter Resa Matthew is the Director of the Division on Adolescent Development and Support for the Family and Youth Services Bureau Welcome Resa Thank you Yonca and good afternoon everyone too would like to add my welcome to the rhenus data upload webinar Just to give you a little bit of background in terms of my role as inaudible 00 02 35 am the Director for our position of Adolescent Development and Support have the oversight for our Adolescent Pregnancy Prevention program as well as our Runaway Homeless Youth program in the Family Youth Services Bureau also wanted to take a couple of minutes to say and express my appreciation to each of you for your diligence and working to connect with your local continuums of care getting trained on using your local systems and entering your RHY data into your local Learning to Upload RHYMIS Data Page 1 of 15 R
15. e Learning to Upload RHYMIS Data Page 6 of 15 That s the process at a high level You re HMIS is responsible for again extracting the RHY data from HMIS deidentifying that data all in one process which they ll have created in showing you how to run that process What data are required There are couple of sets of data that you should be aware of There s the universal data elements that all HMIS participants are required to collect and enter Then some programs actually yeah HMIS programs specific data elements particular to different RHY programs We just show three here to have it all fit in a visual way Where you see the different types of RHY programs and you ll see there are some data elements that are required by some RHY programs and some are not This just shows three as an example but there are twenty nine elements total and that full list of data elements can be found in the RHY program HMIS manual which can be located on the HUD exchange at HUD exchange dot info Let s look again closely at the process I m kind of repeating with a little more detail what we ve covered but we really want this to be as clear as possible Again we ll have some time for questions and answers at the end Collecting the data into RHYMIS via RHYPoint that web based interface Let s talk about the submission deadlines and be careful and be clear about it The submission period starts Novemeber sixteenth of this year so fast approaching and ends De
16. e any other questions please email RHYMIS at A I R dot org Finally we do have a brief questionnaire that you ll receive in an email If you could please respond to that then we can continue to improve the delivery of future webinars I d like to thank you all for your time today and have a wonderful day Wow Thank you everybody Learning to Upload RHYMIS Data Page 15 of 15
17. e 14 of 15 Brett Brown Yonca Brett Brown John McGaff However to share that data written consent from a parent or legal guardian is required for the youth and I believe which am not sure so don t know if that person is maybe talking about a youth who is legally on their own In such case think that might be different than a young person who is not legally on their own Our guidance has been a consent for youth under age eighteen need to be given by the parents in order to share data There are some states where the age of consent is below eighteen could be sixteen probably in a couple of the states as well as fourteen That s something that right now we re giving our general guidance is if it s under eighteen you need a parental consent That is something though that would be interested in talking to people about at the conference especially if you re going to be there There s some interesting issues that have come up in the relationship between and some differences between states and federal laws governing data access that we would like to explore Well we re running out of our time now so l m going to go ahead and wrap up the webinar if we can move on to the next slide please Just to let you know we will have additional resources available on the RHYTTAC including a users manual as well as the recording of this webinar We re also going to post unanswered questions with answers to the RHYTTAC website and if you hav
18. e do if our RHY people haven t put any data in the system John I m going to ask you that question If RHY grantees have not entered their data into HMIS Is that the question Yonca Well it just says what should we do if our RHY people haven t put any data in the system I m not certain If they haven t there s getting it into the HMIS system and then there s extracting that data getting it to the RHYPoint portal that system If either has not happened the grantee should start doing it immediately If they don t they are non compliant and as understand it will be recorded as such and will have some issues that they ll have to deal with I m not sure of the repercussions or that can speak to that but they ll go on a non compliant list which goes to FYSB Telesa here s a question a programmatic question For people who were not funded from let s say October first 2014 to April first 2015 they weren t Learning to Upload RHYMIS Data Page 11 of 15 Telesa Byrd Yonca Telesa Byrd Yonca Telesa Byrd Yonca John McGaff Yonca Telesa Byrd Yonca Telesa Byrd Yonca funded during that period of time will they have to enter any data for that period when they had no funding Yes we do expect that grantees will upload the second level Well since we didn t do it iterations this time we re only doing it once but we do expect to get fiscal year 2014 mean 2015 data from those grantees As has alw
