WEBVTT

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Joe, HIFIS,

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Shaquan, and welcome to today's

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COP call. My name is Florian, pronouns,

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she, they. I'm the data adviser with the Canadian Alliance to End Homelessness Built for 0 Team.

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Today's call will be about moving your Excel by nameless to HIFIS.

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So we will begin with a land acknowledgment, and I encourage you all to put your own land acknowledgment in the chat.

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Also introduce yourself, say hello.

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So the Canadian Alliance to End Homelessness is committed to equity, dignity,

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justice, and belonging.

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We recognize the historic and ongoing

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impacts of

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and are committed to the decolonization

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of systems and ongoing reconciliation.

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I respectfully acknowledge that I reside on the traditional territory of the Kanawhaaga Nation in Djoekaake,

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colonial colonially known as Montreal.

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It has long served as a as a site of meeting and exchange among many First Nations, including the Kanien'keha

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of the Haudenosaunee Confederacy,

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Huron Wendat,

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Abenaki, and Anishinaabe.

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So for our agenda, here's our agenda for today.

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Super thrilled to have Ali Ryder from ACRE Consulting along with Sarah Lagasse

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from Kingston and Shannon Forward from Simcoe County with us today to share their lessons and, lessons learned, tips and tricks.

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So most of today will be spent on, peer sharing and questions, which we'll get to at the end.

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We also have a few folks from the HIFEST, from HIFEST National on the line to listen in, chime in, and answer questions.

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Oh, oops.

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So just a few,

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housekeeping meet housekeeping,

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bullet points.

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Today's meeting is being recorded. The recording and PDF will be linked on the BFC,

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site, later on, and I'll show you how to get there.

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Please use the chat for, for questions during the presentation.

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Once we get to the q and a period at the end, I'll be going back through it to see what we can answer also.

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So real quick, where to find,

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our COP calls? You can find the recordings for all of them on our BFC website.

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If you click on resources

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at the top

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and select the by nameless menu,

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next, you'll be able to go to,

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10 steps to create and use a by nameless, which will open up all of our COP recordings that you can watch along with just viewing the, the PDFs.

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And this is what, that page looks like, for example, so that you can click on anything you need,

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and they're all here.

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Awesome. And then, of course, we also have the,

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the new COP calls for 23, 24 listed at the bottom.

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And the upcoming ones,

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really soon, January 12th, is going to be challenges opportunities

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for small

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rural northern areas.

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February

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9th, we're gonna dig into improving data integrity.

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And on March 8th, we're gonna be talking about, correction systems partnerships.

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I also encourage everyone to sign up to our BFZ newsletter if you haven't already.

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This is where you'll be able to hear more about other resources

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and tools,

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any news you might have missed out on, reminders, community examples, and more.

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And, we also encourage,

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community partners to sign up on, on the newsletter as a way to, educate and engage.

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Awesome.

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So let's get into a brief HIFIS history. We're getting close to a 25 years of, HIFUS being around.

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My 1st year of working in a service provider, we were still on version 3.8.

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I'd love to see what, what version everyone else has, like, started with.

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Like, what versions have you seen or used? Just put it in the chat while I go over the timeline.

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So in 1999,

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HIFIS one started as an internal desktop application to collect data for the government of Canada.

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In 2002, it was still an internal desktop application with some more, functionalities.

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HIFIS 3 2,006,

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still desktop, but it was more, driven by communities than before.

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Then in 2015,

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HIFIS, HIFUS 4 was the web launch which helped to support coordinated access.

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And I wanna give a quick shout out to some of the first communities to implement,

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HIFUS 4 like Kingston

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and Chatham Kent. Oh, I'm

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seeing something in that shot.

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Marie, do you wanna come off mute really quick? I can Oh. Really, really quick.

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Oh, yeah.

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Just to Ali, when we get there, she was just asking if you'll flip the slides for Oh, absolutely.

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I didn't mean to interrupt. It was just with IChat. It's okay. I just thought it's perfect. Yes.

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I will flip, the slides for you.

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And, yeah, I was just, giving a shout out to the first communities to launch,

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the HIFIS 4, web application,

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Kingston

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and, Kingston and Chatham Kent.

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And then in 2019 is when the reaching home directive said that you need to implement coordinated access

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and HIFIS or a previously approved HIFIS.

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Then in 2020 is when the coordinated access module and unique identifiers were added

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with version 59 making it possible to get, data used for binamineless.

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So another shout out here to, Peterborough and Niagara who ACRE both pulling quality binameless data from HIFIS before this milestone.

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Then in 2021,

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Ontario communities had, the requirement to implement

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their,

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by name was 2 with a

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9 month timeline

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and,

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that was often only possible to get us started on Excel.

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And there are benefits to starting there, was easier and more accessible,

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a way to get started immediately an interim approach really until,

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until you could switch over to HIFIS of course.

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And in 2022 is when we saw improvements to the coordinated access module.

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So lots of communities have been working from, an excel by name list from a long time back in the 20,000 homes campaign.

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Some of the first, quality by Nameless were confirmed in 2017.

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So by 2022,

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several communities were relying on HIFIS for their by Nameless like Chatham Kent, Brantford, London, and Waterloo.

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But many communities didn't yet have the infrastructure to, to implement,

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from HIFUS, etcetera.

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And reaching home directives and funding really helped, a lot of folks get there.

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And in the meantime, it's been a lot of learning. And now we're at 2023

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where we had, the the big update from, 59 to 60, which includes some major enhancements.

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And in 2024,

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what we're expecting is some updated directives clarifications

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on the expected use of HIFIS to collect by nameless data for reaching home communities.

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And on our

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build for 0 website, we also have a space where you can find more information that we've tried to do as a one stop shop, of course.

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And, again, you can get there by going to our website,

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clicking on resources,

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selecting by name list,

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and oops. And next,

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opening the homelessness individuals and family information menu.

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You'll also see that right underneath, we have a menu for sample by nameless excel workbooks,

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which, of course, is like a good a good starting point and as an interim approach.

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And now I'm gonna go ahead and pass it off to Ali to talk about it moving from Excel to HIFIS.

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Thanks, Florian. Okay. Just making sure I'm not on mute. Okay.

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So I just wanted to give a quick introduction to myself.

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So my name is Allie Ryder with ACRE Consulting,

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and I have worked with

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nearly every community across Canada that is using HIFIS in some respect.

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I'm just an independent consultant, but I do a lot of work with,

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Built for Xero. So thanks so much for having me here.

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One of the things that I've helped a lot of communities with is developing

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a prioritization list that will pull out the specific data points,

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that you would want to have on your b and l for prioritizing people.

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So this is an area that I have lots and lots of experience with.

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Please,

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go ahead, Florian. Next slide.

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So the first place that I wanted to start

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is that,

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the shift from if you have a by name list in Excel

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to a by name list in HIFIS requires you to sort of change your mindset.

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It's not a one to one,

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change. You you need to fundamentally

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think about some things in a different way. Next slide, please.

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So to begin with, I wanna go over this graphic who many of you have probably seen before.

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I borrowed it from the reaching home coordinated access guide.

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And I'm not gonna go through all of the different tiers, but the important part that I wanted to convey

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is there isn't just one list.

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You have an

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the universe of everyone who is who is homeless in your community.

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And then within that, there's people that you know about, and then there's also people you don't know about.

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And then within the people that you know about, there's those who have Consulting,

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and and then there's those who are document ready, and there's just kind of lots of different layers.

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And one of the things that is different about HIFIS versus an Excel

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it kind of makes it feel like you just have one list.

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Whereas in HyFis, you have more data, and so you

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are able to,

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use a little bit more nuance.

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You can apply different filters to say, I'd like to filter down just to see the top 10 clients who are veterans who would be eligible for this particular housing unit that could move in tomorrow.

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So you have,

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a little bit more sort of flexibility, but that's because there's more data.

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So let's move on to the next slide, please.

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So

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one of the questions that often gets asked is, you know, who's on my list?

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Well, in in Excel, it's very difficult for you to say what the difference is between who's on that level 2, level 3, or level 4 lists.

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But in HIFUS, what you're doing is you're going to apply filters,

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from the master list of all clients who are in Hyfus to get different numbers according to your needs.

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So if you wanted to ask a a

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straightforward

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question, is my client on the list?

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The answer might be in Excel, yes or no.

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But in HIFIS, it might be it depends on which list we're talking about.

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So if you if you had a data need where you wanted to know, say, how many people are homeless,

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then you might count the number of people who have a homeless

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housing status

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and who are active.

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So those are the people that you know to be homeless right now, but that doesn't factor in consent or whether they're document ready.

