HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and ToolsUser GroupsUser groups are a special kind of working group. User groups can serve similar workingfunctions as other groups: for example, they can help determine the most convenient data inputscreens. But they also serve to provide mutual support among users. They can answer eachother’s software questions and advise each other on “tips and tricks” for getting the most out ofthe software. Users will benefit by hearing about best practices and shared problems and are lesslikely to get frustrated with the system if a problem is shared and a solution is in the works. TheHMIS initiative will benefit from greater data quality, hearing what is/is not working, andidentifying users’ trouble with the system in a proactive manner. Regular user group meetingscan also be used to address critical topics and to help those users that are uncomfortable withcomputers and the Internet. User groups also are a time effective way to help advanced users tomaximize system functionality and effective use of data. Such groups can help relieve the projectstaff of help desk burdens and contributes to a sense of HMIS community. Appendix 25 isChicago’s user group mandate.Consumer InvolvementHomeless and formerly homeless consumers should provide input to the planning,implementation, and operation of the HMIS. Consumers provide valuable insight aboutacceptable policies and practice and can help build a better solution and buy-in for that solution.If homeless consumers are educated about HMIS and realize its benefits, the HMISimplementation has a much greater chance of success. Consumers are often asked to help wordthe questions that are asked and to help draft and respond to policies and procedures. Consumersmight also be charged with creating a brochure that explains the HMIS to their peers. In the longrun,consumers can provide insight into the meaning of data that are produced from the HMIS.Some communities have established consumer working groups, and others include places forconsumers in their advisory and governing boards or in other working groups. Another approachis to hire consumers on the HMIS project staff. For communities that have had no consumerinvolvement, planning a consumer focus group could be an effective first step.State, Regional, and National HMIS ImplementersBeyond the primary HMIS stakeholders, the project manager will also need to managecommunication and relationships with other local, regional, and national HMIS groups. Asshown in Figure 5.4, the HMIS project staff has a foot in the broader group of HMISimplementers as well as the general local community, and serves as a liaison between them. Thissection focuses on working with other HMIS implementers, the following section focuses oninteracting with the general local community.42
HMIS Project Management Topics and ToolsFigure 5.4: Project Manager as Liaison to Multiple CommunitiesNationalHMISCommunityState andRegionalHMISCommunityHMISProjectManag erLocal HMISStakeholderCommunityGeneralLocalCommunityState and Regional HMIS CommunityThe HMIS project manager represents the local implementation in the regional and statewideHMIS community. While many states have implemented statewide HMIS systems, other stateshave multiple implementations within a state. Almost inevitably, and with good reason, someonewill be interested in consolidating the HMIS information in order to produce statewideinformation. The project manager should certainly participate in these efforts. However, theproject manager is also responsible for ensuring the data release policies are not violated, andthat the project stays on track while efforts to consolidate the information are underway.Attempts to integrate the data across implementations are always harder than they appear and candrain more resources than initially anticipated. If feasible, it may be more appropriate for astatewide report to incorporate aggregate data from each community, as the potential forduplicate data across wide geographic areas is less of an issue than within a Continuum. This isthe process in the State of Washington, where each implementation contributes aggregate data.Other HMIS implementations within a region can also be a source of support. The six NewEngland States, for example have formed the New England Regional HMIS (NERHMIS) groupthat meets on a regular basis to discuss various HMIS related issues. Among other benefits, thisorganization helps provide a more effective use of technical assistance to the six states andmultiple Continuums of Care (CoCs) therein. In Illinois, the “Regional Roundtable onHomelessness,” comprised of representatives from nine different CoCs, facilitates informationsharing on homelessness, including HMIS. Even without the formal structure, it is beneficial forHMIS project managers across a region to share ideas and information. In some regions, such asthose near Dallas, Texas, more advanced implementations have provided technical assistance to43
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