How Can I Sign West Virginia Profit Sharing Agreement Template

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thank you so much Anna and thanks everyone for joining us I'm Debbie Fox with the national network to end domestic violence and a part of the DD in housing Technical Assistance consortiums and so we look in partnership with collaborative solutions who are on the call today we have Joel Robertson from collaborative solutions with us we also work with the National Alliance for safe housing and the National Resource Center on domestic violence and the National Resource Center on sexual violence I'm very pleased to welcome you all to our state spotlight for West Virginia uncomfortable databases for victim service providers so um we have a very unique perspective today with Aaron Dunn who is led both HMIS and comparable database Dave databases in West Virginia and he's currently and a role in any position is the HMAS product manager for a cobia solutions and then they all he also was still operating the statewide database and he's a statewide database coordinator for the domestic violence and sexual violence programs in West Virginia so today you'll hear more from Aaron about his process of operating comparable database and then we also Jill and I will be fielding questions in the chat box during the webinar so please feel free to ask questions and engage with us and we'll be responding as questions come up and then one of time is in to chat and for an arrant to ask questions at the end of the PowerPoint and so the goal of our work and the work of the DD and housing ta consortium is to really bring out what we're hot what hearing and highlighting what's happening in the field and to share information and innovative solutions to what's happening in the work that we're doing across the country and just to give a very high level like bird's eye over V before Aaron get started as many of you all know and many of you are have receive funding there is a lot more resources and focus on serving domestic and sexual violence survivors with HUD continuum of care funds with the DD bonus funds and so there's ongoing appropriations from starting fiscal year 18 to last year there was nelle fuh with bonus funds that went out for 50 million that should be really City day and then one hoping the summer's wobbly continuing appropriations for the field so we're looking at 150 million dollars potentially with all those resources going out and that's a whole lot of new projects for domestic violence survivors and a whole need to be able to report and have the comparable database solutions to be competitive and to report what you need to report to your Continuum's of care and to HUD so you can continue receiving these funding because these funding streams in the future am I just want to make sure to see Jill if you have anything to add is our hunt a provider partner on the call before we turn it over to turn it over to Erin do you want to say a quick hello and talk about your work at clever solutions certainly thanks Gaby appreciate that so I'm Jill Roberts and I'm the one of the program managers at collaborative solutions I'm one of my focuses is on domestic violence and sexual assault I also do some work around tribal initiatives have a quite a bit of experience in the past with an HMIS and comparable databases so really glad to be joining you today feel free to just toss out any questions you might have and one of us will try to get those answered so I guess I'll turn this back over to you Debbie or Erin thanks Jill I think um I think we can go ahead and get started so here and I'm gonna turn it over to you and have you lead the webinar for the next hour or so Thank You Erin so much for joining us of course thank you for having me and greetings everyone you know as Debbie stated I my new role is the HMIS product manager for a cobia solutions which is a HMIS vendor and then you know on the side I'm also the statewide proverb database coordinator for domestic violence and sexual assault in West Virginia and so we'll look at a little bit more at exactly what that means but you know I've been working with databases now for or five or six years you know you kind of lose track of the time so I'm just going to share some of my experiences with you all and kind of what's going on in West Virginia at this time so I know some of you are aware but just to make sure we're all on the same page what exactly you know is a comparable database right and so comparable database is usually used for victim service providers you know TV organizations or essay organizations and it is a HUD compliant database which means that it's collecting most of the fields that HUD kind of requires from their funders or funding partners you know there are some some exceptions right the reason we're kind of talking about this once again as debbie highlighted is that as we go forward HUD as releasing more money you know for domestic violence programs to apply for deeds specifically DB funding which is a very exciting time I think so with comparable databases you know that's definitely a huge piece of it that you know these organizations need to be able to track their clients information to kind of be duplicate all that all that jazz with comparable databases to some COCs kind of require you know an agreed upon and structure with the victim service providers you know it varies COC by COC but that's just so you can coordinate with your COC continuum of care excuse me and make sure that everybody's kind of on the same page with that so whenever you're looking for a palpable database there are definitely some questions they you're going to have to be asking yourselves as you go along over the past year and a half or so West Virginia has decided to kind of broaden its scope and look into different comparable database solutions and