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And so maybe a different question that you might ask is, who are our top ten

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highest priorities?

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In which case, you're gonna apply more filters.

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You wanna see who's currently homeless and active with consent.

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Maybe you wanna filter to only show the heads of the household, so you're not gonna be offering a unit to a child.

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You might wanna look at their assessment scores, people who've had an assessment,

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people who are chronically homeless because they're our highest priority,

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and so on.

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So depending on what your exact question is, there might be different answers.

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Next slide, please.

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Now the reason for that is there's simply more data, and so this is why I encourage everyone to change your mindset of just how you think about what is the list.

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So in Excel, you have just a spreadsheet, and you can think about that as being flat.

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Each column that you have,

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each cell, each row can only really contain one value.

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But HIFIS has an entire database, so it's very common in, if you have an Excel binding list to have a column that says what date were they added to the binding list.

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But when you move to a HYFUS world,

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then there's no direct

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correlation of exactly what that field might be.

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Instead, you could define that as, well, I'd like to see the dates the client file was created

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or perhaps the date they first became homeless or perhaps the date that they first signed

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Consulting to be put on the binding list or perhaps the date that they first started receiving services.

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So those are all different fields that you could pull out depending on what your needs are.

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Similarly,

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a lot of spreadsheets will say which organization referred them to the list.

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Well, in HIFIS, you're not exactly referring someone to the list.

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So instead, you might ask, which service providers are serving the client?

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Which shelters have they stayed at? And it could be more than one.

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Which drop in centers have they visited? Do they have a case manager?

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Which outreach teams have encountered them?

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And instead of having a date that they first became homeless and then counting up, saying it's 6 months ACRE, now they're chronically homeless,

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HIFIS will track,

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dynamically the time spent homeless.

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Every time you book them into a shelter, every time you book them out, it starts Consulting, and then it stops Consulting,

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if you have data about that they've been living at this particular encampment.

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So there's just more data. Next slide, please.

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So one of the things that you will need to do as you switch from Excel to HIFIS is to change some of your practices.

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In Excel, you would often have a staff emailing a coordinator to say, my client, Florian,

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can you please add her to the by name list? I just got her consent. I filled out the intake form.

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But in,

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HIFIS, instead, the same staff might just complete their normal daily work activities.

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They might do an intake in HIFIS and record that they provided consent.

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They don't need to email the coordinator anymore,

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and that

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doing their normal daily work activities would kill 2 birds with 1 stone as it were.

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That would also be able for them to satisfy end of your reporting requirements and also figure out who's on the binding list.

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So,

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in Excel, you might have to manually say, oh, I added them to the list on Thursday.

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But in HIFIS, the software should know and calculate all of the relevant milestone dates as long as you're using it for your regular

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daily work.

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And in Excel, you might have a coordinator

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that spends a lot of time reading emails and updating the list and taking people off and saying, hey.

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What's the last time we heard from from Robin?

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Is she still active?

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And that might be the case when you're working from an Excel by name list. But in HIFIS,

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then what you're more likely to be doing is

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generating a list, pulling data out of HIFIS, and saying, I'm not sure if that's right.

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Let me just go verify to see if this seems okay, or maybe there's some missing data here.

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Has this client's

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assessment been added,

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to HIFIS yet?

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So you would spend some time ensuring data completeness in HyFis.

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Alright. Next slide, please. Okay. So we're gonna be talking about making the switch now. Go ahead.

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So you have sort of 3 big needs that I'm gonna go through.

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The first one is moving from a binamelist in Excel to a binamelist in HIFIS. You're going to need

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the ability to identify your highest priority clients. And,

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so if you thought back to that

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concentric circles model that I showed on a previous slide, then we're talking about our top level.

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A small filtered view of our clients to determine who is the highest priority that we can house tomorrow.

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Now the easy way for you to do this in HIFIS is to simply use the built in coordinated access module.

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You have the option to export that data to Excel,

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And then in Excel, you can, like, apply some filters.

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So that's the easy option that requires you to do, like, no extra work to get that set up.

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But an advanced version that many communities do is to build a custom report

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that pulls exactly these specific fields and then scores or weights various factors and ranks clients automatically based off of your weights and scoring.

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And then you would still probably export that to Excel and for sort and filter, but it would be a little bit more like,

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let's filter to just show veterans,

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who's our highest priority veteran.

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Alright. Next slide.

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One thing that you don't need to do with this particular

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prioritization

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data need is to count the number of people on this list. It really doesn't know

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how many people

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sorry.

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It really doesn't matter how many people are the highest priority, whether you have 3 people who you all want to house tomorrow or 10.

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So for this particular purpose, we're not gonna be counting the number of people.

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And this is once again a bit of that mind shift,

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yeah, mind shift.

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So

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when previously, you might just have one document that you could use for prioritizing and also counting the number of people on it.

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These are slightly different,

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requirements that you have here.

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The other thing that you don't need to do is to prioritize

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clients. So put anyone on this report or on this list

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who are housed or inactive or children or in jail. Basically,

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for this particular

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requirements that you have, you just want to

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include people that you could

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offer housing to,

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like, tomorrow. You would not offer housing to a 4 year old child.

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You would not offer housing to someone who's currently in jail because they couldn't accept it.

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So let's go on to our second requirement.

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Next slide. K. Thanks.

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So you also need to know how many people are homeless, but that's a different requirement from who's our highest priority.

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And you also,

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related, want to see if this is changing over time.

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And

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the way that you do that is by pulling data about current and historical housing statuses and whether they've changed over time.

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The easiest option is to use the CAH monthly inflow outflow report,

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and it is linked in the slide deck, so those will be shared later. You will have access to that.

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There is also a built in, like, official HIFIS report called the community homelessness report.

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They both

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do HIFIS, but in slightly different ways.

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So one of the links I have here is a webinar that I previously did explaining some of the differences between those two different reports.

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So if you run them both for the same period time period, you will get different numbers,

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but they both will allow you to look at how many people are homeless and changes over time.

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Next slide, please.

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And then the third thing that's important when you're talking about switching from,

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relying on Excel,

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for your binding list to relying on HIFIS for your binding list is to ensure that you have good data quality.

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And now that doesn't mean that every single field has to be filled out, but what you do need is enough data in HIFIS to identify,

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number 1, who is homeless and active. That's, like, the bare minimum requirement.

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And then also,

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whether a given client meets a community

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priority or not. Now every community has their own community priorities,

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so it's hard for me to give you an exhaustive list.

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But for example, if you wanted to prioritize people based off of whether they are a veteran or not, then you need to ensure that you have data quality so that you can identify which clients are veterans and which ones are not.

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Similarly, chronic homelessness.

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A lot of communities will prioritize if a client is unsheltered.

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Well, you need a way to be able to identify if they are unsheltered.

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People that have tri morbidity, there's a whole bunch of different

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community priorities that you might have.

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And so depending on which community priorities you use, you would want to make sure

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that staff are collecting that data, putting it into HIFIS, and your data quality there is high.

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It's very common for communities that are just starting to use HIFEST.

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Like, if we launched last week, we probably aren't there yet,

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and so this is the part that will probably take the most time is getting your data up to a level of quality that you're happy with.

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So how do you do that?

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Well, there's sort of 2 things.

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1 is wherever possible, encourage your frontline staff to use HIFUS for their day to day work.

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As I mentioned before, that's kind of killing 2 birds with 1 stone.

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They're able to use it for their prioritization.

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You sorry. You can use it for your buying list and prioritization,

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but, also, they can probably

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just click a button and then run a report to fulfill their end of year

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funding requirements. So,

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any of that sort of stuff that they might need to do. Two birds, one one stone.

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And then also having policies that describe what data is mandatory to collect.

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So I mentioned previously

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things like identifying which clients are unsheltered.

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So you might say when a client is unsheltered, it's mandatory to add a housing history record indicating that they're sleeping rough.

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And so having

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clear,

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expectations and policies related to what data is mandatory and what is optional,

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and then also related

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expectations

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related to timeliness.

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I mean, it's great if someone's collecting all of the data, but it's not super useful if they hire a data entry person to do it, like, on the weekend

330
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at the end of the month, once a month.

331
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Then it's not really up to date.

332
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So you want to probably have a policy that says something like, when a client books into a shelter, we need to enter that into Hyveys within

333
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24 hours or whatever your your acceptable policy might be.

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So just having policies describing what data is mandatory and what your expectations are related to timeliness.

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I think that's my last slide. Please go to the next one.

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Yes. Yes. Thank you so much, Ali. So now let's hear from, from some communities who have,

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made the switch.

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And

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first up, let's hear from from Sarah in Kingston.

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Hi. Good morning, everyone.

