HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools24. Two-Committee Organizational StructureSource: Safe Harbors, Seattle, WashingtonDescription: This diagram depicts an HMIS organizational structure that includes both anadvisory committee and governing committee. The governing committee directs the HMISproject manager. The advisory committee, which includes an operational team and a technicalteam, advises both the executive committee and the project team. The project team is led by theproject manager and includes a system engineer as well as people working directly with theHMIS software and with an aggregate database for analysis. The project office directs theHMIS vendor. The vendor and an outside data analyst assist project staff as needed.Safe Harbors Project & Post-ProjectOrganizational StructureSHAC advises ExecutiveCommitteeExecutiveSafe Harbors ExecutiveGovernance CommitteeExecutive Committee directsthe Program OfficeSafe Harbors Project/Program OfficeSafe Harbors Advisory Committee (SHAC)Project/ProgramManagerSafe HarborsTechnical TeamSafe HarborsOperationalTeamTech Team & Ops Teamprovide input to ProgramOffice; Program Office seeksinput from them.HMIS SME System Engineer AD AnalystSafe Harbors HMISWork TeamSafe HarborsAggregatedDatabase WorkTeamProgram Office directs thework of the vendor.LEGEND:Provides input & assistance toWork Team as requested.Indicates flow of advice ordirected activiities as describedin circle by each arrow.HMIS VendorData AnalystTwo-Committee Organizational Structure 108
HMIS Project Management Topics and Tools25. User Group MandateSource: Chicago Continuum of Care, IllinoisDescription: This policy officially establishes an HMIS user group, which has formalresponsibility for prioritizing system issues, providing feedback on system performance, andother matters.SOP#: 01-030 Revision: Prepared by: ECMApproval Date: 6/28/04 Revision Date: Revised by:Title: HMIS USER GROUP RESPONSIBILITIESPolicy:Standard:Purpose:Scope:The Partner Agencies should have a forum for providing input on planning andHMIS governance issues.Designated individuals will serve on the HMIS User Group to formally managecommunication on system issues between user agencies, the Continuum, andHMIS management.To outline the major responsibilities of the HMIS User Group.System-wideResponsibilities:The HMIS User Group is responsible for:- Identifying and prioritizing system enhancements.- Providing quick feedback loop on system performance.- Brainstorming the best uses of the HMIS to inform training and other TA.- User Group Chair/Co-chairs may be involved in the process of imposing sanctions onusers/agencies for misuse of system. (This procedure is further specified in SOP 04-030:Auditing Policies and Procedures)The HMIS User Group may be subdivided by type of partner categories (e.g. direct partneragencies interface agencies and anonymous data submittal partner agencies).User Group Mandate 109
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