HMIS Training 101 Thinking Outside the Box Victoria

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Texas Homeless Network (THN) is a non-profit membership-based organization helping communities strategically plan to prevent and end homelessness. THN works to end homelessness in Texas by collaborating with all communities, large and small, across the state to build systems to achieve this goal. We coordinate local and national advocacy efforts, data collection and research, host an annual statewide conference, and serve as the host agency for the Texas Balance of State Continuum of Care (Co. C) where we assist in the coordination of programs and funding. We are also the lead HMIS Agency for the Balance of State.

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Texas Bo. S Co. C HMIS Stats 300 HMIS users [Aug 2018] 4 HMIS Specialists Roughly 250 Programs

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Bo. S Coverage vs HMIS Coverage

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Training Questions • How many of you train HMIS end users directly? • In the past 6 months, have you changed how you train your end users? • How many think your training process could be better or just different? • How many have a hands on training process that allows the user to get their hands dirty before ever touching your live environment?

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Timeline – The Training Journey Started planning early 2015 ta a D ds r w a e d N n a St ta Da w Ne s e rd or a M and St Got online training platform September 2015 Went full automated January 2018

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Texas Bo. S Training Models One-on-One • Over screen share • Multiple trainings a week, sometimes multiple trainings a day On-Site • Mainly for new agencies • Sometimes would visit agencies in a community by splitting up Webinar Groups • Accomodated multiple new users, sometimes from different agencies Automated • All online • Consistent for all end users

Why Automated? HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Consistent • Everyone gets the same exact training, 100% of the time Readily Available • Non-traditional work hours needed to be accommodated Practice-friendly • Provides hands-on experience with the database—before real data ever gets entered Flexible • Solution to less travel funding • Solves the “training time investment problem” with high turnover rates

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Course Breakdown – Program Types Shelter/Housing HP/Supportive Services Rapid Re. Housing Emergency Shelter Homelessness Prevention ESG Transitional Housing Supportive Services Only HUD: Co. C Permanent Supportive Housing Street Outreach ESG PATH RHY SSVF Street Outreach BCP-ES Rapid Re. Housing Supportive Services Only BCP-HP Homelessness Prevention TLP MGH SO

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Course Breakdown – Other Courses Assessments Coordinated Entry Foundations Exit CE in HMIS Update/During Annual Data Security ROI

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Course Breakdown – Videos and Quizzes Each video is a bite sized “reusable” format. The same navigation video appears in all courses, for example. Each video is followed up with a quiz to test for competency. Each course is roughly 45 minutes, not including time for quizzes.

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Automated Trainings User Submits Training Request Review Request and Create Training Account User Reviews HMIS Training Videos User Completes HMIS Task List Did the user do well? Yes! The user demonstrated mastery of the database functions. User gets HMIS access Not exactly. . .

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Coordinated Entry Implementation CE Implementation Take 1 • Began May 1 st, 2015 • Roughly 7 Pilot Communities • Combination of on-site and webinar trainings CE Implementation Take 2 • January 23 rd, 2018 • 18 Mandated Communities • All automated trainings

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Missteps, Feedback, Solutions Issue “I can’t hear the videos. ” • Solution: Created closed captioning for all videos. Issue “I prefer hands-on training. ” • Solution: Created a task list to allow users to jump into our training version of HMIS to put what they saw in the training into practice. ” Issue “I don’t need a complete re-training, I just need to know X. ” • Solution: Created a video library available to all of our end users covering a wide range of topics from how to enter services to how to run their APRs/CAPERs/UDQs.

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Training Data • How to use the data collected • What’s asked on the requests and why this impacts training • Are there times that get more requests than others? • Highrise TA Count • How many training hours saved?

Pre-Training Request Data HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos New User vs Refresher Trainings Training Programs ESG ES ESG HP Refresher 15% ESG RRH ESG SO HUD Co. C TH HUD Co. C RRH HUD Co. C PSH HUD Co. C SSO PATH RHY New User 85% SSVF RRH & HP Coordinated Entry 0 New User Refresher Column 2 50 Column 1 100 Series 1 150 200

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Pre-Training. Requests as of Jan 2018 Top 5 Counties • • • Denton - 58 Taylor - 55 Nueces - 20 Bowie - 17 Lubbock -17

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Post-Training Data - Number of Users Trained by Year 250 219 200 167 150 146 100 124 110 93 82 73 50 5 23 16 2 5 21 5 0 2015 2016 Overall New Users 2017 CE Refresher 2018

During/Post Training Data Benchmarks HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos How did the end user do with Pre-Task List, login issues, etc. ? How did the end user do with Navigation? How did the end user do with Intake/Exit? How did the end user do with Bed Check In/Check Out? How did the end user do with Assessments (Entry, Exit, DPE)?

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos What to do with this training data? • What training(s) do we offer and when? • One month check ins based on training report. • “You had trouble with assessments earlier. How are you feeling now? ” • What else could you collect? • A post-test survey from users about their training experience?

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Is automated right for me? Or, “This may not be for everyone. ” Program Breakdown • Combine program types into the same training Module Breakdown • Break up training into smaller, swappable chunks (navigation, intake, assessments, etc. ) Hands-On Practice • Implement a task list Data Collection • Pre, Post, and During Training

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Tools for Setup, Data Collection, and Training • Google Forms • Google Sheets • You. Tube

HMIS Training 101: Thinking Outside the Box Victoria Lopez Jesús De. León-Serratos Q&A