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I'm Sarah Legacy, and I am the program integrity officer with the city of Kingston in the county of Frontenac.

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And I've also have on this call, Adrian Saunders. She is our

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lead staff at our largest,

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agency that's,

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providing homelessness support.

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So I thought that if people had questions from a frontline perspective, Adrian is,

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the best person to answer those. So for some local context,

348
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we implemented in 2016.

349
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We started our b and l on Excel in 2019.

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In HIFIS about the spring of 2022, we decided we were going,

351
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to start making the move, right to Hyphasis. We launched officially,

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October 1st, so fall of 2022.

353
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Both are new b and l in Hyphasis process as well as our coordinate access guide, and then we just celebrated our 1 year with both of those.

354
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So some of the key learnings, tips, and tricks, that we thought were important,

355
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have clear expectations.

356
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So making sure that before you do anything, you've figured out for every role in the system who's responsible for what.

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So what are you expecting from your shelter workers? What are you expecting from your case managers?

358
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Who's using what module, and how does that affect the data? And really spending some time there.

359
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Spend a couple months. So we picked a date of October 1st, but from about

360
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July, August, September in that range, we ran both.

361
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So to really compare what the Excel was showing versus what you were getting out of Hyphasis to make sure,

362
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that if there are big discrepancies, you figured out what the cause of those were and address those so that it's less of a shock when you officially switch over.

363
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Making sure that you're along with that clear expectation that you have local policies related,

364
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to those rights, and timelines.

365
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Seek out HIFIS reports and documents from other communities.

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We were very

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fortunate to get a lot of support from our, fellow communities. You can use,

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your improvement adviser for that,

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or if you have connections

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because it's easier to borrow than to rewrite the reports,

371
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and meet with HIFIS agency leads.

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So each of our agencies, we have leads or what we call super users, so making sure that they have time set aside both

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to be with you in practice, but also to support,

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staff.

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So asking those EDs or whoever that may be to put that time into place to let them help their staff with the transition.

376
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And then ensuring that staff understand

377
00:25:24.560 --> 00:25:27.300
how the changes are gonna impact the b and l. So,

378
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as soon as you've done an action on HIFIS, that potentially is going to make them active and then put them on the list.

379
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So making sure that they have strong housing history, things like that.

380
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And then for after the switch, make sure you're being diligent

381
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about data,

382
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assurance quality or data quality assurance. We meet,

383
00:25:44.920 --> 00:25:49.020
biweekly for data meetings. We review HIFIS, who's going inactive, who's

384
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already gone inactive this month, who's in unknown status, some of those sorts of things, and provide those lists to the staff to work on.

385
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Expect changes in your data.

386
00:25:59.654 --> 00:26:03.595
We definitely saw an increase because it's in live time and because we have more agencies,

387
00:26:04.615 --> 00:26:05.115
online,

388
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and, also, there isn't that extra step of someone reporting to you or to somebody and then them putting on a list.

389
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That made a difference.

390
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If you see glitches,

391
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make sure that you're using the supports because, again, unlike an Excel spreadsheet, you don't have as much, ownership to fix those, little glitches.

392
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So use the supports,

393
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that you can find

394
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And, continue to do

395
00:26:29.125 --> 00:26:32.745
regular meetings and pick consistent days. This one, I think, is really important,

396
00:26:33.365 --> 00:26:34.424
for some of the

397
00:26:34.725 --> 00:26:39.450
higher ups, whether that be management or otherwise. We run our b and l at the end of the month.

398
00:26:39.450 --> 00:26:42.910
We will put out our numbers for that month. That is when you will get it.

399
00:26:43.050 --> 00:26:48.270
Don't ask for it on odd days because during the time of the month may make a difference in,

400
00:26:48.890 --> 00:26:53.150
the data. So we pick very consistent days for what you can expect weekly, what you can

401
00:26:53.855 --> 00:26:55.075
ask for monthly,

402
00:26:55.775 --> 00:27:00.435
or quarterly, things like that. So that was sort of the main after the switch tips and tricks.

403
00:27:01.695 --> 00:27:05.475
Awesome. Thank you so much, Sarah. And next,

404
00:27:05.855 --> 00:27:08.755
we will be hearing from Simcoe County.

405
00:27:09.150 --> 00:27:12.770
And, Shannon, you can go ahead and put yourself on mute and go ahead.

406
00:27:13.950 --> 00:27:14.450
Alright.

407
00:27:16.910 --> 00:27:21.490
So I'm Shannon. I'm a research analyst with the county of Simcoe. I'm also joined by,

408
00:27:22.110 --> 00:27:28.025
one of our program supervisors and so used to saying my program supervisor, but we've had some changes here.

409
00:27:28.025 --> 00:27:29.245
So Michelle Michonne.

410
00:27:30.105 --> 00:27:33.485
So she might jump in and add some information as well. But

411
00:27:34.025 --> 00:27:35.325
for local context,

412
00:27:36.025 --> 00:27:36.765
we implemented

413
00:27:37.388 --> 00:27:39.485
HIFIS at the end of

414
00:27:39.820 --> 00:27:40.320
2019

415
00:27:41.340 --> 00:27:42.800
as part of our requirements.

416
00:27:43.740 --> 00:27:47.980
Currently, we have 30 service providers and 331 users.

417
00:27:47.980 --> 00:27:52.400
Some of those service providers actually have multiple providers based on location.

418
00:27:53.745 --> 00:27:56.405
Because we are such a large area,

419
00:27:56.945 --> 00:27:59.125
we we have to divide some some

420
00:27:59.665 --> 00:28:01.845
areas up. We're 5 areas.

421
00:28:02.865 --> 00:28:03.365
And

422
00:28:04.065 --> 00:28:11.620
prior to even looking at moving to the b and l HIFIS, we actually started doing increased training and data quality measures,

423
00:28:12.800 --> 00:28:13.780
which actually

424
00:28:14.160 --> 00:28:14.980
helped us

425
00:28:15.680 --> 00:28:17.860
feel more ready to make that change.

426
00:28:18.240 --> 00:28:19.940
So that was really important.

427
00:28:21.815 --> 00:28:22.715
Yeah. And

428
00:28:24.215 --> 00:28:27.835
we were really supported by our senior leadership team and our community,

429
00:28:28.695 --> 00:28:32.295
and we decided that this was going to be our truth of data.

430
00:28:32.295 --> 00:28:42.990
So when we were anybody was publishing numbers, things like that, we were going to use HIFIS and not just whatever number a service provider had, etcetera, so that was really important.

431
00:28:44.649 --> 00:28:45.950
In terms of key learnings,

432
00:28:46.684 --> 00:28:49.825
we really need to be ready to embrace change,

433
00:28:51.085 --> 00:28:51.585
because

434
00:28:52.684 --> 00:28:56.945
it yeah. The what Ali said in the different perspective and and mindset,

435
00:28:57.325 --> 00:29:00.544
it it will be different. We we saw a large increase,

436
00:29:01.390 --> 00:29:03.250
realizing that it will

437
00:29:05.310 --> 00:29:10.610
not be perfect. So what you expect when you're making the change and what actually happens

438
00:29:12.670 --> 00:29:15.735
is is 2 different things, and that there's limitations.

439
00:29:16.034 --> 00:29:29.075
So, you know, I found that because I worked previously as a binameless data manager doing it in Excel in my previous role, and you're you're able to manipulate the data a little bit different.

440
00:29:29.075 --> 00:29:34.530
Like, if someone wasn't homeless for, say, 4 days in a month, like, HIFIS is more exact,

441
00:29:34.990 --> 00:29:39.890
and we would just round that up to 1 month in in Excel. So understanding that,

442
00:29:40.910 --> 00:29:44.130
and have the proper supports in place ahead of time.

443
00:29:45.215 --> 00:29:47.475
When you're deciding to make the shift,

444
00:29:48.175 --> 00:29:49.395
make sure that you're

445
00:29:49.855 --> 00:29:51.935
ensuring everyone goes with you.

446
00:29:51.935 --> 00:30:01.720
So if there's anyone on your Excel by name list, running that, making sure that they're included and finding out if why not there why they're not showing up for some reason,

447
00:30:02.500 --> 00:30:03.800
leaving no one behind.

448
00:30:05.940 --> 00:30:07.160
We are 16,

449
00:30:08.020 --> 00:30:08.920
member municipalities

450
00:30:09.540 --> 00:30:13.480
and 2 separated cities. So like I said, we're a really large area. Prioritization

451
00:30:14.180 --> 00:30:15.855
was something that,

452
00:30:16.554 --> 00:30:19.695
was a bit difficult in figuring out inside Hyphasis.

