2nd NYC CCoC HMIS Application Conference

1
2nd NYC CCoC HMIS Application Conference
NYC CCoC HMIS

• Monday, October 22, 2007
• 900 AM noon
• OR
• 100 PM 400 PM
• At MHRA

Presented by Tricia Ryan, NYC Department of
Homeless Services
2
NYC CCoC HMIS

• Agenda
• 900 915 Sign-in
• 915 1030 Welcome, Update on HMIS and Agency
  Requirements to Implement
• Tricia Ryan, HUD NOFA, HMIS and Grants Manage
• 1030 1045 BREAK
• 1045 1145 Presentation by Foothold
  Technology
• Plans to meet NYC HMIS implementation
• Training Plans
• Additional Questions Regarding Software
• 1145 - 1200 Final Discussion

3
Purpose of Todays Event
NYC CCoC HMIS

• To Kick-Off the NYC CCoC HMIS Project for
  providers who are in need of a software solution.
  
• To explain the NYC CCoC HMIS project and how
  providers can receive financial assistance to
  purchase software to meet NYC CCoC HMIS
  participation requirements.
• To formally introduce Foothold Technology, Inc as
  the recommended vendor for NYC CCoC Providers
  have them present their implementation schedule
  with question and answer period.
• To give agency specific tasks over the next
  several months in regards to HMIS
  responsibilities.

4
The NYC CCoC HMIS Project
NYC CCoC HMIS

• A brief history
• Grants Awarded in 2003 and 2006
• Status of contract with Softscape, the original
  vendor.
• HMIS Governance Committee Efforts over the summer
• Recommending Foothold Technology, Inc. Awards
  system

5
NYC CCoC HMIS Financial Assistance Programs
NYC CCoC HMIS

• NYC CCoC HMIS Software Financial Assistance
  Program
• NYC CCoC HMIS Report Server Financial Assistance
  Program for Configuration

6
NYC CCoC HMIS Software Financial Assistance
Program Summary
NYC CCoC HMIS

• 20,700 available to NYC CCoC providers who are
  in need of Software
• Assistance is conditional on providers meeting
  certain eligibility requirements and vendor
  meeting certain HMIS required elements.

7
NYC CCoC HMIS Software Financial Assistance
Program Payment Schedule
NYC CCoC HMIS

• 14,100 in start-up funds
• Monthly Financial Assistance of 1,000 for 6
  months beginning at 6 month.

8
NYC CCoC HMIS Software Financial Assistance
Program Software Financial Assistance Program
Rights and Responsibilities
NYC CCoC HMIS

• Agency will contract with a verified HMIS vendor
  and has 90 days from receipt of
  Acceptance/Eligibility letter into Software
  Financial Assistance program to submit copy of
  contract with vendor and request reimbursement of
  start-up funds.
• Upon receipt of start-up funds, agency can begin
  requesting monthly reimbursement 6 months from
  receipt of the Approval to Process Payment for
  Software Start-up Funds, reimbursement only
  occurs if agency is uploading data into the NYC
  CCoC HMIS Report Server.
• If at end of 8 months upon receipt of the
  Approval to Process Payment for Software
  Start-up Funds agency has not uploaded data in
  to the NYC CCoC HMIS Report Server, agency will
  no longer be eligible to receive NYC CCoC HMIS
  Software Financial Assistance, but will still be
  required to upload data into report server.
• If at end of 12 months upon receipt of the
  Approval to Process Payment for Software
  Start-up Funds, agency has not uploaded data
  into NYC CCoC HMIS Report Server, agency loses
  right to renew their HUD McKinney-Vento SHP, SC
  or SRO grants in the subsequent NOFA.
• NOTE The NYC CCoC HMIS Governance Committee and
  Steering Committee will make a decision in the
  fall of 2008 about continued funding for
  providers who meet the objectives of uploading
  data more than once, but does not upload data
  monthly.

9
NYC CCoC HMIS Software Financial Assistance
Program HMIS Verified Vendor
NYC CCoC HMIS

• Any vendor who collects all of the HMIS required
  data elements
• Any vendor who has an off-the shelf software
  system to purchase
• Any vendor who has the ability to upload the
  required HMIS data elements in the HMIS Report
  Server within the timeframe required by this
  process.
• The NYC Governance Committee is recommending
  Foothold Technology, Inc. Awards.
• They will detail their price plan later, in
  summary though the NYC CCoC program with Foothold
  includes
• 2 years of service individual contract
• 20 concurrent user names
• 20,700 covered by NYC CCoC Financial
  Assistance Program

10
NYC CCoC HMIS Software Financial Assistance
Program Enrollment and Eligibility Forms
NYC CCoC HMIS

• Must enroll or decline to enroll.
• Must sign and agree to Software Financial
  Assistance Program Rights and Responsibilities
• Must complete Eligibility Request

11
NYC CCoC HMIS Software Financial Assistance
Program Eligibility Requirements
NYC CCoC HMIS

• I am not enrolled in the HMIS Report Server
  financial assistance program.
• I have no existing case management system.
• My Existing software system is substandard, is
  not a case management system, does not cover all
  of my HUD Mc-Kinney-Vento funded programs.
• I wish to switch from my current vendor to a new
  vendor. My existing Case management system does
  not meet the requirements to upload data into the
  HMIS report server and/or does not collect the
  HMIS required elements, and vendor will not
  modify system to meet these requirements or other
  valid reason for wishing to leave current
  vendor.