as their tolerable database coordinator I was kind of passed with going out and finding what what solutions may work for us what solutions had to offer things like that and so as I went through you know that processed kind of please these four main questions really were at the forefront of my mind obviously with domestic violence and sexual assault survivors we want to make sure that their data is completely secure right and with that security you know there are there are some questions that you have to ask is essentially where is the data going to live right and so is that data going to live on a server they the organization maintains on site a remote server that you contract or a third party with or is it cloud-based and if it's cloud-based what are the security measures for that the next question is you know obviously is it going to meet my reporting requirements and so from that DBS a standpoint we've got Moe COBOL assess you know all that but again as we go forward with this HUD funding availability we also need to be able to report on some of the HUD elements or ESG elements which is emergency solutions grant and then you know the next question is will it assist me with my clients right is this going to be a burden for me to enter and not really do much more than that kind of a begrudging acceptance or is this going to be a tool that I can use to better assist my clients to better kind of track their case and what's going on with them and how best to assist them and then lastly you know like my main question was you know who is going to have access to this database which definitely ties back in to that that first of is it secure right so whenever you're looking at comparable databases I would definitely recommend that these are kind of the four questions that you keep in the forefront of your mind going forward all right and so my graphics messed up that's all right and so this light is looking out for clients data right and so in my journey looking into a different database solutions one of the things I definitely kind of came across was what I call pop-up vendors and these are small or newer software vendors that you know for for whatever reason aren't super compliant with with the regulations that we need so that's definitely something that you need to take into account as you're going through this process you know you want to be aware of the security standards that are required by HUD Foca of all that and then you kind of want to extrapolate that information and look at how these vendors are operating their software are they going to be compliant are they not where they located is kind of a big issue what one of the things I kind of came across was that there are a bunch of overseas or you know not not American based database companies which is fine but in some cases I definitely came across the interaction where they didn't fully understand the the Hut regulations or the ball regulations so that's definitely something that you should kind of keep in mind going forward and then obviously a databases reputation in this current a digital age pretty much if anything's on a computer it's going to try to be hacked right so you definitely want to kind of look at that solutions reputation kind of what their history looks like with that so that's just something you need to keep in mind and then looking out again for clients data with there's kind of an intersection between the HUD and the VAWA standards so HUD likes to see you know that says a security number and that social security data quality whether you've gotten the full social or partial or whatever the case may be bawah however research that we don't really want to see a social security under the ball of standards and so with those two things in mind you you really should kind of understand both requirements and how they interact with one another HUD has kind of come forward and said that a client refused in regards to social security numbers from a BB and sa standpoint is acceptable right they they make those allowances and then once again you know just that that company's kind of physical location is something that you should keep in mind and so in West Virginia we are always unique but within West Virginia we worked within a statewide implementation for both HMIS and the comparable database solution so if a to my ass that's pretty straightforward it's a the HMIS a wide implementation is a open solution which means that at the COCs can see what the other COCs are entering into the system what climes they served thanks to that nature obviously the releases of information and privacy our practices and policies are in place but with the comparable database solution in West Virginia we operate under what's called a closed system so what that means is that each individual project is siloed so if you're a project a and you want to see project B's and from I am assuming both are DV providers you can't do that they can't access one another's data they can't really even think about it too hard the the benefit of having this kind of statewide implementation is that it does kind of ensure that standardization of data collection across the programs which is very handy especially when it comes to reporting time so you know there are 14 TV programs in West Virginia and three standalone sexual-assault agencies and you know they pretty much collect all the same data they're using the same program it's just limited to their specific organization and for those of you that may be asking how it works with me is I have access to a demo site and that's all that I have access to I do not have access to any of the programs live information so I use that demo site to provide trainings to work through any sort of technical issues they may have which goes back on my earlier point of that standardization that we're all on the same program even