HMIS Project Management Topics and Tools - OneCPD

HMIS Project Management Topics and ToolsA project manager also needs a plan of action in the event that participating agencies are noncompliant.If the HMIS project is not directly associated with a primary funder, the projectmanager should work with the Continuum and/or funder(s) to conduct monitoring. The relevantparties may need to agree upon areas of monitoring responsibilities (e.g., hardware/softwarecompliance, application of all security features, access and use of the system, data entry andquality issues, compliance with behavioral policies, etc.). For example, the project manager maymonitor system utilization and security compliance as part of its contract, but the funder maymonitor data quality and client consent procedures as part of its contract.Communities can also incorporate self-assessments as part of their monitoring processes. Theself-assessment creates an atmosphere where agencies are more aware of their ongoingresponsibilities and become more accountable without creating an antagonistic relationship.Michigan asks members to file a quarterly report on system access controls, training andtechnical support protocols/experience, technical performance of the system, data quality,aggregated reports, and audit issues (see Appendix 17). Since Michigan’s statewide systemincorporates multiple Continuums across a large geographic area, Michigan has alsoimplemented a system where each Continuum also has periodic meetings and reports back to thecentral agency (see Appendix 18). Rockford, Illinois also uses a similar self-assessment surveyprocess. After surveys are completed, site visits take place to follow-up on items that needattention (see Appendix 19).Software Provider RelationsThis section covers various aspects of software provider relations, encompassing the contractphase, ongoing solution provider relations, documenting software issues, handling softwareupgrades, and challenges and strategies for switching solution providers, if necessary.Negotiating ContractsAs part of the first step in negotiating a contract with a software solution provider, ask thesolution provider for a price list. Also, call other project managers using the same solutionprovider and ask them to share pricing information.Clarity is crucial when negotiating contracts. The scope of services should cover all aspects ofthe relationship. Depending on the structure of the HMIS implementation, some of theseresponsibilities and costs may not be applicable, but the general universe includes:• Configuration or implementation;• Training;• Data conversion;• Licensing;• Hosting, backup and disaster recovery;• Off-site data storage;• Assuring fast response time/little down time;• Virus protection;• Implementing security patches;• Training;26