453
00:30:20.235 --> 00:30:22.255
And so when we had our prioritization

454
00:30:22.715 --> 00:30:27.135
report directly from Hyphasis, we had to look at that as well. So those are just considerations.

455
00:30:28.330 --> 00:30:35.529
Make sure you're setting a date and collecting the data at least for a couple months ahead of time, and then that date, just jump in.

456
00:30:35.529 --> 00:30:36.269
Be ready.

457
00:30:36.570 --> 00:30:37.230
Be willing.

458
00:30:38.090 --> 00:30:39.309
Look at the process.

459
00:30:40.235 --> 00:30:44.335
Apply PDSA's HIFIS something doesn't work. Don't be afraid to

460
00:30:44.875 --> 00:30:47.055
to explore ideas to make it better.

461
00:30:48.395 --> 00:30:48.895
Identifying

462
00:30:49.275 --> 00:30:50.495
areas of opportunity.

463
00:30:51.435 --> 00:30:55.135
So HIFIS we look at HIFUS usage every couple of weeks.

464
00:30:56.030 --> 00:30:57.570
We had to change our prioritization.

465
00:30:58.030 --> 00:31:00.530
We realized it wasn't working with with

466
00:31:00.910 --> 00:31:04.450
HyFis the binding list in HyFis, so we made some changes.

467
00:31:04.990 --> 00:31:10.130
We're really excited that we pull real time data now, you know, instead of,

468
00:31:10.855 --> 00:31:12.394
you know, once a month.

469
00:31:13.495 --> 00:31:19.434
And that we have increased access to the data for not our service providers and our community.

470
00:31:19.575 --> 00:31:25.020
So we came out now with a public dashboard with some of our shelter data and things like that.

471
00:31:25.020 --> 00:31:28.480
We're continuing to plan to grow that. So that's really exciting.

472
00:31:29.340 --> 00:31:31.680
And this has led to that ability.

473
00:31:32.700 --> 00:31:37.791
So and on our way to hopefully getting qb and l in in HIFIS

474
00:31:38.245 --> 00:31:43.225
from Excel. So that's also been a process. Remember that you are going to have to start again,

475
00:31:43.605 --> 00:31:45.544
but it's not the end of the world.

476
00:31:48.485 --> 00:31:49.225
Thank you.

477
00:31:49.765 --> 00:31:51.784
Awesome. Thank you so much, Shannon.

478
00:31:52.240 --> 00:31:54.559
So now we're gonna open it up to,

479
00:31:55.200 --> 00:31:56.980
q and a and discussion.

480
00:31:57.679 --> 00:32:01.460
Feel free to raise your hands or put it in the chat.

481
00:32:02.799 --> 00:32:08.315
Any raised HIFIS so far before I go directly to check? Because I see I do see one.

482
00:32:09.095 --> 00:32:12.075
I'm gonna scroll up a bit and more in the meantime.

483
00:32:15.735 --> 00:32:18.395
Okay. I'll get to, to Dawn's question.

484
00:32:18.855 --> 00:32:21.595
Do you wanna come off mute and, say it out loud?

485
00:32:22.230 --> 00:32:22.970
Yeah, absolutely.

486
00:32:23.429 --> 00:32:24.250
Just curious,

487
00:32:24.870 --> 00:32:29.050
I guess for Kingston and Simcoe, you may have already figured this out.

488
00:32:29.429 --> 00:32:32.570
And if not, Ali may have some examples of other communities.

489
00:32:33.190 --> 00:32:34.247
It comes quite often,

490
00:32:35.145 --> 00:32:38.445
from community to community about domestic violence shelters.

491
00:32:39.465 --> 00:32:40.685
Most are

492
00:32:40.985 --> 00:32:46.445
not in HIFIS and for the reason of wanting to keep client confidentiality

493
00:32:46.905 --> 00:32:48.045
due to the nature.

494
00:32:49.270 --> 00:32:49.770
So

495
00:32:50.230 --> 00:32:54.010
I know some communities have a workaround. They can still have access to the BNL

496
00:32:54.310 --> 00:32:55.610
using, you know,

497
00:32:56.070 --> 00:32:59.050
coded unique identifiers when you're in an Excel.

498
00:32:59.750 --> 00:33:04.585
How is it work rolling out with now that HIFIS is generating the BNLs?

499
00:33:04.644 --> 00:33:07.924
Are domestic violence shelters more apt to join in?

500
00:33:07.924 --> 00:33:12.985
Are there is that still a gap and maybe some examples of how that gap is being filled?

501
00:33:18.360 --> 00:33:20.640
Ali, I see you. I'll let you jump.

502
00:33:28.155 --> 00:33:32.715
Oh, Ali, you're on mute. I'm not sure. Yep. I was on mute. There you go. K. Thanks.

503
00:33:33.275 --> 00:33:36.395
So I think both of our communities that we had today are both in Ontario.

504
00:33:36.395 --> 00:33:38.175
Well, I know that that's that's true.

505
00:33:39.675 --> 00:33:43.775
And, what I wanted to say and forgive me if I'm saying something that's incorrect.

506
00:33:44.130 --> 00:33:45.750
From what I understand in Ontario,

507
00:33:46.210 --> 00:33:51.830
all of the domestic violence shelters use a completely separate system. I think it's called WISH.

508
00:33:51.890 --> 00:33:53.830
I might be mistaken on that one.

509
00:33:54.050 --> 00:34:03.575
And so as a general rule, in Ontario, there's the domestic violence shelters are, number 1, not using HIFIS, and it's actually very rare for them to be participating

510
00:34:04.034 --> 00:34:05.735
in the coordinated access process,

511
00:34:06.995 --> 00:34:07.735
at all.

512
00:34:07.875 --> 00:34:14.409
There might be some examples if anyone has a a some a case where that's different, then that would be really interesting to hear.

513
00:34:14.409 --> 00:34:14.909
But

514
00:34:15.449 --> 00:34:16.269
in other

515
00:34:16.730 --> 00:34:17.230
provinces,

516
00:34:17.849 --> 00:34:19.949
the legislation may be a little bit different.

517
00:34:20.329 --> 00:34:22.029
So in some provinces,

518
00:34:22.329 --> 00:34:25.309
we are seeing domestic violence shelters using HIFUS.

519
00:34:25.725 --> 00:34:29.965
In some cases, they have their data sort of, like, partition off, so they're not sharing as much.

520
00:34:29.965 --> 00:34:33.105
But in some cases, they are sharing. So there are some more examples

521
00:34:33.645 --> 00:34:34.945
outside of Ontario.

522
00:34:35.325 --> 00:34:38.465
More examples outside of Ontario than in Ontario, but

523
00:34:39.069 --> 00:34:41.650
I think Shannon had her hand up first.

524
00:34:43.150 --> 00:34:43.650
Yes.

525
00:34:44.190 --> 00:34:49.329
I was just gonna say we are working to try and bridge that gap in Simcoe County.

526
00:34:50.109 --> 00:34:52.929
Recently, we actually had a domestic violence

527
00:34:53.630 --> 00:34:54.130
partner

528
00:34:55.724 --> 00:34:58.640
come and ask us to use HIFIS.

529
00:34:58.924 --> 00:35:02.305
So that is something something new, and we're hoping that

530
00:35:03.005 --> 00:35:05.585
using that information and and that relationship

531
00:35:05.885 --> 00:35:12.180
to bridge that gap and show how it is working and, you know, the safety of the data, etcetera,

532
00:35:12.480 --> 00:35:13.300
moving forward.

533
00:35:17.840 --> 00:35:23.380
Yeah. Similarly, in Kingston, we do have what we call an external agency referral form. So

534
00:35:23.715 --> 00:35:24.215
if,

535
00:35:25.315 --> 00:35:33.075
our DV shelter or someone, because not everyone's staying there will be permanently homeless, they may be fleeing but then get where they were living back or something.

536
00:35:33.075 --> 00:35:33.895
But if they,

537
00:35:34.195 --> 00:35:45.740
were at risk, or coming to the end of their stay and still need those homelessness support, they work, and fill in a form that comes to us, and we can then refer it out to the best supporting agency for them.

538
00:35:46.059 --> 00:35:46.880
And that works

539
00:35:47.339 --> 00:35:51.099
across the system. It's not DV specific. It could be if someone showed up at our legal clinic.

540
00:35:51.099 --> 00:35:54.880
If somebody showed up out of corrections, it's a very generic form.

541
00:35:55.404 --> 00:35:55.984
And then

542
00:35:56.845 --> 00:36:01.904
for privacy, we also sometimes have that case where they are staying in a shelter, but we need to be,

543
00:36:03.005 --> 00:36:07.980
careful of that data. So they just like we would in Excel, they get a number.