that demo program so I can unable to work through any issues that the programs may be having with that statewide implementation as well with that same program it definitely assists in a and applying for that federal funding that is becoming available as well as you know that ESG funding or what you need that cable report for some of our organizations in West Virginia have already applied for that new HUD federal funding with more of them expressing interest in coming years so with that capability already built into our comparable database that ability to export those CSV files that likes to see having that already built in really facilitates programs decisions as to whether they should apply for funding or not and then with that statewide implementation with both HMIS a database I have found that it's helpful to establish certain statewide policies and procedures right and so what that looks like in an HMIS land is that we have an HMI ad statewide steering committee and that steering committee means once every quarter or so to discuss the policies and procedures to discuss how the information is flowing most recently it's been about the 2020 data standards and what that looks like for our comparable database is we have a quarterly data based workgroup where we come together we talk about policies and procedures which you know can include security training pretty much anything that's affecting the data great so that's definitely been helpful in this journey to kind of have those I use the term governing body here loosely because you know it's that governing body is made up of user members which is nice so everybody kind of has a voice at that table and then with collaboration with COCs so I got started in this field coming from the domestic violence world I was a I was their database manager at a local program I became their case manager and then statewide database coordinator and so forth before I transitioned over to HMIS and working in that homeless world these are historically some pretty different groups right that's you know that's kind of a bigger leap there and you know as I made that transition one of the things I noticed is that there was a lot of kind of tension between those two environments right there's a lot of kind of historical grudges that maybe that's too strong of a word but some historical misunderstandings I think might be a better way to say that and so one of the things I discovered that really helped me in that transition as well as you know the people that I was working with the programs and the providers I was working with is to be upfront about those regulations and what governance you write so from the DB world we're talking about Bala regs I know when I transition to the homeless service provider coming from Bala the the vol regs were saying at max an ROI was worth about fifteen days at Absolute max within HMIS they were telling me two years so that was a huge leap for me that was a huge kind of like mind-blowing eye-opening instance and so if you're coming from that DV world and you're wanting to start bridging those gaps into homeless service provider into working with your COCs things like that I find that it's just best upfront to tell them you know this is how we operate this is how we have to operate it's not you know just us you know we you know we we haven't made these up you know this is this is ball wa our are our eyes are shorter than yours our our eyes are kind of you know more specific and I find that kind of getting to that point like right right out off the off the bat is a good way to start to tackle those programs and again why would you want to do that because of the federal funding set aside for DV you know last year was 50 million the year before that was 50 million we you know we hope to see this again and personally from a personal standpoint I hate hate leaving money on the table so you know they've set this money aside specifically for DP programs there's some definitely interesting things that you could do with that funding so the look into it it's it's a good resource to have alright so the next point I want to talk about is by nameless and other prioritization tools so another kind of unique situation that I found myself and before I transition to my new role is that I was the the chair of our by nameless committee that met weekly you know in that role I just kind of facilitated the meetings and talked about you know where the clients were at that time and so the issue of how do we prioritize how we put clients that are fleeing DD or in a current shelter or that have experienced or in survive sexuals on how we put them on our by nameless how do we prioritize them for housing because you know just because of their experiencing domestic violence or sexual assault it doesn't mean that they're not homeless you know they're they're a client - we want to treat them the same as we treat our homeless clients and so the kind of workaround that I came up with was that the the DV organization would come up with a unique identifier that only that DV organization had all identifying information was removed from that client except for that unique identifier in the in the case of the the DV program I work closely with they use their in-house generated client ID number and they would then submit that to me that just the number and I would manually put it into our by name list and how we again how we prioritized in that COC once we went off of their speed at their V ice for that score and then on down the road we started prioritizing VI stats for length of time homeless and whether they were currently sheltered or unsheltered so that's kind of how those the people in that DV program was going to be interacting with our by nameless committee and you know kind of my next point is that whether you're going to put your clients your VP RSA clients