HMIS Meeting Materials: May 12, 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: May 12, 2025 at 10 a.m.

1. Approve minutes from meeting on 4-14-25. 
   
2. Sharing Data – Continued conversation
3. Moving to a new HMIS system
4. WellSky Community Services Training Summit 2025
   
5. Announcements/Updates
1. HUD’s Homelessness Data Exchange (HDX) 2.0 web portal will open on Tuesday, May 13, 2025 for Continuums of Care (CoCs) to submit their 2025 Housing Inventory Count (HIC) and Point-in-Time (PIT) count data.
2. Data must be submitted via the HDX 2.0 by Friday, June 13, 2025 at 8 p.m. Eastern Time.

Next Oregon Multi-CoC (OMC) HMIS Governance Committee Meeting: June 9 a.m. Please email OMC Secretary Jade Maharrey with questions: OHCS.HMISHelp@hcs.oregon.gov.

Minutes from previous meeting (April 14) were approved and seconded.

Sharing Data - Continued conversation

• • Concerns were raised regarding the accuracy of tracking data when merging across CoCs
  • Emphasis was placed on ensuring consistency in monitoring changes to maintain data integrity.
• HUD Reporting Across CoCs
• Uncertainty remains about how merged data affects HUD-related reports across different CoCs.
• Angela Mullins clarified that HUD reports are tied to the data element of 3.16 Enrollment CoC where the client is enrolled at the time of project entry
• Guidelines for Income Tracking
• The need to establish clear, standardized income tracking procedures was discussed.
• Consistent training materials must be developed to ensure uniform data entry practices across agencies.
  
• Modifying Existing Data and Collaboration Challenges
• Concerns were addressed regarding modifying existing data entered by other agencies.
• Strategies to improve inter-agency collaboration and reduce data discrepancies were identified as needed.
• Data Sharing Policies and Standardized Communication
• A review of current participant-facing documents regarding datasharing policies is necessary.
• Standardized language should be developed to clearly communicate the benefits of shared data for service coordination and collaboration.
• Demonstration of Global Data Visibility
• Angela Mullins provided a demonstration of global visibility for a training client record within the WellSky training site.
• Future System Implementation Considerations
• The group reached a consensus to wait until a new vendor is selected before implementing global visibility.
  

Moving to a new HMIS system

Contract Expiration & Procurement Process

• The current OHCS HMIS contract is set to expire in September 2026.
• Due to Oregon procurement laws, in order to continue hosting an HMIS, a competitive bid process must be conducted to select a vendor.
• This procurement process will be the main focus over the next 6 to 8 months. The hope is to have a vendor selected by February 2026.

Data Migration & System Readiness

• Concerns raised about the feasibility of completing all data migration, testing, and validation before the contract ends.
• A realistic interim task could be cleaning up duplicate records to streamline migration

WellSky Community Services Training Summit 2025

• June 3 – 5, 2025 – Overland Park, KS
• Virtual or in-person

Announcements/Updates

• HUD’s Homelessness Data Exchange (HDX) 2.0 web portal will open on Tuesday, May 13, 2025 for Continuums of Care (CoCs) to submit their 2025 Housing Inventory Count (HIC) and Point-in-Time (PIT) count data.
• The 2025 HIC and PIT count data must be submitted via the HDX 2.0 by Friday, June 13, 2025 at 8:00 PM Eastern Time.
• PSU Data/Statewide Data Governance – Erik Nelson, OHCS
• HIC/PIT Information Submission to PSU
• PSU conducts annual analysis and reports on both PIT and HIC numbers.
• Participants will receive an email tomorrow (5/13) from Erik Nelson (OHCS) with instructions on data submission.
• Data Submission & Funding Considerations
• PIT data influences funding formulas, which are crucial for allocation.
• The upcoming biennium requires completed funding formulas for appropriate resource allocation.
• Submitting data as soon as possible ensures timely funding assessments.
• Statewide Data Governance Committee (name subject to change)
• Second meeting scheduled for Friday, May 16, 2025.
• Discussion topics include charter development and progress on a data use agreement.
• Aim to provide CoC Leadership and HMIS Administrators with a platform for collaborative decision-making.
• Challenges addressed include discrepancies in data communication, need for cohesive messaging and collaboration across organizations, and impact on statewide policy and funding discussions.
• Goal is to ensure data consistency and reliability when presented to state officials and the public.

Next meeting is on June 9, 2025 at 10 a.m.

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