544
00:36:07.980 --> 00:36:12.080
So they get put in as anonymous with a coded number that only that agency knows

545
00:36:12.380 --> 00:36:15.920
what that number, who that number relates to. So we have a process in place,

546
00:36:16.460 --> 00:36:19.920
for that with the declined anonymous consent, and then they fill it in accordingly.

547
00:36:22.095 --> 00:36:23.395
Thank you for the examples.

548
00:36:23.935 --> 00:36:25.535
Awesome. Thank you. And next,

549
00:36:25.935 --> 00:36:28.355
Christina, I believe you have your hand up. Go ahead.

550
00:36:29.295 --> 00:36:35.235
We have a really small example of kind of a sensitive population in terms of human so there are human trafficking,

551
00:36:37.029 --> 00:36:42.250
people with a history of human trafficking, in a really small little kind of shelter transitional housing setting.

552
00:36:42.630 --> 00:36:46.390
And they use HIFIS because at the time that they rolled out, they were actually funded by us.

553
00:36:46.390 --> 00:36:47.289
Now they're not,

554
00:36:47.589 --> 00:36:49.690
but they still continue to use it. And,

555
00:36:50.925 --> 00:36:55.025
we explored the hide service provider data because that's really alluring.

556
00:36:55.645 --> 00:36:58.065
We do use it for this,

557
00:36:58.445 --> 00:37:00.385
service Ryder, but, unfortunately,

558
00:37:01.805 --> 00:37:03.505
the service provider that,

559
00:37:04.220 --> 00:37:05.280
owns the consent

560
00:37:05.900 --> 00:37:09.039
and we use the admissions module for this site,

561
00:37:09.900 --> 00:37:10.640
the current,

562
00:37:11.420 --> 00:37:12.319
book in location

563
00:37:12.780 --> 00:37:15.839
are both visible even with hide service provider data.

564
00:37:16.539 --> 00:37:17.500
So it's

565
00:37:18.059 --> 00:37:18.880
that wasn't

566
00:37:19.365 --> 00:37:19.865
perfect.

567
00:37:20.245 --> 00:37:25.945
And so what the standard is for that provider is that they must add everyone to HIFIS with a declined

568
00:37:26.405 --> 00:37:27.545
anonymous consent

569
00:37:27.845 --> 00:37:30.585
even if the person would be totally fine with sharing.

570
00:37:31.700 --> 00:37:36.920
But the difference is when a different agency uses the declined anonymous feature, we have a

571
00:37:37.220 --> 00:37:42.339
a naming convention, and this is what you don't add to HIFIS in terms of, you know, it's not exact date of birth.

572
00:37:42.339 --> 00:37:44.680
You add approximate age, that kind of thing.

573
00:37:45.195 --> 00:37:49.515
But they can go in if the by kind of what the person feels comfortable in sharing.

574
00:37:49.515 --> 00:37:54.415
So they're not necessarily in with a naming convention. They might be in with their names.

575
00:37:55.515 --> 00:38:01.920
So our by name list, the way that it handles either expired consents or decline anonymous consents

576
00:38:02.300 --> 00:38:03.839
is everybody shows up

577
00:38:04.220 --> 00:38:07.119
with name and date of birth as no consent.

578
00:38:07.500 --> 00:38:09.915
So their name is no consent. Their date of birth is no consent.

579
00:38:10.155 --> 00:38:15.375
And so these individuals, by virtue of how they're in HIFIS, would show up on the by name list as no consent,

580
00:38:15.755 --> 00:38:20.095
but they're, still filtered into our coordinated access process

581
00:38:20.555 --> 00:38:25.020
in a way that everyone else with an expired or decline anonymous consent is not.

582
00:38:25.500 --> 00:38:27.520
They wouldn't be included in any referrals.

583
00:38:27.980 --> 00:38:30.400
So that's how we've handled this little,

584
00:38:30.986 --> 00:38:32.240
ACRE house, it's called.

585
00:38:33.260 --> 00:38:37.600
Just as an example of kind of hide service provider data would have been great,

586
00:38:38.060 --> 00:38:41.265
but it had to be enhanced with a declined anonymous consent.

587
00:38:43.085 --> 00:38:46.925
Nice. That's really interesting. And, it sounds like it's it's working out well.

588
00:38:46.925 --> 00:38:51.585
While you were talking, do you also wanna talk about your, quality improvement project,

589
00:38:51.885 --> 00:38:53.505
that you have going on with HIFUS?

590
00:38:54.990 --> 00:38:55.490
Sure.

591
00:38:56.270 --> 00:38:56.770
So,

592
00:38:58.750 --> 00:38:59.250
we,

593
00:38:59.710 --> 00:39:01.090
so we use Power BI,

594
00:39:01.470 --> 00:39:02.590
really heavily now.

595
00:39:02.590 --> 00:39:06.850
Out of HIFUS, we pull the data into Power BI and create all kinds of reports, and

596
00:39:07.470 --> 00:39:09.490
then we also are now sending

597
00:39:10.505 --> 00:39:12.525
emails through Power BI to

598
00:39:12.985 --> 00:39:13.725
the user,

599
00:39:14.665 --> 00:39:15.965
to users individually

600
00:39:16.505 --> 00:39:21.485
where, like, the email address matches the caseworker name of the goal, for example, or,

601
00:39:22.345 --> 00:39:26.640
to shelter leads where the email address is the contact information

602
00:39:26.940 --> 00:39:28.880
for the service provider that is a shelter.

603
00:39:29.500 --> 00:39:30.480
What they receive,

604
00:39:31.500 --> 00:39:35.220
so if they're a shelter manager or an outreach ACRE,

605
00:39:35.660 --> 00:39:36.160
is,

606
00:39:36.540 --> 00:39:38.160
their by name list,

607
00:39:39.795 --> 00:39:43.575
conditional formatted to show these are the good things about your by name list,

608
00:39:44.595 --> 00:39:45.655
person by person.

609
00:39:46.355 --> 00:39:52.115
These are the things that are missing. So we're really focusing on a number of key features. So,

610
00:39:53.210 --> 00:39:55.309
3 years of housing history information

611
00:39:55.609 --> 00:39:56.109
completed,

612
00:39:56.970 --> 00:39:58.829
VI SPDAT completed or declined.

613
00:40:03.049 --> 00:40:03.789
What else?

614
00:40:07.065 --> 00:40:09.965
Sorry. I didn't come prepared to talk about it.

615
00:40:12.265 --> 00:40:17.385
Just all kinds of, we oh, right. Document readiness. So we use a client housing coordination form.

616
00:40:17.385 --> 00:40:20.780
Actually, that's what we call it. It's a custom table attached to the client details.

617
00:40:21.560 --> 00:40:24.300
And so it has all kinds of information around,

618
00:40:25.320 --> 00:40:26.380
do they have identification?

619
00:40:27.320 --> 00:40:31.180
Although that pulls from the identification module because always use a module if you can.

620
00:40:32.865 --> 00:40:33.825
Do they have,

621
00:40:34.145 --> 00:40:35.105
proof of income

622
00:40:35.425 --> 00:40:38.005
oh, income source coming from the financial profile,

623
00:40:38.625 --> 00:40:39.685
that kind of information?

624
00:40:39.825 --> 00:40:46.005
So that all pulls onto our by name list, and then the snippet of by name list that's pertinent to the person,

625
00:40:46.865 --> 00:40:48.245
it gets emailed out.

626
00:40:49.329 --> 00:40:51.030
We call it binameless health.

627
00:40:51.490 --> 00:40:51.990
And,

628
00:40:52.849 --> 00:40:54.869
then we're also doing a little competition

629
00:40:55.490 --> 00:40:58.070
among shelters and our outreach team

630
00:40:58.609 --> 00:41:03.925
around improvements to the binameless health of their group. So whoever has the best improvement,

631
00:41:05.025 --> 00:41:06.725
we have these little Big Mac,

632
00:41:07.025 --> 00:41:07.685
Big Burger,

633
00:41:07.985 --> 00:41:08.725
from McDonald's

634
00:41:09.345 --> 00:41:11.685
gift cards that then that team wins.

635
00:41:12.705 --> 00:41:15.605
Each month, we focus on a different binding list health indicator.

636
00:41:16.839 --> 00:41:21.820
Nice. I like that. That, like, provides an extra incentive, right, and then makes it more fun also.

637
00:41:22.040 --> 00:41:24.839
Nice. Thank you for sharing that. I think we also have,

638
00:41:25.560 --> 00:41:26.780
Lindsay from

639
00:41:27.400 --> 00:41:32.835
on the line. Would you be open to share some of the lessons that you've learned while switching?

