HMIS Meeting Materials: Sept. 8, 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: Sept. 8, 2025 at 10 a.m.

1. Approve minutes from meeting on 8-11-25. 
2. WellSky – FY2026 Data Standards Updates Completed 
• OHCS & CoCs to work on FY2026 updates training sessions 
3. Proposal & Vote: Decision around changing WellSky Community Services client data entry workflows 
4. HMIS Vendor Search Listening Sessions Review
5. CE Diagram Mapping 
• CoCs 
• Tribal Nations
• Announcements/Updates

Meeting Minutes

Minutes from previous meeting (Aug. 11, 2025) were approved and seconded.

WellSky – FY2026 Data Standards Updates Completed

• CoCs to work on FY2026 updates training sessions 
• New data element 4.21 Sex added to HMIS Client Profile tab (not in entry/exit). 
• OHCS will require 4.21 Sex for federally funded projects – CoC, ESG, CSBG, and HTBRA. 
• VOTE: Consensus reached that all four CoCs will collect 4.21 Sex data element for all clients to ensure consistency and reduce confusion. 
• OR-502, OR-503, OR-504, and OR-505 reps – voted yes. 
• Effective date for 4.21 Sex data collection: October 1, 2025. 
• All end users will continue to collect gender. 

Proposal and Vote: Decision around changing WellSky Community Services client data entry workflows

• Proposal to shift data entry workflow to begin with Client Profile tab (removing DOB, race, gender from assessments). 
• Concerns raised about reporting impacts and duplicate entries. 
• This vote was put on hold until more research can be done on where the 4.21 Sex data element can be collected (client profile tab/assessments) and how it will affect reporting. No vote taken. 

HMIS Vendor Search Listening Sessions Review

• Listening Sessions are complete, and OHCS is transitioning into the mapping process and vendor search phase. 
• Angela Mullins shared summary notes from the Listening Sessions, and the notes will be distributed via email. 
  
• Listening Session attendance numbers: Aug. 8, 2025 had 47 participants Aug. 15, 2025 had 31 participants.

CE Diagram Mapping

• CoCs: ongoing meetings with the CoCs to document their coordinated entry workflows. OR-505 is next in line for review. 
• Tribal Nations: next phase involves outreach to Tribal Nations to understand their housing workflows. Currently, not all Tribal Nations are engaged in HMIS, and the hope is to encourage broader participation.

Announcements/Updates

• OR-503 will not be present at the next Quad Squad meeting because Oct. 13 is Indigenous Peoples Day. The CoC representation agency will be closed. 
• Rochelle Hamilton shared that the OR-505 CoC confirmed that Rochelle can continue as Chair of the committee. 
• Rochelle Hamilton will be out of office for a period of time but may attend Oct. meetings remotely if necessary.
  
• Next meeting is Oct. 13, 2025 at 10 a.m.
  

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