12
NYC CCoC HMIS Software Financial Assistance
Program Eligibility Requirements - Note on
Switching vendors
NYC CCoC HMIS

• If provider wishes to switch from their
  existing case management system vendor that meets
  the criteria of collecting the HUD data and
  uploading to the HMIS report Server, approval for
  the HMIS Software financial assistance
  reimbursement will be made by the HMIS Governance
  Committee on a case-by-case basis. The priority
  for funding with the software financial
  assistance will be given to agencies that have no
  software system. Determinations on whether the
  financial assistance will be given for those
  wishing to switch vendors will be determined
  using the following criteria number of
  providers requesting a switch HMIS funds
  available providers existing vendor and reasons
  for leaving vendor and whether the new vendor
  meets the criteria of collecting the HMIS data
  elements and uploading to the HMIS Report Server.

13
NYC CCoC HMIS Software Financial Assistance
Program Start-Up Funds Guidelines
NYC CCoC HMIS

• Enrollment and Eligibility forms must be
  submitted between November 1, 2007 and January 1,
  2007 see handout.
• Executive Director signature required on
  Enrollment forms, these forms will be mailed via
  certified mail to each executive director.
• Enrollment and Eligibility Forms
• Must enroll or decline to enroll.

14
NYC CCoC HMIS Software Financial Assistance
Program Monthly Reimbursement Guidelines
NYC CCoC HMIS

• Monthly financial assistance Reimbursement
  Request is 6 months from receipt of approval to
  process payment for start-up funds.
• Provider has uploaded data into the NYC CCoC HMIS
  Report Server for the month they are requesting
  reimbursement.

15
NYC CCoC HMIS Report Server Financial Assistance
Program
NYC CCoC HMIS

• Payment
• Amount of Financial Assistance will be determined
  after enrollment of agencies into Software
  Assistance Program. It will be based on
  available funds and number of program requesting
  assistance.
• Rights and Responsibilities
• I will upload data to the NYC CCoC Report Server
  using the required HUD HMIS CSV specifications,
  within 60 days of February 1, 2008.
• Eligibility
• Agency Not enrolled in NYC HMIS Software
  Financial Assistance Program.
• Agency will provide proof of expenses for
  existing software, including configuration to
  meet specifications to collect HUD data, create
  CSV specification, and have successful upload to
  Report Server at time of request for
  reimbursement of NYC HMIS Report Server financial
  assistance.

16
NYC CCoC HMIS Report Server Processing of the
Financial Assistance
NYC CCoC HMIS

• MHRA Medical and Health Research Association of
  New York City.
• Grantee of NYC HMIS Grant
• All reimbursements processed by MHRA

17
NYC CCoC HMIS Report Server Processing of the
Financial Assistance
NYC CCoC HMIS

• The following is a list of the documents that you
  will become familiar with and will be used to
  process and verify all requests for reimbursement
  in NYC HMIS Financial Assistance Program.
• Enrollment Eligibilty Forms
• Enrollment and Eligibility Cover Page
• Enrollment and Eligibility Request Form for
  Software Financial Assistance Program
• Enrollment and Eligibility Request Form for NYC
  CCoc HMIS Report Server Financial Assistance
  Program
• Executive Director Enrollment into and
  Eligibility for NYC CCoC HMIS Software Financial
  Assistance Programs Form
• Executive Director Enrollment into and
  Eligibility for NYC CCoC HMIS Report Server
  Financial Assistance Program
• Acceptance Eligibiltiy Letters
• Acceptance / Eligibility Letter into NYC CCoC
  HMIS Software Financial Assistance Program Form
• Acceptance / Eligibility Letter into NYC CCoC
  HMIS Report Server Financial Assistance Program
  Form
• Receipt of Decline to Enroll in NYC CCoC HMIS
  Financial Assistance Program form (sent via
  certified mail)
• Request for reimbursements sent by Provider to
  DHS
• Software Start-up Funds
• Software Monthly Reimbursement
• HMIS Report Server
• Approval of to Process Payment sent by DHS to
  MHRA cc to Provider
• Software Start-up Funds
• Software Monthly Reimbursement
• HMIS Report Server

18
NYC CCoC HMIS Timeline
NYC CCoC HMIS

• Beginning November 1, 2007 to January 1, 2007
  Providers will enroll and request eligibility for
  one of the two financial assistance programs.
• To meet HUD Coverage Requirements in the next
  NOFA (March to June 2008) NYC CCoC HMIS
  Governance Committee would like achieve optimal
  participation in both programs.
• By uploading data beginning February 1, 2008, we
  will definitely improve our Exhibit 1 score in
  HMIS.
• Your participation in this process is essential
  to NYC CCoC meeting these goals.
• Beginning Monday October 29, 2007 go to
  www.nychomeless.com HMIS link for all documents
  and updates for this process.

19
Questions
NYC CCoC HMIS

• Regarding eligibility and enrollment and payment
  processing
• Department of Homeless Services
• Regarding Foothold technology software and
  contracting
• www.nychomeless.com HMIS link