19. egate for better services to runaway and homeless youth Thank you for joining us What we ll be covering is specifically the upload process How you extract RHY data from your HMIS system which is required for the first time It represents deeper integration than ever before around data collection between HUD and HHS Which I think is very exciting and we re happy to be part of that Once again want to mention also in this kickoff is that in addition to the collection of RHY data there will be the reporting components that come early next year that Resa mentioned Which will as she said give you more control of the data and we ll also be having some additional data collection around aggregate data for the street outreach programs There will be more information around that to come after this first upload process The last thing I ll mention again to echo what Resa said is this is the first time we re doing this with RHY grantees and HMIS and that integration It s exciting but it s new These are new processes new ways of thinking of it new expectations around data quality We re going to be listening to you a lot What s working what could be improved what could be tweaked In addition to this webinar which is the first of others to come our team will be at the 2015 RHY Conference in New Orleans in November We ll be presenting there we ll have an exhibit and we ll be looking to talk to grantees and other folks involved with RHYMIS an
20. for HMIS vendors To gain access to the inaudible 00 06 42 platform and use it to submit your RHYMIS data Third interpret your data quality report card and fourth engage with your local HMIS resolve any problems with data submission Next slide Learning to Upload RHYMIS Data Page 2 of 15 John McGaff have the pleasure of introducing the next presenter who is John McGaff John is the project director for the Runaway Homeless Youth Technical Assistance and Reporting Project He s a Senior Associate at American Institutes for Research National Center on Family Homelessness He s a former staple at HMIS Administrator and an HMIS evaluator and key provider Let s welcome John Thank you Resa I ll just move this slide over Welcome everybody Thank you Resa Yes am the Project Director for the Runaway and Homeless Youth MISTA and Reporting Project We re working very closely with folks at FYSB Family and Youth Services Bureau and ODAIR on this project and partnered with Bowman Systems and National Safe Place Network We are also closely coordinated with other TA providers because there s a lot of overlap between RHYMIS and extracting RHY data with HMIS TA and issues We re very coordinated and been working with RHYTTAC folks and also HUD s HMISTA which comes in different forms We re very excited to launch this for all the reasons Resa just went through The benefits to grantees and to understanding program design and RHY data and the aggr
21. his is just for the first upload process It may get even higher as we move forward six months from now and this is an ongoing process First of all the file structure the CSV the integrity of those files has to be a hundred percent The way the fields are set up and those files hundred percent accurate to be able to upload The data content the threshold is that all the required fields for your program or for your universal data elements required for all HMIS participants has to be at least seventy five percent to meet the data quality standards Again that may go up as we move forward Here s the screen when you log in We ll go through this quickly and then try to get to some questions and answers Let s be clear You log in to a URL be RHYNIS dot net This will be the log in screen Your grantee point of contact will receive a username and password via email and you enter that username and password Log in Then you come to this dashboard for RHYPoint This home tab is what we re looking at now It shows you if there s any recently completed imports or files that are currently in the queue Gives you a status report on this home tab on the left The imports tab which just highlighted in red here which is where you click to actually go to upload your RHY data that you ve extracted When you click on that imports tab you ll see this import management screen and that very simply has the choose file button You ll click that and it will
22. istical purposes In the once a year in which the local CoC generates descriptive tables of all of the youth and adults that have all the people who have been served by their continuum of care they may access the data at that time only for that purpose That s a minor issue What want to Learning to Upload RHYMIS Data Page 13 of 15 Yonca Telesa Byrd Resa Matthew Yonca Telesa Byrd Yonca Telesa Byrd John McGaff Brett Brown Resa Matthew Yonca Telesa Byrd Learning to Upload RHYMIS Data emphasize is that you cannot hand that information over to another program not even another runaway or RHY program unless there s been consent given Here s a question about entering data and services into the HMIS for aftercare services given to RHY youth We ve been told that we should discharge youth when they leave the basic center but if we do then we can t enter information for aftercare services Can get some assistance from Resa on this as a program issue Sure In terms of aftercare services my understanding of your local HMIS system is that you can still continue to enter the system of entered data as it pertains to aftercare services for youth I m hoping whoever posed that question that I ve answered it or addressed it That s my understanding in terms of your local HMIS system Here s a question about the HMIS system We enter all youth in our HMIS system regardless of funding sources Will the extra
23. nd security and shared appropriately that information RHYMIS technical assistance so that again is this process for extracting your data uploading the data checking it for quality Later early next year reporting on your own data that s all what we re doing This team from myself American Institutes for Research and our partners Bowman and National Safe Place Network Lastly just again to reiterate there s other technical assistance that we ll coordinate with and you should be aware of RHYTTAC for other issues around RHY and data collection issues that aren t specific to uploading and then HUD HMISTA Now let s look at the tasks Here s a visual of the process Three high level steps with some sub steps just for clarity Step one is collecting your data and collecting it into your HMIS Step two is preparing it for upload This is the functionality that is created by your HMIS vendor specific to your HMIS tool that your CoC is using That includes two functionalities One is two A here in the graphic Extract the data so there will be likely a button which pulls the RHY data out for you and two B deidentifies the data with that hash encryption in that one step That should then create a series of CSV files which are the format required and will put those files into a zip file and it s the zip file that is ultimately uploaded which brings up to step three uploading your data That s what we re going to look in most detail here You wa