640
00:41:38.815 --> 00:41:39.955
And it's okay

641
00:41:40.255 --> 00:41:41.475
if not too.

642
00:41:42.015 --> 00:41:46.200
But in in that case, I'd love to see if there are more questions

643
00:41:46.660 --> 00:41:49.240
whether in the chat or raising your hands.

644
00:41:49.700 --> 00:41:52.680
Also seeing some other folks saying that they love the incentive,

645
00:41:53.540 --> 00:41:54.040
incentivizing,

646
00:41:54.660 --> 00:41:57.960
Christina. So, again, really, really cool and work arounds.

647
00:41:59.285 --> 00:42:02.265
Oh, wow. Laurie, one provider saw a, 45%

648
00:42:02.725 --> 00:42:05.625
increase in housing history. Do you wanna talk more

649
00:42:06.245 --> 00:42:07.145
about that?

650
00:42:10.245 --> 00:42:16.130
Yeah. And Christina probably knows a little more than than I do, but, yeah, it's kind of fun to see

651
00:42:16.510 --> 00:42:22.030
this project moving forward and to see that kind of a steep increase in the completion of housing history.

652
00:42:22.030 --> 00:42:25.410
It's pretty significant in what you need to keep that quality

653
00:42:25.785 --> 00:42:29.244
hyphencedata coming along. And it'll be interesting to see

654
00:42:29.785 --> 00:42:40.045
as each month goes by and they're, you know, keying in on a new area if the that provider is able to keep up having that, you know, healthy, you know, completion rate.

655
00:42:47.220 --> 00:42:48.900
The providers were actually really,

656
00:42:49.460 --> 00:42:51.960
insistent that they not be competing with each other.

657
00:42:52.100 --> 00:42:56.280
And it gets into, well, those they have 2 staff on at night, and we only have 1 and etcetera.

658
00:42:56.635 --> 00:42:59.855
So they definitely wanted to compete just within their own teams.

659
00:43:03.995 --> 00:43:08.575
That's a good point. Yes. That, that makes sense also. Very good point.

660
00:43:13.730 --> 00:43:21.670
And it looks like you already have a CAEH who will be reaching out to you about this who is, like she put in the chat, a big fan of friendly competition.

661
00:43:25.655 --> 00:43:28.155
I see you have your hand up again, Christina. Go ahead.

662
00:43:29.015 --> 00:43:33.207
Yeah. On a on a different topic, like, just but on the topic of HIFIS,

663
00:43:34.935 --> 00:43:35.580
this is

664
00:43:35.980 --> 00:43:39.680
sounded like the it was specifically about the by name listed, using HyFis.

665
00:43:40.220 --> 00:43:43.920
But broadly speaking, I just wanted to encourage everybody that

666
00:43:44.540 --> 00:43:46.400
HyFis can probably do it.

667
00:43:46.780 --> 00:43:46.860
So,

668
00:43:47.975 --> 00:43:52.075
in general terms, I mean, this is about moving to using HYFUS effectively,

669
00:43:52.935 --> 00:43:57.835
but we've we've just had a lot of success by just saying, well, it has to be in HYFUS.

670
00:43:58.135 --> 00:44:00.635
HYFUS has to do it because that's what we're using.

671
00:44:01.140 --> 00:44:01.640
And,

672
00:44:02.420 --> 00:44:05.400
I think that it's really worthwhile to think like that

673
00:44:05.779 --> 00:44:09.160
rather than come up with other tools or other ways of doing it.

674
00:44:09.619 --> 00:44:20.455
As I said with the HIFIS service provider data, HIFUS is very good at getting you, like, 95% of the way there, but then the last 5%, you actually needed in order for for it to work, but then there's usually a workaround.

675
00:44:21.075 --> 00:44:25.575
So there are things that are really frustratingly close to working, and then they don't work.

676
00:44:25.955 --> 00:44:29.575
But there's probably another way to do it. And so I

677
00:44:29.930 --> 00:44:36.910
just can't say enough about, you know, try to do it with HIFIS, try to get it in there, and find a way to to get it out,

678
00:44:37.450 --> 00:44:40.030
get the information out because it it

679
00:44:40.490 --> 00:44:41.710
can totally work.

680
00:44:41.930 --> 00:44:49.285
We've just we've talked to a few communities that kind of are going in a different direction or they see the flaws with HIFIS, and so

681
00:44:49.585 --> 00:44:50.085
they're

682
00:44:50.545 --> 00:44:52.245
kinda splitting their efforts. But,

683
00:44:53.025 --> 00:44:58.165
I think Hyphasis can do a lot for you if you just kind of assume that it has to.

684
00:44:59.920 --> 00:45:01.600
Oh, nice. And, Ali, go ahead.

685
00:45:01.600 --> 00:45:05.920
And then there's a question in the chat that, I will read out loud afterwards. But, Ali, go ahead.

686
00:45:05.920 --> 00:45:08.340
I just wanted to really quickly build on Christina.

687
00:45:08.480 --> 00:45:11.140
I love that you were saying that, and I did want to,

688
00:45:12.805 --> 00:45:14.985
like, I know that there's some people from INFC

689
00:45:15.365 --> 00:45:16.665
on the call, I think.

690
00:45:17.285 --> 00:45:19.065
From what I gather, like,

691
00:45:20.085 --> 00:45:24.745
reaching home is requiring the use of HIFIS. There was kind of, like, a lower

692
00:45:25.280 --> 00:45:25.780
standard

693
00:45:26.080 --> 00:45:29.700
last year, but as communities sort of adopt more and,

694
00:45:30.160 --> 00:45:37.460
progress a little bit further, I think that INFC is gonna be asking communities to use HIFUS more and more fully.

695
00:45:37.875 --> 00:45:45.255
And so I think that that's probably the direction that you're gonna be pushed into to using more of HIFUS

696
00:45:45.795 --> 00:45:46.295
anyways.

697
00:45:46.435 --> 00:45:58.980
So it would probably be a good idea to adopt that philosophy that Christina was describing of just, like, well, you know, if we make a decision to use hyperson a different way or use something else, then in a couple years, you might get in trouble.

698
00:45:58.980 --> 00:46:00.840
You might have to go back on that decision.

699
00:46:02.900 --> 00:46:03.400
Anyways,

700
00:46:03.940 --> 00:46:05.160
that's it for me.

701
00:46:06.085 --> 00:46:10.485
Exactly. Thank you. And, really, I wanna get to a few questions in the chat.

702
00:46:10.485 --> 00:46:13.705
So I see one from Erica. I'm gonna read it out loud.

703
00:46:14.005 --> 00:46:18.505
Mobile crisis response services often have interactions with people experiencing

704
00:46:18.805 --> 00:46:19.305
homelessness,

705
00:46:19.760 --> 00:46:24.420
but not many use HIFIS. Are from health care, separate ministry, separate documentation?

706
00:46:25.040 --> 00:46:28.020
Are there any communities who have a workaround for this?

707
00:46:35.775 --> 00:46:41.155
I can go. So I put in the chat as a response. We have a city funded street outreach team.

708
00:46:41.455 --> 00:46:44.275
But, additionally, we have, some health funded

709
00:46:44.900 --> 00:46:45.400
agencies,

710
00:46:45.780 --> 00:46:53.320
both, one of our CAEH hubs as well as an addiction mental health outreach team, and they are both using HIFIS in addition to,

711
00:46:54.180 --> 00:46:55.140
their health software.

712
00:46:55.140 --> 00:46:59.045
Not to the same extent, but if they interact with someone, they could put in a goods and service.

713
00:46:59.045 --> 00:47:00.505
They could update housing history.

714
00:47:01.125 --> 00:47:02.424
So they do some of,

715
00:47:02.805 --> 00:47:05.865
that work to support. They also attend our coordinated access meetings,

716
00:47:06.484 --> 00:47:09.605
and meet with case management so that they can all support together.

717
00:47:09.605 --> 00:47:11.224
So we do have that relationship,

718
00:47:12.005 --> 00:47:14.230
with some of our health partners in the city.

719
00:47:14.770 --> 00:47:15.270
Nice.

720
00:47:15.329 --> 00:47:20.630
And I'm seeing another one in the chat, about some of the things that Christina was talking about.

721
00:47:21.010 --> 00:47:27.240
So the question is how, how slash where are other communities recording document readiness in HIFIS?

722
00:47:27.675 --> 00:47:31.055
To what degree is this information shared between service providers?

723
00:47:41.910 --> 00:47:45.850
Ali, do you have, thoughts on this one? I was just I don't know who's on the call.

