HMIS Meeting Materials: Aug. 11, 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: Aug. 11, 2025 at 10 a.m.

1. Approve minutes from meeting on 7-14-25. 
2. Exiting Inactive Agencies in HMIS Discussion 
3. HMIS Vendor Search Listening Sessions 
   
4. Announcements/Updates 
   

Next Oregon Multi-CoC (OMC) HMIS Governance Committee Meeting: Sept. 8 at 10 a.m. Please email Angela Mullins, OMC HMIS Administrator with questions: OHCS.HMISHelp@hcs.oregon.gov.

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

 Exiting Inactive Agencies in HMIS Discussion

System Transition Preparation

• This topic stems from a need to clean up the current system before migrating to a new one
• The goal is to avoid carrying over outdated data
• Archiving will be preferred over deletion to preserve historical records
  

Inactive Agencies & Projects

• Data quality issues:
• Some agencies/projects are marked as inactive (e.g. labeled“ZZZ”) but lack complete closure details
•  Missing fields include operating end date, grant enddates, CoC code end date
• Importance of closure/retirement:
• Prevents outdated data from appearing in reports
• Ensures clients aren’t mistakenly associated with inactive projects
  
• Support offered:
• OHCS HSD P&E Team is available for documentation or one-on-one assistance
• OHCS may follow up in the future to help clarify or fix anyremaining data problems

HMIS Vendor Search Listening Sessions

• Update on Aug. 6 Listening Session:
• 52 registered - estimated 45 attendees
• Participants were encouraged to share their thoughts and system needs
• Submissions welcomed via email or during the session
• All forms of input – verbal or written – are valued and supported
• OR-503 praised the platform’s welcoming atmosphere, felt it was easy to share ideas, and appreciated learning from peers across the state
• Next Listening Session - Aug. 14; 3 p.m.
  
• The registration link was sent to all of the CoC HMIS Leads for disbursement and also posted to the OMC WellSky Community Services System News
• Questions?

OHCS Procurement Diagramming Processe

• Angela Mullins is working with the OHCS HMIS Solutions Workgroup to diagram various workflows
• Each of the four CoCs has its own coordinated entry process, which needs to be visually documented
• The purpose is to understand operational differences and to assess vendor compatibility during demos
• Beyond CE, we will be identifying program areas for diagramming such as CAA specific processes, outreach, and shelter workflows
• The goal is to capture any non-standard or unique processes to ensure full understanding before vendor selection
  
• OHCS has already met with the OR-504 CoC HMIS Lead, David Peak, and will continue meeting with CoCs and program leads to document workflows

• FY2026 HUD Data Standards Changes
• WellSky Sandbox by September 2025 
• FY2026 HUD Data Standards go into effect on October 1, 2025 
• WellSky is expected to provide a sandbox environment in September for previewing the updated data standards 
• OHCS HMIS team will meet with OMC HMIS Leads to discuss assessment updates 
• A meeting with CoC HMIS Leads is planned later this week to discuss assessment updates and implementation strategies for the new standards 
• Reports due on or around October 1st (e.g. ESG, SSVF) may still require FY2024 HUD Data Standards 
• Recommendations are to submit reports early to avoid conflicts or delays and to stay in close communication with CoC HMIS Leads for guidance
• Next Quad Squad Meeting – Sept. 8, 2025 at 10 a.m.

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