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Oregon Housing and Community Services

HMIS Meeting Materials Jan. 13, 2025

This is a monthly meeting convened by the Oregon Multi-CoC (OMC) HMIS Governance Committee for the purpose of assisting the administrator (OHCS) in communicating information and developing site protocols for planning and design that impact the OMC HMIS site. Participating Continuums of Care (CoC) include OR-502, OR-503, OR-504, and OR-505.

Meeting Agenda: Jan. 13, 2025 at 10 a.m.

  1. Approve minutes from meeting on Dec. 9, 2024.
  2. Vote: New Quad Squad Chairperson Nomination and approval
  3. ICF Contract with OHCS
    1. ICF contract and how they are assisting OHCS
  4. FY 2027 HMIS Data Standards Community Feedback to HUD
    1. Facilitator’s Guide: Getting Feedback about the FY 2027
    2. Please submit all proposed changes by May 31, 2025. You can submit proposed changes through the HMIS Data Standards Change form or via email at HMIS@hud.gov.
  5. LSA Feedback
    1. Submission deadline: Thursday, 1/9/2025
    2. AI Note-taker Policy - OHCS
  6. Announcements/Updates
    1. NHSDC (Spring 2025) – April 28 – 30 (New Orleans, LA)
    2. OMC HMIS Help Desk / OMC HMIS Learning Library Information

Next Oregon Multi-CoC (OMC) HMIS Governance Committee Meeting: Feb. 10 at 10 a.m. Register here. Please email OMC Secretary Jade Maharrey with questions: OHCS.HMISHelp@hcs.oregon.gov.

Meeting Minutes

Minutes from previous meeting (Dec. 9, 2024) were approved and seconded.

Vote: New Quad Squad Chairperson Nomination and approval

  • Rochelle Hamilton was nominated and approved for another term as chairperson. OR-502, OR-503, OR-504, and OR-505 reps – voted yes

ICF Contract with OHCS

  • Mark McComas introduced Danielle Robadey and Zach Ehmann from ICF
  • Danielle and Zach will be working with the OHCS P&E team on HMIS administration resources/documents, governance documents, and data quality plans for the HMIS site.

FY 2027 HMIS Data Standards Community Feedback to HUD

  • FY 2027 HMIS Data Standards Community Feedback to HUD
  • Facilitator’s Guide: Getting Feedback about the FY 2027
  • Please submit all proposed changes by May 31, 2025. You can submit proposed changes through the HMIS Data Standards Change form or via email at HMIS@hud.gov

  • LSA Feedback

    • Submission deadline: Thursday, 1/9/2025
    • No LSA feedback was offered at this time.

    AI Note-taker Policy - OHCS

    • OHCS is currently working on an agency policy on the use of AI on or with state devices. Until the policy is fully formulated and approved, OHCS is excluding AI note-takers from all meetings for security reasons.
    • For HMIS meetings, the OHCS HMIS team needs grantees to turn off their AI note-takers during check-ins and other meetings. The reason being that the live site is often shared in the meeting for troubleshooting questions and running reports. This means that AI note-takers are getting screenshots of live data and then emailing the information to attendees. Email is not a secure transmission method for HMIS data.
    • If you need assistance or have questions on this, please contact the OHCS HMIS team for more information.

    Announcements/Updates

    • NHSDC (Spring 2025) – April 28 – 30 (New Orleans, LA)
      • Make sure you are registering and booking hotels as soon as you can – hotels will fill up quickly due to the Jazz Festival occurring at the same time
    • OMC HMIS Help Desk / OMC HMIS Learning Library Information
      • The updated learning library page was shared in the meeting so attendees could see the changes.
      • For future resource additions, the OHCS HMIS team will post a news alert in HMIS with a link to let people know when a new guide/resource is available.

    Next Meeting – Feb. 10, 2025 at 10 a.m.