HMIS Meeting Materials: July 14, 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: July 14, 2025 at 10 a.m.

Approve minutes from meeting on 6-9-25
CoC Input on Vendor Search – Listening Sessions Planning; Objective: Gather community input to inform the vendor selection process for the new system
Listening Session Schedule: Wednesday, Aug. 6th, at 11 a.m.; Thursday, Aug. 14 at 3 p.m.; Invitations will be sent separately from regular Quad Squad meeting emails; CoC HMIS Leads will be responsible for distributing invites within their regions.
Discussion Questions: What capabilities do we want in the new system? What limitations exist in our current system?
Announcements/Updates: Update on HUD FY26 Data Element 4.21 - Sex; OMC HMIS Help Desk – Reporting help requests update

Next Oregon Multi-CoC (OMC) HMIS Governance Committee Meeting: Aug. 11 at 10 a.m. Please email OMC Secretary Jade Maharrey with questions: OHCS.HMISHelp@hcs.oregon.gov.

Meeting Minutes

Minutes from previous meeting (6/9/25) were approved and seconded.

CoC Input on Vendor Search – Listening Sessions Planning

Listening Session Dates: Aug. 6 at 11 a.m. and Aug. 14 at 3 p.m.
Sessions will be held as webinars (like the Quad Squad structure)

Webinar links sent to CoC HMIS leads to distribute
Jade Maharrey will send the webinars links to the Tribal Nations

Feedback themes to consider:

Desired capabilities of the new HMIS system
Limitations of the current system
Long-term needs and vision
Importance of thorough evaluation and multiple user reviews

Announcements/Updates

Update on HUD FY26 Data Element 4.21 – Sex:

OHCS Guidance Pending: No official announcement yet from OHCS regarding mandatory inclusion of “sex” in data requirements for OHCS funding
Gender Data Considerations: While HUD-related programs require “sex,” many stakeholders have expressed continued interest in collecting gender data
Assessment Updates:

All CoCs need to review and plan updates to their assessments
Goal is to complete updates by Oct. 1 to align with anticipated HUD requirements

OMC HMIS Help Desk – Reporting help requests update

Clearer fields for describing report purpose
Upload option for contractual reporting documents
dentification of existing assessments to support accurate mapping
Guidance prompts to detail desired outcomes, time periods, groupings, and report layouts
Ability to list staff contacts if agency/CoC input is needed

WellSky SAP BO – Would this reporting tool be carried forward to new HMIS vendor?

SAP BO would not be carried forward with a new vendor
Any selected vendor will have its own propriety reporting system
Some participants expressed dissatisfaction with potential changes to reporting tools

New Oregon CoC Update – Cory Hackstedt

Uncertain outlook for program success given current federal funding conditions
The project is entering a phase where buy-in is needed from local entities regarding financial contributions from partner communities to support the CoC

OR-505 Quad Squad Representation Update – Rochelle Hamilton

.Rochelle shared that there may be a change in CoC meeting leadership, as they are no longer servicing as board chair for the Oregon Community Continuum of Care (OC3) Executive Committee
A new individual has taken over the OC3 Executive Committee chair position this year, and Rochelle will speak with CoC governance about CoC representation at the Quad Squad
The Quad Squad Chairperson is a voted position, and a formal vote may be necessary to confirm ongoing leadership
Jade Maharrey will follow-up with Rochelle with Quad Squad By-laws information regarding changes to administrative positions

Next Quad Squad Meeting – Aug. 11, 2025 at 10 a.m.

Questions?

Please call OMC HMIS Administrator, OHCS Angela Mullins at 503-400-1354 or email angela.mullins@hcs.oregon.gov.