HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools• Track general satisfaction of HMIS agencies.When shopping for a CRM, a project manager should make sure that the product chosen is easyto use, affordable, and does not create needless work. If full-scale CRM solutions are notfeasible, project managers using Microsoft Outlook can try using the contact managementfeatures of Outlook to achieve some of the benefits. Alternatively, a simple Access databasemight be created for the purpose.Figure 5.1 is a partial list of vendors and websites for both e-newsletter and CRM solutions.Figure 5.1: A Partial List of Communications ToolsType Solution WebsiteE-newsletter,etc.CRMConstant ContactConvioExact TargetGet ActiveIMNAccpac CRMACT!GoldmineMaximizerMaximizer EnterpriseMicrosoft CRMNetSuiteOnyxPivotalSalesforce.comSalesLogixSiebelTelemationwww.constantcontact.com/www.convio.com/http://email.exacttarget.com/www.getactive.com/www.imninc.com/www.accpac.com/products/crmsfawww.act.com/www.frontrange.com/goldminewww.maximizer.com/www.maximizer.com/www.microsoft.com/businesssolutions/crmwww.netcrm.com/www.onyx.com/www.2020software.com/products/Pivotal_CRM.aspwww.salesforce.com/www.saleslogix.com/www.siebel.com/crmwww.databasesystemscorp.com/Working With the HMIS CommitteeAlmost all HMIS implementations are overseen by a lead agency and a committee ofstakeholders. According to the Status Assessments and Evaluations recently conducted by HUDHMIS technical assistance contractor, 91% of the 54 implementations for which data wereavailable at the time of this writing had a formal community HMIS committee. Almost allprojects included homeless providers in their committees. The large majority included localgovernment, mental health providers, substance abuse providers, domestic violence providers,and outreach providers. It is clear from these proportions, that communities across the countryhave found it beneficial to include the input of “special population” providers in their decisionmakingprocess. Figure 5.2 shows the percentage of communities whose HMIS structuresinclude different types of representation.38
HMIS Project Management Topics and ToolsGoverning and AdvisingFigure 5.2: Representation in HMIS Governance StructuresType of Organization % of CommunitiesCommunity homeless providers 89%Local government 72%Mental health providers 70%Substance abuse providers 65%Domestic violence providers 63%Outreach providers 59%Advocacy organizations 46%HIV/AIDS providers 44%Youth providers 44%State government 41%Other 30%Federal government 19%No formal HMIS governance structure 9%It is important to clarify the exact role of the HMIS committee in order to help avert powerstruggles and confusion. Across the country, HMIS committees vary immensely in terms of theirpower, roles and responsibilities. Some committees have final decision-making powers for theHMIS, others exist in an advisory capacity and the actual decision-making authority rests withthe lead agency, the project manager, or the funder. In some cases, advisory committees aredelegated decision-making authority in particular areas. Some communities have both agoverning committee and an advisory committee.Committees that have governing power should have a clearly delineated membershiprepresenting a balance of interests and clearly defined roles and responsibilities. Advisorycommittees should strive for inclusion, but have more informal memberships. Balance is lesscritical than the inclusion of as many voices as possible.Project managers can face political trouble if the members of their advisory committee think thatthey have governing power. A document should be drawn up establishing the scope ofcommittee responsibilities. This document can stand alone or can be incorporated into the overallpolicies and procedures of the project. Appendices 21, 22, and 23 are examples of committeemandates with varying degrees of governing authority. All members of the committee shouldreceive a copy of this committee mandate. An organizational chart can also help clarify the roleof various committees. Appendix 24 shows an HMIS organizational structure that includes botha governing committee and an advisory committee.Clearly defining roles and decision-making authority will help to avoid confusion and will aid intrust building. If committee members are acting in an advisory role and the project manager ischarged with making final decisions, the project manager should emphasize this in an ongoingbut not overbearing way by reminding members that he or she will listen to input and then get39
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