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Oregon Housing and Community Services

HMIS Meeting Materials Nov. 10, 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: Nov. 10, 2025 at 10 a.m.

  1. Approve minutes from meeting on Oct. 13, 2025
  2. HUD Exchange Open for LSA
    1. Starting Monday, Nov. 10, 2025
    2. New FY2026 terminology – “AIR
      1. “Active in Residence”
  3. New Vice Chairperson
    1. Nominations
    2. Vote scheduled for Dec. 8, 2025 meeting
  4. Announcements/Updates
    1. New System Query Report
      1. OHCS System Query v3.0, Biennium 25-27 1.
        1. Click path: omc_live_folder - OMC Standard Reports

Next Oregon Multi-CoC (OMC) HMIS Governance Committee Meeting: Dec. 8, 2025 at 10 a.m. 

Please email Jade Maharrey, OMC Quad Squad Secretary, OHCS with questions: OHCS.HMISHelp@hcs.oregon.gov.

Meeting Minutes

Minutes from previous meeting (Oct. 13) were approved and seconded.

HUD Exchange Open for LSA

  • Starting Monday, 11/10/25
  • New FY2026 terminology - "AIR"
    • "Active in Residence"
      • Clients must stay overnight to be included in a bed night count.
      • For emergency shelters, if a client enters after midnight, adjust the entry date through the "Midnight Check In" button to the previous day to include the participant in the overnight bed night count.

Review Emergency Shelter late check in process

  • Angela Mullins demonstrated how to adjust entry times for night-by-night shelters to ensure accurate reporting.
    • Users can select "Midnight Check In" under Shelter module to change the time of entry to 11:59:59 PM on the previous day.
  • 4.21 Sex field
    • Users must also ensure that client's sex information is entered during shelter intake. This field must be updated in the client profile, as it may not appear directly in the shelter entry screen.

Community Services Update 5.17.01

  • The sex field is now fixed on the client search page whether “Display Client Demographics During Client Search” is on or not.
  • A new Personal ID field is available (auto-generated, not editable) on the client search page and under the client profile.
    • The Personal ID helps identify clients across different agencies and CoCs.

New Vice Chairperson

  • Nominations
    • Nominations are open. Send them to Jade Maharrey or the OMC HMIS Help Desk email.
    • Vote scheduled for Dec. 8, 2025 meeting 

Announcements/Updates

  • New System Query Report
    • OHCS System Query v3.0, Biennium 25-27
      • Click path: omc_live_folder -> OMC Standard Reports
        • Mostly formatting changes: questions should go to the OMC HMIS Help Desk.
  • Data Quality & Reporting
    • Bobby Christensen asked about adding the county field elements to the CSV Hashed Report when uploading it to EVA.
      • Workarounds suggested using Excel and existing reports, such as the CE APR.
      • Concerns raised about EVA not filtering by project type.
      • Open-source improvements to EVA are being explored by OR-505.
  • Support During LSA Season
    • Angela Mullins offered to hold weekly office hours to support CoC teams with LSA reporting.
  • Next meeting is on Dec. 8, 2025 at 10 a.m. Register for the next meeting.

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