HMIS Transition Update Information

VESTA News – December 2018


Coming January 1, 2019

As 2018 is coming to an end and we are preparing for the future of VESTA in 2019 and beyond, we want to share with you some important information about how VESTA will continue to support you and the clients you serve.

HMIS Data Entry Deadline

The Partnership Center will be doing the final HMIS data extract from VESTA to send to the new HMIS provider on January 3rd, 2019. Please have all your client data complete in VESTA as of 12/31/2018.

Client Consent Form Revised

Beginning on January 1, 2019, a new consent form will be required in VESTA. The Client Consent form has been updated to include 2 sections: Required Data Sharing and data only shared by signed consent.

Required Data Sharing

Data required to be entered into HMIS will be transferred to the Cincinnati/Hamilton County CoC’s designated HMIS – Clarity Human Services, administered by STEH or, if in Northern Kentucky, ServicePoint HMIS, administered by Kentucky Housing Corporation. Client consent is not required for this transfer. The data sharing information on the consent form is provided for the client’s information.

Data Only Shared by Signed Consent

Data shared between Agencies, including basic client information shared during the intake process, as well as data shared based on a specific partnership agreement between agencies does require a signed consent. Client consent is required in order for this sharing to be granted.

HMIS Agencies will need to contact their active clients to sign a new VESTA consent form in early January. This consent is only valid for data in VESTA.

As of January 1, projects providing Emergency Assistance or other services are required to use the new consent form for any new clients entered into their projects and any clients with an expired consent.

Homeless Certificate Update

Beginning on January 1, 2019, you will see an updated version of the VESTA Homeless Certificate and some agencies, depending on the type of project you operate, may seem some new functionality.

  • Street Outreach and Emergency Shelter projects will continue to generate Homeless Certs as they are now on VESTA; there is no change with these project types.
  • If a client is moving from Street Outreach and Shelter projects using VESTA into a Permanent Housing (including PSH/RRH) project on VESTA, the Homeless Cert documentation will continue to ‘follow’ the client, so the PH project can verify homeless eligibility in VESTA.
  • Street Outreach and Shelter projects will continue to have the ability to print out Homeless Certificates, so client can use it for homeless documentation for projects not participating in VESTA.
  • If a client is coming from a Street Outreach and Shelter project not on VESTA, the PH project Intake Wizard will notify the VESTA user that there is no homeless certificate, and the PH project user will have the opportunity to upload homelessness documentation.
VESTA Agencies Update

The Partnership Center is pleased to announce, beginning on January 1, 2019, the following agencies will continue to use VESTA for HMIS data collection and reporting.

Bethany House Services

Center for Respite Care

City Gospel Mission

FreeStore Foodbank

Greater Cincinnati Behavioral Health Services

Ohio Valley Goodwill Industries

Shelterhouse Volunteer Group

Tender Mercies

Welcome House

In addition, the Partnership Center and The United Way of Greater Cincinnati continue their partnership to provide VESTA to Emergency Assistance agencies serving the Greater Cincinnati area.

Thank you all for your continued support of VESTA and all you do for the Greater Cincinnati community.
Please feel free to reach out with any questions.

Wishing all of our VESTA users a warm and happy holiday!
From your friends at the Partnership Center

9/21/2018

Strategies to End Homelessness has notified PCL that the date range for the HMIS data export is 1/1/2012 through 12/31/2018.

9/18/2018

The Partnership Center, Ltd (PCL) has been preparing to send HMIS data to the new HMIS system managed by Strategies to End Homelessness (STEH). As of this date, no data has been transferred from VESTA, and no documentation of your customization has been provided by us to the new HMIS system. PCL is still awaiting information from STEH about the date range for the data transfer.

On September 11, 2018, PCL mailed the directors agencies with only HMIS projects a packet of information that included:

  • List of Agency Projects in VESTA;
  • VESTA Continued Use and Custom Data Transfer Form; and
  • VESTA Data Transfer Information for HMIS Agencies

PCL requests that agencies complete and return the Agency Projects in VESTA form by October 1, 2018.

PCL requests that agencies complete and return the VESTA Continued Use and Custom Data Transfer form by October 30, 2018.

PCL will be meeting with the United Way of Greater Cincinnati staff on Monday, September 24th to finalize plans for ongoing VESTA use for Emergency Assistance agencies.  We will be reaching out to EA agencies and agencies that have both EA and HMIS the week of September 24th.

Any questions about the information shared with each agency or the HMIS transition in general can be directed to Meradith Alspaugh or Michelle Budzek.

May 14, 2018

In October 2017, PCL was informed that the Cincinnati/Hamilton County CoC was issuing an RFP for the procurement of an HMIS software. PCL submitted a proposal that was accepted and moved on to Phase Two of the HMIS RFP selection process. On Friday, April 27, 2018, Strategies to End Homelessness (STEH) notified PCL that the Homeless Clearinghouse decided that they are not going to take VESTA to the third and final round of the RFP process for continued use as the HMIS in our community. PCL’s contract with STEH for VESTA will end September 30, 2018. 

As PCL has said to agencies throughout the RFP process, we are committed to continuing to provide VESTA as a resource to the community for as long as it is a viable solution.  PCL facilitated a meeting on Friday, May 11th for Executive Directors of VESTA contributing agencies to discuss the status of VESTA use for non-HMIS projects and to discuss options for the future of VESTA.

The slides for this meeting are posted below.

Executive Director Presentation