724
00:47:45.850 --> 00:47:48.190
I was just checking on the list, but I think London,

725
00:47:48.810 --> 00:47:50.710
if there's anyone from London on the CAEH.

726
00:47:53.065 --> 00:47:57.565
I think Waterloo is also recording HIFIS, if there's anyone from Waterloo on the call.

727
00:47:59.705 --> 00:48:04.185
Sorry. I'm, this is Julia Bennett from London. Can you repeat the question just so that I can Yeah.

728
00:48:04.185 --> 00:48:06.359
Of course. Because I'm, like, I'm listening. But

729
00:48:07.160 --> 00:48:08.440
No worries. No worries.

730
00:48:08.440 --> 00:48:14.579
So the question is, how and where are other communities recording clients' document readiness in HIFIS?

731
00:48:14.680 --> 00:48:17.900
To what degree is this information shared between service providers?

732
00:48:19.655 --> 00:48:23.355
So I can say that we have we're using updates into our

733
00:48:23.791 --> 00:48:25.115
Ryder into the database.

734
00:48:25.895 --> 00:48:27.195
So we have the,

735
00:48:27.815 --> 00:48:31.974
the document section where you can upload and can complete that there.

736
00:48:31.974 --> 00:48:38.440
I don't know if and that directly links to our by name list, so we can tell who is paper ready and who isn't paper ready.

737
00:48:39.380 --> 00:48:43.240
And we have an ID folder ID section as well that, that links,

738
00:48:43.780 --> 00:48:48.120
so that you don't have to like, once it's uploaded, it won't have to be uploaded multiple times,

739
00:48:48.725 --> 00:48:53.925
and assists in in matching to our housing first programs that require, say, 2 pieces of ID and that kind of thing.

740
00:48:53.925 --> 00:48:56.265
Does that answer the question? Or is that kind of

741
00:48:58.645 --> 00:49:02.905
Yeah. And, the question That was my question. That does largely answer the question.

742
00:49:03.480 --> 00:49:08.060
The the documents and the IDs of the modules that you're mostly using for that kind of information.

743
00:49:08.360 --> 00:49:11.900
And that you're, like, uploading actual documents right in there. Yes.

744
00:49:12.680 --> 00:49:15.240
Yeah. That's that's largely my question is where does it go?

745
00:49:15.240 --> 00:49:23.725
And is it in shared type of information, or is it in case management type information when the CEs are looking to get it out of the, like, HIFIS general?

746
00:49:24.425 --> 00:49:26.745
Right. Yeah. So it would it would be in the document section.

747
00:49:26.745 --> 00:49:31.260
So that one is accessible based on the Ryder, but, most of the Housing First programs would have that.

748
00:49:31.340 --> 00:49:38.880
So they would they would be able to see that, so it kind of eases the transition over, so you're not kind of scrambling to find ID and Consulting that.

749
00:49:39.100 --> 00:49:41.680
Income as well, as well, we do have that

750
00:49:42.140 --> 00:49:43.760
in the income section in financials,

751
00:49:44.105 --> 00:49:47.224
but that document is uploaded too. So if there's proof of,

752
00:49:47.625 --> 00:49:54.345
you know, ODSP or something like that, then we do ask them to provide that to to upload that so that we can make them paper ready.

753
00:49:54.345 --> 00:49:55.964
So kind of in both sections.

754
00:49:56.660 --> 00:49:59.240
Identified in the, in our paper ready,

755
00:49:59.860 --> 00:50:03.400
custom table module, but also in the document section.

756
00:50:05.540 --> 00:50:06.740
If I can jump in.

757
00:50:07.220 --> 00:50:09.700
So document readiness is something that I've thought about.

758
00:50:09.760 --> 00:50:16.974
HIFIS doesn't have a clear, obvious thing that you should do to be able to determine whether a client is document ready or not.

759
00:50:17.275 --> 00:50:19.675
There's a couple reasons for that, though.

760
00:50:19.675 --> 00:50:24.015
One is it's important to consider that document readiness is a bit of a moving target,

761
00:50:25.270 --> 00:50:26.809
because some providers

762
00:50:27.190 --> 00:50:29.450
might require different documents than others.

763
00:50:29.750 --> 00:50:34.170
If someone's a veteran, they might require a particular documentation for

764
00:50:34.549 --> 00:50:39.130
veteran housing that non veterans don't need. So it's a bit of a moving target.

765
00:50:39.435 --> 00:50:41.455
One of the things that is helpful is

766
00:50:41.835 --> 00:50:47.295
if you're looking at the identification module and the documents module, when you upload a document,

767
00:50:47.755 --> 00:50:51.375
then there's no drop down menu saying what type it is. In the identification

768
00:50:51.835 --> 00:50:56.550
module, there is a drop down menu, and so you can add custom values to that.

769
00:50:56.690 --> 00:51:00.150
So if you if you required, for example, proof of income,

770
00:51:00.770 --> 00:51:03.349
then you could add a custom value in the identification

771
00:51:03.730 --> 00:51:07.349
module that's the identification type is proof of income

772
00:51:07.810 --> 00:51:09.670
and put something in there.

773
00:51:09.984 --> 00:51:17.045
And then you could, like, do a check to say which clients have an identification with the type of proof of income.

774
00:51:17.265 --> 00:51:21.125
You wouldn't be able to do that if you just directly uploaded it to the documents module.

775
00:51:21.905 --> 00:51:23.845
So that is a helpful hint.

776
00:51:24.530 --> 00:51:29.109
And then, also, I just wanted to say that several communities might be using a custom table for

777
00:51:29.810 --> 00:51:32.470
determining whether someone's document ready or not.

778
00:51:35.810 --> 00:51:37.935
Awesome. Thank you. And I I see that,

779
00:51:38.575 --> 00:51:44.495
Shelley had also posted a question about, uploading paper documents into HIFIS, which we kinda just touched on now.

780
00:51:44.495 --> 00:51:47.235
But I wanted to see, Shelley, if that answers,

781
00:51:47.935 --> 00:51:49.615
your question also or if there,

782
00:51:50.255 --> 00:51:52.835
are anything else that you'd like to add on this one?

783
00:51:53.430 --> 00:51:56.329
No. That's perfect. Sorry. I think I had a little bit of a lag,

784
00:51:56.630 --> 00:52:01.109
so I was a little bit behind and you guys answered it all. So thank you. Awesome. Thank you.

785
00:52:01.109 --> 00:52:01.770
No worries.

786
00:52:02.550 --> 00:52:04.970
Seeing some awesome things about sharing resources

787
00:52:06.069 --> 00:52:07.050
and reports.

788
00:52:08.355 --> 00:52:10.935
Let's see. I am scrolling down.

789
00:52:21.089 --> 00:52:23.569
And I did see a quick shout out,

790
00:52:24.049 --> 00:52:25.510
from Kat to,

791
00:52:25.890 --> 00:52:34.549
Sarah and Adrian if you wanna talk about any of the other, challenges that you've experienced while making the switch and how you've overcome them and what you're still working on.

792
00:52:39.994 --> 00:52:40.815
Because I

793
00:52:42.955 --> 00:52:46.815
oh, you're on mute. Sorry. I keep muting and unmuting. There we go.

794
00:52:48.395 --> 00:52:52.500
I guess I work with, home based housing, so we are one of the largest,

795
00:52:52.960 --> 00:52:54.980
providers of housing for services.

796
00:52:56.480 --> 00:53:02.020
So as the super user, I'm one of 2 super users, but the one thing that it has highlighted

797
00:53:04.335 --> 00:53:07.775
is is the kind of there's the bigger gaps in data.

798
00:53:07.775 --> 00:53:11.075
So moving from Excel to HIFIS, that's where it really just

799
00:53:11.535 --> 00:53:15.635
showed this is where we need to improve what we're putting into Hyphasis

800
00:53:15.940 --> 00:53:19.160
and this is where we need to improve on training staff. So

801
00:53:19.540 --> 00:53:24.900
I'm only able to to train within my own agency, of course, but that's Consulting that,

802
00:53:25.380 --> 00:53:34.105
that's ongoing and it's and it's always being made clear every time we have a new report from the city to say, hey, these are the corrections you need to do HIFIS week.

803
00:53:34.105 --> 00:53:34.605
It's

804
00:53:34.985 --> 00:53:40.125
it's, it highlights to us what we need to work on. I think that that will be just a constant thing.

805
00:53:45.490 --> 00:53:47.910
I agree. I think the other thing that we're working

806
00:53:48.290 --> 00:53:52.790
on, although we've put a workaround, is, if someone comes to stay at shelter, then they

807
00:53:53.255 --> 00:53:54.475
are active immediately.