24. nt to upload that data file It s a zip file and that s your responsibility as a grantee Three b after you upload that or should say when you upload that you ll get immediate word if there s any structural issues with those CSV files that are part of your zip If there are structural issues they way those files are set up you can t upload your data so that should be fixed and correct ahead of time created by your HMIS vendor If there s a problem you need to reach out to your HMIS lead to work with your vendor to fix that Again by the time you go to upload data they should have tested and corrected that Assuming it s correct three c RHYPoint which is the portal interface the web based interface will send the data will upload the data but then send a data quality report to you via email so you ll get a PDF file the following morning It s important to know there s that little time delay because you may find some results in that data quality report that you need to address and it may not be instantaneous If you start this process last minute could be some issues so it s really important to remember You get the data quality PDF report back three b step three b You fix those data quality errors and you ll get instructions on how to read that data quality report and where specifically to fix your data so it is of a high quality enough to upload Then lastly reupload that fixed data file that zip file into RHYPoint and then you re don
25. r into HMIS because there s not much opportunity to be sure the data are clean and ready to be uploaded More importantly is we really are encouraging inaudible 00 42 15 and one of the strong motivations for this move over to HMIS is to get our grantees actively involved with their local CoC s including where appropriate and the sharing of data on youth that s more relevant for eighteen and older because it has been think found that by being able to do that one can improve the quality of service that you give to your youth We just want to start building the foundation for stronger relationships with the other service providers for multiple reasons Okay are we ready for the next question Yep Okay Here s a question can the HMIS lead get a RHYPoint account or do the individual grantees have to upload their own data Again think Telesa I ll ask you this question Currently we re asking that each grantee have their own account and believe that s also due to privacy and security but John or one of the technical people you can follow in as to why it s important that this be a RHY account that s dedicated to individual grantees Sure and ultimately it s the grantee s responsibility as it stands now so we want that to remain clear by giving access just to the grantee To be honest haven t heard that question before I d be reluctant to change that access but as it stands now that s the policy Okay Here s a question what do w
26. r screen Enrollment CSV file which is part of your zip that you ve uploaded is missing so that s a problem Or a particular CSV file in this case client dot CSV has some missing fields If that s the case you need to go back to your HMIS lead and get in touch either together or separately with your HMIS vendor that something wasn t created accurately Hopefully most of you will not see this and will have tested this upload process beforehand but if it does happen this is how you know you have to deal with it Once it is accepted you ve fixed the structural issues or there was not an issue as mentioned you ll get a data quality PDF report emailed to you the following morning That will give you this report and tell you what is the problem around quality Here s an example This actually may tweak a little bit but this is an example of you ll see the fields you ll see the number of clickable entry exits number of non null values the required values to not be null You can have data values like client refused to answer client did not know but null is not acceptable for the required elements universal data elements or required specific to your RHY program You ll get a report on whether you ve been compliant or not or have some issues Actually think this is an older version The version you get won t be a letter grade per say but probably a green check or an x saying that there s some work to be done Clicking forward and then you ll
27. rocess it doesn t take long but we just want to be clear on this webinar First you ll long into the RHYPoint data portal You ll click the browse button which we ll look at and select your zip file which you ve created You ll submit that data by uploading If there are any structural issues that the system sees with your CFV viles you ll get an Learning to Upload RHYMIS Data Page 7 of 15 immediate error showing you what the issues are and you ll also get an email sent to you Which you can then forward directly to your HMIS lead and possibly your HMIS vendor if needed to so you ll have that as a resource If there are no structural issues with your files then the data will be accepted through RHYPoint and again the next morning once the data is collected once a day into the system it will generate and you ll receive a data quality report around the content of your data There are two things around data quality One is the structure of the CSV files and secondly is the content How complete how accurate are those data Things like are there any pregnant males that have come up Or someone outside of a date range Things like that that just don t make sense It will flag that for you That s what the data quality check is that report want to just mention the percentages for everybody What FYSB has established in working with FYSB and ODAIR and thinking it through with us are two thresholds to meet data quality minimum standards T
