HMIS Project Management Topics and Tools - OneCPD

HMIS Project Management Topics and Toolso Easier access to public resources;o Privacy protections that ensure that no identifying information will leave theagency without their consent; ando Improved service coordination and less duplicative intakes when data is sharedamongst agencies.• Potential benefits for front-line workers:o Uniform way to track client needs and history;o Ability to track client outcomes; ando Ability to monitor the status of referrals.• Potential benefits for the agency and program managers:o Reporting features; ando Information can be used for funders, Boards of Directors, and advocacy purposes.• Potential benefits for Continuums of Care and policy makers:o Programs have the capacity to generate APRs;o Continuums can access aggregate reports which can help with the HUDapplication; ando Aggregate data can be used to inform policy decisions aimed at addressing andending homelessness at the local, state and federal levels.A shared vision is an effective device to make sure stakeholders are on the same path. Thevision should be created together for broad buy-in. If some stakeholders attempt to veer theproject in other directions the shared vision serves as a compass to keep stakeholders heading inthe same (agreed upon) direction. This will help facilitate all communication and expectations.If the community has developed a local vision statement, the project manager should post a copyof the vision in a prominent place and remind people of that vision whenever necessary. Forexample, the project manager might include the vision statement at the bottom of every meetingagenda, on the project website, or as part of his or her email signature. The vision should beincluded in all documentation related to the project. It could also be included along with theHMIS privacy posting at every workstation where data are entered.The project manager should also collect and share information about how the HMIS is having animpact locally or benefiting other communities around the country. These benefits can accrueeven before full participation is achieved and can occur in both anticipated and unanticipatedways. For example,• In Tulsa, there was a case of tuberculosis in a large shelter. Using HMIS, the shelterwas able to determine who was exposed and notify them within two days. Prior toHMIS, this process took 90 days.• In Columbus, the HMIS was used to discern the distinct utilization patterns of longtermand short-term clients. This informed the city’s planning process and led toestablishing a goal of developing 800 new units of permanent supportive housing aswell as refocusing the shelter system and related services.• In Kansas City, the HMIS has been used to determine the geographical area that hasthe greatest need for a particular service. This data has then been used to informpeople interested in starting the service about where their work will be most effective.36