HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Toolscorrection from both a technical (modifying records) and process (stopping it from occurring)standpoint.2.6. Audit Agencies: Due to the sensitive nature of the information being collected, agencies must meetstrict policies regarding privacy and security. System administrators will schedule visits to ensurethat agencies are in full compliance with these policies. They will work the agencies to rectify anydeficiencies in the agencies practices. This is also a time that system administrators can give one-ononeattention to an agency’s end users.2.7. Organize User Meetings: User meetings can be an effective way to gather additional feedback and todiscuss hot topics that may be affecting multiple agencies. For example, special user meetings canbe organized for agencies focused on domestic violence to discuss security and privacy concerns.Best practices can be shared amongst agencies in this format too. The system administrator willorganize and conduct user meetings on a regular basis. Any notes, issues, solutions, orrecommendations would then be communicated to the end users.2.8. Assist Agencies’ Information Needs: Each agency will have specific information needs either fromexporting data, importing data, and/or reporting on data stored within HMIS Software. Systemadministrators will assist agencies with filling their information requests. They may perform thisassistance through normal support means, or if no other way is possible, create the report/exportthemselves. Until data sharing across agencies is built into the software agencies operating inmultiple Continuums may require more assistance in this area. Some agencies have a requirement toport over their current HMIS data to the new system. System administrators will also assist agenciesin their data conversion activities to meet this requirement.2.9. Conduct HMIS Survey: As a method of continuous improvement, an HMIS survey will beconducted at least annually. The purpose of the survey is to measure the most important points ofHMIS: communication, software, support, and processes. The goal is to survey all stakeholders toget their feedback in these key areas. The results of the survey would be shared. Goals for thefollowing year could be set to improve upon those results.2.10. Manage Feedback: Given the wide variety of feedback mechanisms for end users and stakeholders itwill be important to keep this information in an organized fashion. The purpose of collecting thisinformation is to improve the overall HMIS implementation whether its software, training, support,communication, policies, etc. This feedback will help set new goals, direct software development,and modify policies and/or procedures. Feedback will be coordinated between the HMIS and 211systems, to ensure a consistent message for system related activities is delivered.2.11. Recommend Policies & Procedures: In conjunction with other activities related to HMIS, work withagencies to further develop policies and procedures. There is an immediate need to begindiscussions related to data sharing between agencies. As HMIS matures, policies and procedureswill mature with it.3. Community InvolvementThis section focuses on the activities related to engaging the overall HMIS community. Communityinvolvement activities go beyond agencies that have implemented HMIS by looking at a broader view ofstakeholders in the homeless service provider community. A portion of these activities is directly related toincreasing agency HMIS participation. Other areas of community involvement include integration with otherrelated systems, coordinated services, and establishment of policies/procedures.3.1. Educate Community on HMIS: There is an on-going need in the near-term to educate thecommunity beyond service providers on HMIS. Conducting public presentations on CO HMIS inconjunction with developing educational/marketing tools will partly address these educationalneeds. Circulating newsletters or other publications, in addition to responding to requests forinformation might supplement those educational activities.3.2. Increase Agency Participation in HMIS: Enrolling additional service providers to the HMISsoftware will be an on-going process. The process of getting new agencies signed up for thesoftware will typically involve conducting software demonstrations, discussing their issues andTask List 56
HMIS Project Management Topics and Toolsconcerns, analyze and resolve technological capacity issues. The new agency would then follow thenormal implementation activities outlined in a project plan (set up, training, data migration).3.3. Participation in Committees and Initiatives: There are several areas of involvement with communityincluding committees, the Governance Board, and various workgroups. The HMIS team worksclosely with CoC to report on HMIS compliance levels and other activities.3.4. Monitor HMIS Regulations: As changes in HMIS Regulations are made, these changes must bebrought back to the community. Impacts of these changes should be reviewed within thecommunity to keep them engaged.3.5. System Integration/Development Initiatives: With the implementation of HMIS new opportunitiesfor integration/development are available. Currently, further integration of Shelter Helpline, 211,and HMIS is a large opportunity. As a result of integration, new functionality could further enhancecoordinated access to services. Examples include referral to automated unit reservations system andintegration with benefits acquisition systems. This will be an on-going assessment of how to makethe overall HMIS system better.3.6. Consumer Forum: On a regular basis (semi-annual perhaps), a forum for homeless consumers willbe held to collect their feedback. It is important to understand the consumer perspective as to whatis/is not working, buy-in to the system to collect more accurate information, integration with otherservices. The goal is to utilize this feedback to develop a better HMIS program.4. Data Analysis & ReportingThis section focuses on the analysis of the data resulting from the HMIS implementation. At various pointsin time throughout the year, data will be analyzed to produce required reports as well as ad hoc reporting.4.1. Cleanse Data: Beyond regular quality controls, data must be scrutinized/cleansed across agencies toget a more accurate view of the data. This activity must be done before it has been aggregatedtogether to ensure each agency has the highest quality of data available. In the near-term this couldbe rather lengthy, as processes for data cleansing are established.4.2. Aggregate Data: Once data is cleansed, agency information can be combined together in one mainsource for reporting needs. Data may be aggregated to metropolitan area, statewide, or jurisdictionallevels depending on the desired reports’ data requirements.4.3. Standard Reports: The AHAR table shells as required by HUD must be completed in Spring 2005,reviewing a period of February 1 – April 30 th , 2005. Adhering to the guidelines set forth by HUD,only agencies operating in Adams County with emergency shelter or transitional housing beds areeligible for AHAR. However, other communities with at least 75% bed coverage for emergencyshelter or transitional housing may submit their data as non-sample site. Over time, the AHARreporting needs should expand to different communities and to different service provider types(permanent housing, outreach, services, etc). The SuperNOFA, Consolidated Plans, and APRreports must be completed on an annual basis as well.4.4. Ad-hoc Reporting: Various groups or stakeholders might request information out of HMIS. In anaggregated format (no personally identifying information), SHHP should provide this information.5. Vendor ManagementThis section focuses on the interaction with the HMIS vendor, on its software. As the vendor provides thecritical software piece to HMIS, there are additional communication areas that must be addressed on an ongoingbasis.5.1. Communicate Prioritized Feedback: With all of the feedback collection occurring from HMISsupport, HMIS team will route this feedback in an organized, prioritized fashion to HMIS softwareprovider. Software provider should address these feedback items as soon as possible. HMIS teamTask List 57
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HMIS Project Management Topics and Tools - OneCPD

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