28. show you your files on your computer or on your server and you can click on the zip file that you ve created through your HMIS system with your RHY data Click the choose file once you ve selected the correct zip file then you just simply click on upload files You ll see this spiral telling you uploading is happening That s a good sign and then hopefully if all goes well you ll get this indication that you ve successfully uploaded your RHYMIS file extracted from HMIS You ll see the name of the file listed there and then you re good for the time being You re still waiting for the next morning to get your data quality report and the PDF emailed to you but as Learning to Upload RHYMIS Data Page 8 of 15 of now it s been accepted and that tells you that the CSV structure of your upload is fine Let s go to the next one This shows you back to the home tab You ll see that the files are uploaded and in the queue at the server What s been completed is the other tab as mentioned Let s look at suppose you selected your file using RHYPoint as we just saw but there were structural issues Let s look at what that looks like You re uploading you see the spiral moving forward then clicking forward you ll get this message fairly shortly This reads that based on HUD CSV specifications and HHS CSV specifications it will say the file uploaded but is structurally invalid Here we have an example of two messages you may receive immediately on you
29. ss Youth Act which I m sure many of you are very familiar with and certainly more familiar with me although I ve been getting a crash course This is the source the alpha This governs the collection of youth data for the RHY program and is used to inform reports to Congress and program performance For these reports to Congress this is what we re collecting in part for The data we collect in the aggregate de identified will be part of a report to Congress on a regular basis The second issue which is very important and has raised a lot of concern rightly in the field is around consent and privacy with data sensitive data for vulnerable youth who are experiencing homelessness To be clear it s not necessary to collect and report youth data to FYSB directly It will be entered and collected into your HMIS and again de identified and reach FYSB that way but should be directly entered into HMIS Then data sharing within your continuum of care has been a big issue To be clear around sharing within the CoC written parental consent is required for youth who are under the age of 18 A parent must consent that this is allowable to share within the CoC Data can be entered but to share with other programs you need that parental consent Another key point written consent from youth for age 18 and older is also required and acceptable If they re 18 or older they can give that consent themselves to share Lastly again on data collection as men
30. tioned all new and open records as of October one last year 2014 new and open as of that date or since that date are required to be entered into HMIS and moving forward that s the case Basic center program or PCP in transitional living program PLP records cannot be submitted for anonymous youth There should be an identifier entered for those clients and again before that s uploaded to the repository through RHYPoint they will be de identified That gives us some background again around some important issues that we can always discuss further Now want to go through who it s important to work with in this larger process Your HMIS vendor is a key stake holder in this Again they are required to create the extraction tool and process unique to your HMIS tool and that will also include the functionality for de identifying The de identification creates a hash encryption which is technically an SA one hash encryption It s important that their up to speed That should be tested before you go to enter data and there should be no problems but if there is you should talk to your HMIS lead and make sure that s resolved Learning to Upload RHYMIS Data Page 5 of 15 Secondly you should be aligned with your HMIS in general around HMIS issues and your CoC Make sure coordination is happening Certainly the clients you are collecting data from They re the source of this data and need to be collecting it in a consistent way that respects privacy a
31. you entering data regularly Are you in contact with your HMIS leads Are you aware of data requirements for HMIS If you could just indicate yes or no to start us off I ll give you a moment Corey could we see those results please Okay a little less but still a good majority of folks are familiar and comfortable so that s great For those that are not again we ll be sensitive to that because we know I ve met with some great RHY grantees that are not engaged at all with their CoC and we ll be working with those folks as well Well thank you If we could go back to the slides Corey if could have control back Let s start off by look at what grantees are responsible for Let me run these down You re responsible for entering all data in to HMIS since October 1 2014 Those are any open records as of October first must be entered into HMIS or entered new October first or later should be enetered into your HMIS system You are responsible also for running the extraction That is extracting your RHY data from HMIS the process that we re going to go through now Which is a process that your HMIS vendor when you re working through your HMIS lead is responsible for creating You don t have to do that but you just have to run it That extraction process will also de identify client level records with a hash encryption that s been approved by HUD and HHS You re responsible for running that system You re responsible for checking data quality
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