HMIS Upgrade Updates

Dear HMIS and CoC Partners,

I know so many of you are and have been working diligently over the last several weeks in direct response to urgent and emerging needs in our homeless communities surrounding the Coronavirus pandemic and your local response. Thank you for all you are doing in the field – I pray that you remain healthy and safe while you are actively working to serve our most vulnerable in PA.

I want to provide you with a short update on where DCED and our partners at Eccovia/ClientTrack are in the upgrade and transition to the new HMIS-ClientTrack.19 to meet HUD’s required coordinated entry data standards. As many of you are likely aware, as a result of the current situation, HUD has extended the deadline for the CES transition from April 1, 2020 to October 1, 2020. While this offered a small amount of breathing room in our upgrade, it has not slowed the activity we are undertaking with Eccovia, because we know how critical some of these upgrades will be to your continued success in utilizing the system locally and becoming confident with the new screens and tools available.

At this time, the tentative plan is to upgrade ClientTrack on or about May 1, 2020. We will be working with our team and CES managers to finalize the HMIS Security Protocols, participate in administrator training at the DCED level and begin a “Train the Trainer” series that will end with direct service providers who use ClientTrack to receive training before the launch.

We are coordinating with Eccovia to provide training dates in mid-late April. Please know that we are mindful of the fluid situation that many of our users are experiencing in the field and we will do our best to be sensitive to that during the training period.

During this extended implementation time-period we have also extended the ability of our ESG subgrantees to submit invoices in HMIS. We will provide notification to subgrantees when the processing of ESG invoices in HMIS will need to be suspended as a result of the upgrade.

Our team is reviewing these timetables weekly and will be sure to keep you informed as we move forward.

Thank you again for your amazing support and for all that you are doing in our communities every day.

All my best to you for continued health and safety.

Kathy Possinger

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