into that by name list or prioritization tool it is critical for you to show up to these meetings right if you do apply for funding the the federal funding you're going to have to report to HUD it makes it just so much easier if you've already kind of got a seat at the table a face the people recognized right when I started off that Lowe's that was me and by the time that I left you know the the community was so used to having that DV provider there at the table that it was it was a non-issue it was just as if another provider was sitting there which is really nice so I cannot stress enough that just showing up and I know everybody's busy and you're taking care of your clients but but it is very critical to show up and just start to have a presence at these meetings so this is kind of the HUD decision tree about whether they should whether you should enter into a comparable database or not Debbie I didn't know if you wanted to speak on this a little bit or if you wanted me to just keep on going I could just do a quick chime in or HUD has been helpful trying some guidance and they hope to release more guidance on comparable database in the coming year and yeah this is just a quick thing you can do the way on the HUD exchange but they have created a HUD decision tree because there's with the new funding and victim service agencies receiving the funds for the law that are violent it doesn't so there's homeless service providers that receive the new DD bonus funds but they also might potentially receive OVW transitional housing dollars so this kind of helps you walk through it's a little bit you know oversimplified like there are these sometimes head-scratching situations that we have to talk to head about but it's kind of gives you a rundown it's you should be using a comparable database based on your various funding streams so if you're getting volvo their pizza victim service funding specifically and it's spread across your agency then you would be wanting to use a comfortable database and protecting the client information of people coming through your your agency but if you have any questions or are new to thanking service fund or just got the DD bonus funds are not quite sure if you need a incomparable database that's something that Jill and I are Aaron could definitely help walk through that and help you make that decision so yeah it's a useful tool to kind of have the conversation be thinking about it great Thank You Debbie all right so we're ending earlier than I had anticipated my apology there we go same partner so anyway before we continue on you know there is my name and contact information there's Debbie's and Jill's as well so if you have any questions I'm always happy to talk about this I'm happy to talk about what solutions I've encountered what solutions we're going forward with all sorts of stuff like that happy to talk we can answer questions in the chat now as well it's if anyone would like did you want to talk about the safe so there's a question one one moment please so hi this is Jill just going to jump in here and talk for a minute so you'll see on the screen the safe Housing Partnership slide and just to give a little bit of information about that so myself Debbie and four other federal partners are involved in the domestic violence consortium and we are here to help you with technical assistance needs and requests we do invite you to go to the safe housing partnership website and and submit any requests that you might have if you need help with whatever might come up because I'm sure there are plenty of things that will come up when you start implementing your housing projects so feel free to reach out to us also wanted to just make a plug we have begun to send out information about our 2020 national safe housing conference it'll be in DC in October the dates are the 27th through the 30th so please stay tuned for more information but save that date if you could we would love to see you in DC at that conference and now I'm going to turn it back over to Erin or Debbie great thank you all right so there are some questions about if I'm able to speak to what solutions gotcha what solutions so that I looked at which I am more than happy to share I'm not is this an okay space to do that in we're not yeah we're not NHS PC so there's there's one conference that we go to which I actually will be the point for that conference - for those who are learning more about comfortable databases and want to know about a HUD and you're in the reporting world and that side of a comfortable database part of your job is a biannual conference called the national human services data consortium and that's where I just say the the HUD data nerds come together twice a year and it's you learn about what's coming down the pike from had what's going to change with the data reporting there is also strategy conversations and critical conversations around things in the coordinated entry in the homelessness field that come off I find it to be a very useful space to just to be thinking about what what needs to happen around insuring survivors have data privacy and we always try to present Erin's presented there and clever solutions and I so it's a great space but they do let's long way to say it's a vendor neutral space and so Erin you're welcome to talk about what your process was and what vendors you looked at and but I do want to make the caveat that nna TV and clever solutions like we don't love or stamp and say this is your solution and this is a database that you should use and really very some people want cloud base some people want server based and a lot of software companies like for it there's a software company called Alice many years ago that just kind of went went out of business overnight and that left the field in the lurch trying to figure out what to do so we can talk about