808
00:53:55.095 --> 00:53:59.255
But then if they don't return to shelter, it's really trying to figure out where people have gone.

809
00:53:59.255 --> 00:54:00.475
We have a lot of lost

810
00:54:00.980 --> 00:54:05.755
CAEH, and that impacts housing history and unknown statuses and things like that. So really trying,

811
00:54:06.535 --> 00:54:08.795
to figure out that process is another

812
00:54:09.480 --> 00:54:11.240
big one that we're working on is,

813
00:54:11.960 --> 00:54:17.740
the impacts now of not having that a bit that 14 day window, like, you may have used in Excel or some of those

814
00:54:18.200 --> 00:54:20.060
things that you were doing manually before,

815
00:54:20.760 --> 00:54:27.924
because everything's live, which is great, but really understanding how does that work for staff and how are we handling those situations.

816
00:54:31.184 --> 00:54:33.204
Awesome. Thank you. And then I'm seeing

817
00:54:33.825 --> 00:54:34.644
what might

818
00:54:35.105 --> 00:54:36.085
maybe be

819
00:54:36.560 --> 00:54:40.260
chat, is anyone uploading CRA NOAs? Though, I will say that those are not acronyms I'm

820
00:54:40.720 --> 00:54:44.500
familiar with, but I wanted to ask out loud just in case. Notice of assessment.

821
00:54:44.800 --> 00:54:45.380
Thank you.

822
00:54:55.714 --> 00:55:00.295
Is anyone uploading on the yeah. Go ahead. I see some folks turning the box. Sorry.

823
00:55:00.994 --> 00:55:04.295
We don't upload them here in Kingston. Generally speaking,

824
00:55:05.070 --> 00:55:09.890
the SAM software, which is for social assistance clients, they have access to see that information.

825
00:55:10.590 --> 00:55:12.770
So if they're receiving Ontario Works or,

826
00:55:13.790 --> 00:55:19.295
ODSP, and they need it for that sort of purpose. And then, we have some internal Consulting,

827
00:55:19.295 --> 00:55:22.194
but people really just tend to get them from their MP's

828
00:55:22.734 --> 00:55:25.155
office and things like that if they need them for other applications.

829
00:55:25.214 --> 00:55:28.674
But if it was for social housing or something like that that's done internally,

830
00:55:29.214 --> 00:55:31.075
they can get that assist. Same with identification.

831
00:55:32.450 --> 00:55:35.349
They keep a copy now in those files on that digital

832
00:55:35.650 --> 00:55:37.510
software that's shared province Ryder, so,

833
00:55:37.890 --> 00:55:42.210
they can ask workers and things for copies that way. So we're not as diligent about those.

834
00:55:42.210 --> 00:55:43.670
We're more focused on

835
00:55:43.985 --> 00:55:49.045
things like verified vets and other areas that wouldn't be covered on another software.

836
00:55:51.985 --> 00:55:56.005
Awesome. Thank you. We might have time for 1 or 2 more questions.

837
00:55:57.345 --> 00:55:59.030
And I'm yes. Yep. Yeah.

838
00:55:59.030 --> 00:56:04.570
I'm just I'm seeing in the chat, maybe you're seeing it too, but Michelle, she's had to hop off, but she was just wondering.

839
00:56:04.869 --> 00:56:09.290
Yeah. Folks have, like, user guides, and she was wondering about whether people include dedicated

840
00:56:09.590 --> 00:56:11.849
administrative time per shift for staff,

841
00:56:12.555 --> 00:56:13.454
who are frontline

842
00:56:13.755 --> 00:56:17.474
and just sort of what is the required training usage Consulting.

843
00:56:18.075 --> 00:56:20.415
Is it in your CAEH? That sort of thing.

844
00:56:34.970 --> 00:56:40.115
Like, so, Sarah, for example, and Shannon, do you folks have, like, stuff built into contracts?

845
00:56:40.115 --> 00:56:47.335
Do you sort of recognize some level of administrative time that's needed for HIFIS, or is that just considered kind of built into the work?

846
00:56:47.795 --> 00:56:49.875
Michelle is Michelle is on my team.

847
00:56:49.875 --> 00:56:53.175
So we're actually trying to work and figure this out moving forward.

848
00:56:54.810 --> 00:56:55.310
Just

849
00:56:55.610 --> 00:57:05.550
should we should we dedicate, like, specific language or and things like that to our coming contracts for this purpose to ensure that people are saying,

850
00:57:05.850 --> 00:57:07.630
I don't have time. Well,

851
00:57:07.955 --> 00:57:11.955
this is how much time we're are here to dedicate to it or things like that.

852
00:57:11.955 --> 00:57:13.735
That's why we're asking these questions.

853
00:57:16.595 --> 00:57:17.655
Yeah. Our contracts

854
00:57:18.115 --> 00:57:21.049
are a little bit more broad in that they have to use HIFIS.

855
00:57:21.150 --> 00:57:24.450
They have to participate in coordinated access like some of that language. We haven't gotten

856
00:57:24.910 --> 00:57:25.970
down to our

857
00:57:26.349 --> 00:57:32.530
base, but because we have a requirement of here's our user guide, here's what we expect for each type of

858
00:57:33.195 --> 00:57:33.695
role,

859
00:57:34.395 --> 00:57:39.275
the staff have to essentially work out what they are doing to make that time fit.

860
00:57:39.275 --> 00:57:46.895
So for our outreach team, they may get this much time in a shift, if that's what the supervisors or management feel they need, but it's not written down,

861
00:57:47.195 --> 00:57:48.335
fully in the contract.

862
00:57:51.080 --> 00:57:56.940
Yeah. We are using broad language right now, but not finding it as effective. So

863
00:57:59.160 --> 00:58:00.440
I just wanted to jump in.

864
00:58:00.440 --> 00:58:07.335
We have, like, 2 minutes left to just make a comment about the document upload because that's been coming up a lot.

865
00:58:08.434 --> 00:58:11.174
So one observation that is,

866
00:58:11.954 --> 00:58:12.934
like, unrelated

867
00:58:13.234 --> 00:58:16.694
to how you're best using the software, but it is a consideration.

868
00:58:18.270 --> 00:58:25.410
Many communities are using a version of SQL Server that is called SQL Server Express, which is free.

869
00:58:26.030 --> 00:58:27.090
It has a maximum

870
00:58:27.390 --> 00:58:30.210
database size of something like 10 gigabytes.

871
00:58:31.175 --> 00:58:32.635
Now if you go

872
00:58:32.935 --> 00:58:34.395
over that limit,

873
00:58:35.015 --> 00:58:39.275
then for a database, like your HIFIS database, you then have to pay

874
00:58:39.734 --> 00:58:40.395
a monthly

875
00:58:40.855 --> 00:58:42.315
fee for, like, the

876
00:58:42.775 --> 00:58:45.915
super version of it, which is, like, $500 a month,

877
00:58:46.310 --> 00:58:47.050
just not

878
00:58:47.830 --> 00:58:49.210
anything to sneeze at.

879
00:58:50.230 --> 00:58:56.010
Most communities that get to that limit and go over that limit, it's because they've been uploading a lot of attachments.

880
00:58:57.030 --> 00:58:59.369
So if you're on a really, really tight budget,

881
00:58:59.875 --> 00:59:02.295
then your opinion about uploading

882
00:59:02.595 --> 00:59:04.215
documents might be different

883
00:59:04.595 --> 00:59:09.255
than if your community is a bit larger and you might already have that SQL Server license.

884
00:59:09.475 --> 00:59:13.175
So I just wanted to mention that there is a potential cost that might

885
00:59:14.060 --> 00:59:18.800
impact decisions you're making about how you're collecting data and putting it into Hypos.

886
00:59:20.140 --> 00:59:23.760
Awesome. Thank you. Thank you for that, Ali, and thank you for your presentation.

887
00:59:24.220 --> 00:59:28.080
Also, thank you, Sarah, Adrian, Shannon, and everyone else who's

888
00:59:28.405 --> 00:59:32.905
taking the time to not only present, but, ask questions, answer questions.

889
00:59:33.365 --> 00:59:36.645
That's all the time that we have for today. We'll be posting this,

890
00:59:37.285 --> 00:59:41.305
like we showed earlier and just some quick themes that I was seeing.

891
00:59:41.605 --> 00:59:43.945
Lots of talk about data quality assurance,

892
00:59:44.670 --> 00:59:45.170
expectations,

893
00:59:45.790 --> 00:59:51.230
and having, having firm dates to make the switch. So that's a that's a bit of it.

894
00:59:51.230 --> 00:59:54.369
Thank you again, everyone, and have a great day. Bye.