Efficient Data Collection for Point-in-Time Count using HIFIS
Explore the benefits of using HMIS for Point-in-Time Counts, understand the HIFIS options available, advantages of mobile data entry, and the process of data collection and export with HIFIS for homeless individuals and families. Enhance efficiency and accuracy in your data collection efforts.
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HIFIS.ca Everyone Counts 2021 Homeless Individuals and Families Information System - Point-in-Time Count Module PiT Count Coordinators Training Sessions January 2021 1
Why use an HMIS for your PiT Count? Reduce or eliminate the use of paper surveys; Standardize data entry; Reduce time spent on data cleaning; Ability to generate data export; More versatile and flexible option. 2
What are your HIFIS options? Option 2: HIFIS Lite A PiT count only version of HIFIS; No IT requirements needed; Will include the updated PiT count questions Will need to configure your survey, including local questions; Designed for non-HIFIS using communities, however, is available for any community that has not updated to the latest version; Mobile data entry; Securely submit your data to ESDC Option 1: HIFIS 4.0.59.2 Expected to be released in late February/early March; Will include the updated PiT count questions; Able to use your own local installation of HIFIS; Mobile data entry; Securely submit your data to ESDC 3
Mobile Data Entry Advantage of mobile data entry Things to keep in mind Avoid carrying and losing paper surveys; Survey goes directly to HIFIS; Requires internet access No need to do data entry afterwards; Extra battery packs; Cell phone/Tower signal; Weather 4
Overview of the PiT Count data collection process 1. Ensure that you have a signed PiT Count DPA (Data Provision Agreement) before starting 2. Data is collected either on paper or using a mobile device 3. Reports are generated using HIFIS 4. The data is then exported for analysis using Excel or .csv format 5. The mandatory questions are exported to ESDC directly 5
Exporting your PiT Count results with HIFIS 1. Exporting to ESDC using HIFIS is easy with a few simple clicks. 2. Exporting to your Community Entity (CE) : HIFIS creates .cvs files to send anonymized data to any recipient CEs are responsible for setting up data sharing agreements 3. HIFIS allows you to export Registry Week data as well 9
Exporting your PiT Count results without HIFIS 1. Results of the PiT Count are reported to ESDC via an approved tool (ex. Excel). 2. Data must be provided in a format consistent with the national database in order for the data to be integrated. 3. A template and a support document will be provided by ESDC to explain how non-HIFIS data is to be submitted to ESDC. 10
Export data is sent to ESDC in .csv format Note: The export is for the 15 CORE questions in the PiT Count and optionally the COH questions 13
HIFIS Support Desk Comprehensive How To guides and reference materials are available through the Help Menu in HIFIS. The HIFIS Training Centre, a free, on demand e-learning program, and other online resources are available through: The HIFIS Demo site: www.demo.hifis.ca For any questions concerning HIFIS or for troubleshooting information, contact the HIFIS Client Support Centre: By phone at: 1-866-324-2375 By email at: support@hifis.ca 14
Everyone Counts 2021 Thank you! Comments? Questions?