databases but there's no guarantee that it's going to be your end-all be-all solve all of your problems or because these are private company software companies they're in the private market and they sometimes are bought out or they close shop so so there might be one that's selected for example where Aaron used or is using West Virginia but that there's so impressive like questions and things to be thinking about as you're electing a comparable database so that's so that's our caveat we're not giving the stamp of approval but it's good to have a conversation know what software vendors are out there sure great Thank You Debbie yeah so table is to answer your question West Virginia has been using osmium software which is a company based out of Canada now they do nog name does everything that you need it to do but we kind of started having a conversation that you know what are some of the other options out there which is how I really got into looking at different solutions and so we looked at quite RI looks that quite a few in demoed part of you and then took those back to that comparable database workgroup I spoke about earlier to kind of show the ones that really stuck out you know kind of to the larger group and so you know as we've gone forward the one that we're very excited about and the one that we're looking at is a database called empower dB as in database we're quite excited about them because you know they have kind of disease of access which is a nice for our users that have unfortunately been a little lacking they're able to you know export all the information that we need they they're cloud based program and they contract through the Microsoft's Azir servers which microsoft azure does do what's called zero knowledge encryption which is exciting for me I'm very much in that category of the data meds that that Debbie was speaking to a minute for a minute that zero knowledge encryption essentially means that the people that are maintaining the servers have no access to that data I mean they've got access to with the can decipher it right it's it's completely jumbled which is really nice oh okay so you're familiar with the parody be great a few of the other ones that we kind of just briefly looked at was time c.d.s time as in the herb and then CBS as comparable database solutions and then we also looked at at apricot apricot I never remember how to pronounce that one we looked at that one as well and then cap 60 reached out to us but we didn't really go anywhere with cap 60 I wasn't able to kind of nail down anything oh I'm so sorry we also looked at service point and you know service point great product however it was the the pricing was not doable we had some more questions coming in pricing wasn't so much of an end she was ever caught but we just we you know as Debbie's as Debbie said that you know every solution is going to be different for your needs so on and so forth and just for just for west virginia's needs empowered DB was looking a little better than apricot in that regards oh they've been out of communication since last year yeah I mean I've been I've been talking to them empower DB pretty frequently they've been very good to communicate with me you know we're still kind of in those early stages right yeah I think Sean you raise the point that I was saying earlier like I think with all the new DD bonus money I'm making an assumption I haven't chatted with them directly but I do think with all the new money and the new resources going out there is an increase in the need for a comparable data base and assuming that's driving the increase request and they're probably growing as a software company so that's one of those things where it is like it's still a company and they're trying to like meet the need but I'm assuming that's what's happened but not sure and Tamala yes we haven't contracted yet we are in the we have a contract we're in the process of negotiation at this time as for as for taste worthy I don't have experienced a case where the client track is my new employer for current employer I should say that your disclosure yeah yeah there's going to be 14 domestic violence programs and about three sexual assault programs when I say three sexual assault programs please keep in mind that those are just standalone sexual assault programs most of the 14 I think it's maybe 11 11 or 12 of the 14 are dual programs but they'll all be on the that same statewide database program just again siloed instances these are great questions thank you everybody when you're lower when you say an EHR type database are you referring to like the medical type okay unfortunately I don't have a whole lot of experience with the EHR type databases I've really only interacted with one oh gosh and it's been a minute ago but they were they were always down I'll have to do something about that yeah I do want to do a quick plug or just a clarification so when Aaron describes a statewide database having a statewide response you're still it's more from that management perspective and organizing the programs and doing TA there's some benefits to having a statewide response but with the as long as the data the VAWA regs say no third party can have access to that information that clients information that lives within your agency so that would include your state domestic violence coalition that would include your software database person that would include the conservative agency that you're partnered with across the street like no it's still you are owning that information and it's your responsibility to keep it protected and not to share that personally identifiable information with other organizations so I just want to clarify that so states many states like Texas Iowa the DC coalition Georgia there's a lot of states that have the statewide response and taking on leadership and organizing of