HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Toolswill track which items are completed and when. HMIS team will work in conjunction with othermajor stakeholders to prioritize these requirements.5.2. Participate in Software Design: HMIS team will be represented on the vendor’s national HMISdesign team to ensure its interests are properly covered. This will include working with the vendorto determine scope of each new release, bug fixes, user-friendliness of page designs, adherence toHUD data standards and agency data collection requirements.5.3. Receive On-Going Training: With every major software version upgrade, solution provider mustprovide system administrators training. New or modification to existing features must be covered.In addition, since system administrators are the trainers to the end users, any changes to trainingshould be pointed out too.5.4. Test Each Release: Before a new version of the software is released to the production site, systemadministrators will test the software on the training site. New and old functionally must be tested toensure it is in compliance with HUD standards, agency requirements, and CoC requirements. Anyissues discovered during this point will be immediately communicated back to the solution provider.Software upgrades will not be released to production until the training site is bug-free.5.5. Perform Security Audits: On a regular basis, system administrators will work with solution providerto perform a security audit. This audit will attempt to ensure that Software provider is maintainingthe system using proper security configuration including firewalls, audit trails, database encryption,and unauthorized access to sensitive information. Software provider must adhere to allprivacy/security policies as noted by HUD regulations, HIPAA, and other regulations asappropriate. Any discrepancies must be resolved immediately.6. Legacy SystemThis section focuses on the future/near-term work for the legacy system. As the legacy system is beingreplaced by the new HMIS software, it will need to be phased out gradually. After all agencies haveconverted from the legacy system to a new HMIS –HUD compliant system, the legacy system can be retired.In the meantime, these activities will be needed to support users.6.1. Legacy system Data Conversion: If agencies using the legacy system are moving to the new HMIS,and the agency desires to capture its older data, a data migration may be needed. The HMIS teamwill work with the new HMIS solution provider to ensure that this process happens in a timely,accurate manner. It will be up to the HMIS team to provide the technical support on how tomigrate data over as it relates to the database structure and proper mapping to the new HMIS.6.2. Legacy System Technical Assistance: System administrators will be required to providehelpdesk/technical assistance to agencies using the legacy system. However, once the legacy systemis retired then this activity disappears.6.3. Post Final Legacy System: The final version of the legacy system, its documentation, manuals, andinstructions should be posted on the HMIS project’s site. At some point in time, this can beremoved. However, this would be the last activity related to the legacy system support. Agenciesstill utilizing the legacy system at this time will be notified of support termination, and pointed tothis web site to get the last piece of information they might want.Task List 58
HMIS Project Management Topics and Tools3. HMIS Project Manager Job Announcement and Full DescriptionSource: Housing & Community Services-Info Link, Orange County, CaliforniaDescription: This document contains a job announcement and project description for aproject manager of a relatively large implementation. This implementation chose to seeka project manager with strong technical as well as management skills.JOB ANNOUNCEMENTHomeless Management Information Systems (HMIS)Project Manager, HMISThe Homeless Management Information Systems (HMIS) Project Manager is a newly created positionthat will oversee the implementation and ongoing management of ___CoC Name’s __first HMISprogram. The HMIS Project Manager will work collaboratively with a team of non-profit andgovernment agencies and will report to the Executive Director of HMIS lead agency...BackgroundCongress has directed the U.S. Department of Housing and Urban Development (HUD) to implement asystem for determining the unduplicated number of persons using homeless services across the country.Each jurisdiction receiving homeless funding from HUD must have a system in place by 2004. HUD hasleft the decision over which software to use to each jurisdiction.__CoC_Name_____ is participating in a collaborative planning process with adjoining jurisdictions,including the Cities of ______, ________ and the_________. The goal of the planning effort is to selectthe same or compatible software so that data can be shared across jurisdictions. The level of data to beshared will depend on outcomes of the planning process currently underway.PositionThe HMIS Project Manager will be responsible for leading the implementation planning, installation andcontinuing operations of a system located at 75 agencies and serving 150 users. Agencies range fromsmall to large nonprofit organizations and several government agencies. New staff will be hired for theHMIS project within six months of the Project Manager’s hire. This position will be based in [City],[State]A detailed job description is attached. Please send cover letter and resume to:[Contact Name][Address]HMIS Project Manager Job Announcement and Full Description 59
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HMIS Project Management Topics and Tools - OneCPD

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