HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools18. Continuum User Meeting Report FormSource: Michigan Statewide Homeless Management Information System, MichiganDescription: This document is used by an implementation that includes multiple CoCs. Each CoCconducts regular meetings using this structured framework. A report of the meeting is sent back to thelead agency.Continuum User Meeting Report FormCoC Structured MinutesContinuum: ______________________________ Date: __________________Attendees:1. Controlling Access to the System – user identification and passwords.2. Training and technical support protocols/experience.3. Technical performance of the System.4. Data Quality overall.5. Aggregated Reports – those generated during the last month and those being planned.6. Audit issues.7. Security/Privacy/Confidentiality – Are there concerns regarding the central server’s practicearound privacy issues. A plan should be developed to correct any problems that areidentified.Continuum User Meeting Report Form 98
HMIS Project Management Topics and Tools19. HMIS Self-Assessment SurveySource: Rockford, IllinoisDescription: This survey is filled out by the agency in advance of a site visit by the leadagency and gives a comprehensive picture of the agency’s compliance with HMISprivacy, data entry, training, and participation guidelines. Questions are categorized asmandatory action items, recommendations or suggestions, as defined by the communityat the time of drafting.The Self Assessment Survey is a new tool, developed to assist in the Homeless Management InformationSystem process. The purpose of the survey is:• to highlight standard issues noted and discussed during the site visit interviews, and• to orient and prepare the agency and its users for the site visit interviews.• In some cases, the HMIS Committee may waive the site visit, after the first site review, based onthe review of your completed Self-Assessment Survey. The self-assessment survey should beemailed to ____[email address of HMIS project manager]_____Instructions for completing the Survey• One or more agency staff should complete the written survey.• A meeting to discuss the survey answers should be attended by agency staff and volunteersplanning to participate in the site visit interviews. At least one agency staff should be involvedin the self-assessment survey process. During the meeting, those items that are tagged “NeedsWork”, “No”, or “N/A” should be highlighted and details shared as needed. HMIS governancecommittee members will receive a copy of the completed survey, and the responses will provide abasis for dialogue during the one-to-one interviews at the site visit.• The agency may provide additional information regarding one or more responses, but this is notan expectation. Such information may be given orally during the site visit.Responses to each statement and definitions are as follows:Yes ⎯ The agency has completed and can demonstrate that all criteria related to this statement aremet.Needs Work ⎯ Some work has been done related to this statement, but not all criteria are met.No ⎯ None of the criteria stated are met.N/A ⎯ Statement is not applicable to the agency.You will note that each statement has a rating code, describing its relative importance and/or relationshipto the HMIS participation process:A ⎯ Action Item: Policies or procedures identified relate to HMIS participation process. If theseitems are not complete, the HMIS team will designate remediation as an “action item”, with anestablished time frame.R ⎯ Recommendations: Policies or procedures that are necessary to ensure nonprofit compliancewith state/federal guidelines, and/or that client confidentiality will not be jeopardized. HMISvolunteers may make formal recommendations for follow-up to the HMIS Committee.S ⎯ Suggestions: Other good business practices that will enhance HMIS process as it relates to youragency.HMIS Self-Assessment Survey 99
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HMIS Project Management Topics and Tools - OneCPD

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