the database so they can report to HUD for those folks that get the HUD containment of Carens but often they also use databases for the victim service funds that come through from the sides as well like the viola OVW and pizza and OBC fund so it's um it's still it's still private information is private and it still needs to be protected and confidential within that victim service organization so I just want to clarify that we're not talking about statewide database and everyone around the state can look at it like that's not that's not the setup Thank You Debbie there is a question earlier from Tina how many of the vendors that I mentioned were both comparable databases in bulk implying osmium and empower or but you mentioned a few others I'm not certain about so I'll see you men in power we're complying as far as I could tell yes well obviously in power yes and then angry was saying that apricot is as well which is great some of the ones that I encountered cap 60 was not compliant there are a few other smaller ones that that weren't really compliant either and I'd see yeah so John asks can I describe exactly what counsel is personally identifying information and what does not so this is actually one of my favorite topics to talk about personally identifying information the best way that you can really think about that is any piece of information you can use to identify somebody and so what we usually go towards just kind of in our minds is name date of birth social security number things like that but in the data world in the service world there are some other things that you need to keep in mind as well especially for example how I used to train people back home is you know it's a smaller community back home in West Virginia and so all of those communities are pretty small so within small communities you pretty much know who is who to kind of give you an example I'm about six six feet four inches tall got a beard you know I'm a data nerd and I wear funky shirts like Hawaiian shirts that's just my aesthetic the reason I tell you that is the if you talk to somebody that you saw a tall guy with a beard that weren't funky Hawaiian shirts you haven't given out my name date of birth or social but you have kind of personally identified me in a smaller community so those are things that you definitely need to kind of think about as as you can afford with personally identifying information I hope that helps there's a question from our our Valley their asses efforts to outcome compliant I think the question and and a good place to get information there's the NAD be tech safety website and there's a whole section on comfortable databases I think the question that is really critical to ask the software company that you're working with or the software developer is do you have access to that information and oftentimes they say like we're HIPAA compliant or everything is secure don't worry about it but we have a higher stringent standard than HIPAA and then the critical question is often asking like well what if you got a subpoena at or what if there was some sort of like requirement from the darling would you turn over information as a software developer so there's critical questions to ask that we have in in some of our technical assistance information for the na and na dhih dhih safety net website portion of our website so that is helpful it's kind of sking those questions of how how are you keeping the client information confidential and what kind of access is a software developer would you have access to and and what kind protections are there from data breaches and those sorts of things that have been looked at a bit stored on the cloud and yes a cobia puts out fine track so that that is my disclosure as Debbie said earlier yes I do have a Jim is currently [Music] yeah they have age - but now they've got me so we'll see what the future holds yeah apricot is kind of a popular one that was that was one of the bigger ones we really took a look at it was actually at the NHS DC that uh someone in attendance there turned me on to empower dB we love your questions thank you well that's that's about all I've got I the questions seem to be slowing down Debbie or gel I didn't know if you wanted to say anything more I just don't think everybody from joining you know it's almost the holidays and we talking about databases and we have over 61 people on the call so I think that's a record for a comparable database webinar that we've hosted so thanks for joining everybody and I'm just so appreciative Aaron of your partnership and for for offering this webinar and sharing your information and thanks Jill for joining Joe do you have anything else you want to say before we wrap up yeah just two quick things one is Aaron thank you very much for doing the presentation you did a great job so thank you for that the other thing I wanted to just remind people is when you're looking for your database be sure to ask the vendors all those really hard questions Debbie mentioned that on the nn EDD website there's a good list of questions that you can be considering one of those questions I know came up towards the end with some of the products make sure that they can produce those HUD reports that are required make sure that you see that they can actually produce those reports especially if you're receiving DD bonus funds or ESG or COC funds super important question and please if you have any questions feel free to follow up with any of us we're having to talk offline as well thank you everybody yeah thank you everybody I'm I pulled up the contact information just for another quick second before we you know disconnect but again thank you everyone so much for attending Thank You Debbie Thank You Jill I hope everybody got some information out of this and please feel free to contact me with any questions you may have