HMIS Project Management Topics and Tools - OneCPD

HMIS Project Management Topics and Tools23. HMIS Governing Committee Mandate (b)Source: Cincinnati-Hamilton County Continuum of Care, OhioDescription: This committee mandate establishes a committee to “support, encourage,and oversee the HMIS.” It puts the committee in charge of decision-making, planning andmanaging HMIS assets. The document also mandates monthly meetings.HMIS Committee MandateMarch, 2002 (approved 3/11/02)Purpose: To guide the planning and implementation of a community-wide Homeless ManagementInformation System for the __________ Continuum of Care.Mandate: In the tradition of the Continuum of Care process, a joint planning committee has beenestablished. _________. is the lead agency in implementing and operating the HMIS project andreceived Continuum-wide support to apply for a HUD grant to fund it. A leadership team including the________, the __________ Coalition for the Homeless, the City and County and the fiscal agent, alongwith experienced agency and community representatives, are working together to support, encourageand oversee the HMIS system across the Continuum of Care.Work of the committee includes:1. Planning, decision-making, evaluation and facilitation for the implementation of the HMIS.2. Determination of how the universe of homeless providers will be defined (area, programs, etc).3. Determination of voluntary or mandatory participation and/or recommendation to the City/CountyContinuum of Care and Emergency Services Grant processes of participation requirements.4. Coordination and gathering of incentives, resources, and leverages available to assist programswith participation.5. Coordination of system administration and data aggregation issues.6. Determination of the long-term policy and procedures for the system.7. Recommendation about the software application, data elements to be collected, and intervals fordata gathering.8. Consideration of a community-wide centralized intake process.9. Encouragement and research to support the lead agency in linking the HMIS with other communitydatabases.10. Supporting the rights and privacy of the homeless in determining policy and proceduresdevelopment.Asset Management: The HMIS Committee will manage assets associated with the HMIS system onbehalf of the Continuum of Care. These assets may be held in trust for the Continuum of Care by a fiscalagent. In the event that this committee dissolves, asset management will be transferred to the contractedContinuum of Care Facilitator or the __________ Coalition for the Homeless.Meetings: The committee meets monthly, with subcommittee meetings throughout the month.Subcommittees are chosen as necessary and may consult with additional agencies and resources in thecommunity. Meeting minutes and supporting materials are available for public review at :__[website]_____Term and Structure: The HMIS committee will serve as an advisory board or make recommendation onwho should replace them, throughout the project, which extends through _____. Lead agency staff,_______. The_________ Coalition for the Homeless, the City of ______ and _____ County are members,and agencies representing core constituencies were also specifically asked to send representatives to thecommittee. To select other members, a community-wide invitation was issued to all participating agenciesduring the April 2001 Continuum process. Invitations to join the committee were also included inHMIS Governing Committee Mandate (b) 106