HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and ToolsStandard F8:Guideline F8:Standard F9:Guideline F9:As staff members leave the employ of the agency, their HMIS user accounts areimmediately inactivated or changed to accommodate a new user. The agencymust contact the [Lead Agency] Systems Administrator to make these changes.The agency has a written procedure for handling HMIS account activation anddeactivation as employees are hired or leave the agency that is available for review.Technical assistance requests and training issues should be limited to one point ofcontact with the [Lead Agency] systems administrator, typically the AgencyAdministrator.The Site Administrator can describe how technical assistance requests are handledinternally and how technical assistance and training needs are communicated to [LeadAgency].Standard F10: Signed “Client Consent for Data Collection” and “Client Consent for Data Release”forms from clients are kept on file.Guideline F10: The agency has a Quality Assurance Plan in place and monthly process that verifies thatconsents were obtained. Relevant documentation is available for review.Standard F11: Service Items and/or Worksheets added to the HMIS database have entry and exitdates that accurately reflect the paper files or intake packets.Guideline F11: The agency has a Quality Assurance Plan in place and a process for verifying that entryand exit dates in the files match the HMIS. The agency can produce actual files thatcontain information that matches the data entered into the HMIS.Review of Agency Compliance with HMIS Policies 96
HMIS Project Management Topics and Tools17. Agency User Meeting Report FormSource: Michigan State Homeless Management Information System, MichiganDescription: This form is used by each agency to structure quarterly meetings onHMIS issues and report back to the lead agency.Agency User Meeting Report FormReport Quarter (circle one): 1 st , 2 nd , 3 rd , 4 thAgency Structured MinutesOrganization: ____________________________ CoC: _______________________Date: __________________Attendees:1. Coverage – the percent of homeless consumers participating in the database.Coverage Month 1: ________ (A) Total Unduplicated Consumers Entered: _______.(B) Total Unduplicated Homeless Consumers: _______.Coverage Percentile (A/B):________%.Coverage Month 2: ________(A) Total Unduplicated Consumers Entered: _______.(B) Total Unduplicated Homeless Consumers: _______.Coverage Percentile (A/B):________%.Coverage Month 3: ________(A) Total Unduplicated Consumers Entered: _______.(B) Total Unduplicated Homeless Consumers: _______.Coverage Percentile (A/B):________%.If coverage is less than 95%, discuss concerns and opportunities to improve participation.2. Data Quality – are interviews/forms generating complete, high quality information? Are definitionsbeing applied uniformly? Are all required fields being completed? Issues:3. Security/Privacy/Confidentiality – Are there concerns regarding the organizations practice aroundprivacy issues. A plan should be developed to correct any problems that are identified. Describe anyplanned changes in privacy practice:4. Reporting issues – are staff able to access and use the data from the system? Are their problems withthe report writer or other interface technology?Agency User Meeting Report Form 97
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HMIS Project Management Topics and Tools - OneCPD

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