HMIS Project Management Topics and Tools - OneCPD

HMIS Project Management Topics and ToolsIn each of the above models, the solution provider may also be contracted to provide initialand/or ongoing software application training and technical support to users. Many communitiescontract with the solution provider to train the trainers. In these cases, communities must staffappropriately to ensure that there is sufficient ongoing local or contractual training and technicalsupport to address staff turnover, data quality, and continuity across agencies. In all cases, if thesolution provider is managing training or technical support, the project manager will need to beable to modify the training curriculum to address emerging data quality needs. The projectmanager will also need access to technical support requests to be able to remain aware of systemissues and prioritize system enhancements.The Contractual Project Management model is another alternative model for managing aHIMS project. In this model, the lead organization hires an individual or organization to comeinto a community and take over part or all of the management duties. By hiring a consultant, acommunity can bring in instant expertise in many areas of HMIS (or targeted expertise, such astraining); limit the ‘learning curve’; and benefit from a neutral perspective. The downside is thatconsultants may not be able to respond immediately if they have other contracts and may not becost-effective in the long-term. Contract models can be very effective and achieve economies ofscale if the individual/firm is contracted for a specific task in which it already has expertise orcomparable operations. Appendix 6 is an example of a contract agreement for an HMIS ProjectDirector.A final model that is becoming more commonplace is Project Management through a Non-Profit Solution Provider Partner. In this case, the model is operated very similarly to theProject Management and System Administration by a Lead Organization model; however, theprimary mission of the lead organization is to implement and operate the HMIS. Theorganization that develops and maintains the HMIS software also manages the HMIS project forthe community. Generally, they have the technical and development capacity similar to their forprofitpeers; however, they provide an ongoing presence and act in partnership with theircommunity sites. This model can be contracted at a Continuum-, community- or individualagency-level—with varying fee structures and accountability for each. One challenge with thismodel is that development of policies and procedures and local use of data to guide policymakingcan get lost. To avoid this, communities must clearly define in advance how decisionswill be made; how policies will be developed, adopted, and enforced; and how data will becontrolled and used.17