HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools• HMIS is a long-term investment in improving the technological infrastructure ofhomeless shelters, which until recently had been mostly using only pen and paper files tomanage complex operations affecting thousands of people.• HMIS helps agencies serve their clients better by using advance technology to makeshelters more efficient and coordinating case management within or across programs.• HMIS is a joint effort of a coalition of partners including service providers, governmentofficials, advocates, researchers and homeless individuals. All of these groups workedtogether to develop a system that will best serve the needs of homeless people andsafeguard their privacy, while providing important information to inform public policyand advocacy.• Local and national policy prevents anyone from being denied a bed or services because ofrefusal to provide personal information.At times, the project manager may be approached by a reporter and asked to respond toarguments that frame HMIS in a negative way. Thus, the project manager should have “talkingpoints” ready for such circumstances. The goals and positive benefits of HMIS should also beposted prominently on a website, so that reporters or other interested parties can betterunderstand the project. The website should also have a press contact number, if this is differentfrom other contact numbers posted.It is important to be aware of the type of challenges that may be raised against HMIS. Reportersare generally looking for a one or two sentence quote to respond. However, no response cansubstitute for a proactive press strategy. A reporter acting on an anti-HMIS press release wouldbe calling the HMIS project for balance. In this circumstance, no matter what the HMIS projectmanager says the thrust of the piece is likely to be neutral, if not negative. The HMIS projectmanager should write a letter to the editor to respond to any article that casts HMIS in an unfair,negative light. It is far better to engage the media in positive milestones, which can raiseawareness in the community about the many benefits of HMIS.46
HMIS Project Management Topics and ToolsAppendices: Samples and ResourcesThe appendices consist of 27 samples and resources to help the project manager in various tasks.Sources of the original document are provided. Specific project names, solution provider names,and names of individuals have been replaced with either blanks or generic terms. Somedocuments have also been reformatted and edited for length. In some cases the details mightprovide convenient boilerplate materials for project managers facing similar needs. Theseresources, especially legal documents, should not be adopted without a process of review andadaptation to local community needs.DisclaimerSome of the forms found in the appendices may not be compliant with the HMIS Data andTechnical Standards (Federal Register 4848-N-01) released in July 2004 herein referred to as the“Final Notice”. Some of these forms were created prior to release of the Final Notice and shouldbe reviewed by local decision-makers prior to being used to ensure compliance.1. Additional HUD Sponsored Resources on Various HMIS Topics............................... 482. Task List........................................................................................................................ 533. HMIS Project Manager Job Announcement and Full Description ............................... 594. Job Description: Lead Agency and Local System Administrator................................. 625. HMIS Training Evaluation Form.................................................................................. 646. Contract Agreement for HMIS Project Director........................................................... 667. Project Scope Document............................................................................................... 688. Calculating the Budget and Schedule Impact of Scope Changes ................................. 739. Status Report to Governing Committee........................................................................ 7410. Risk Management Plan ................................................................................................. 7811. HMIS Privacy Posting/Notice....................................................................................... 8112. Grievance Filing............................................................................................................ 8313. Participation Agreement ............................................................................................... 8414. HMIS Fees and Scholarships........................................................................................ 9215. Program Information Sheet........................................................................................... 9416. Review of Agency Compliance with HMIS Policies ................................................... 9517. Agency User Meeting Report Form.............................................................................. 9718. Continuum User Meeting Report Form ........................................................................ 9819. HMIS Self-Assessment Survey..................................................................................... 9920. HMIS Issues Report Template.................................................................................... 10221. HMIS Advisory Committee Mandate......................................................................... 10322. HMIS Governing Committee Mandate (a) ................................................................. 10423. HMIS Governing Committee Mandate (b)................................................................. 10624. Two-Committee Organizational Structure.................................................................. 10825. User Group Mandate................................................................................................... 10926. Data Release Policy .................................................................................................... 11027. Press Release for New Grant ...................................................................................... 11147
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HMIS Project Management Topics and Tools - OneCPD

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