HMIS Project Management Topics and Tools - OneCPD

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