HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and ToolsPHASE IIREQUIREMENTS • All requirements defined in “Level 2 Functional RequirementsSpecifications”.• Agency locations must provide assistance with data mapping forexport to Aggregate Data Mart. HMIS team will provide technicalsupport as necessary, but cannot fund agency staff time.ACCEPTANCECRITERIALENGTH OFPHASE 2FINAL PHASE 2DELIVERABLESEC SUCCESSFACTORSSCOPEBOUNDARIES —WHAT’S IN ANDWHAT’S OUT• Agencies are able to perform all Level 2 functions.• HUD unduplicated count report provided for a minimum of 50% ofpopulation. If HUD criteria is not defined, the Our target is defined as“50% of the homeless population served by shelter and transitionalhousing agencies participating in the One Night Count”• 6 months minimum.• Begins at completion of Phase 1 closure period and continuesthrough the end of 2004.• Lessons learned are defined• Open Issues for Future system growth are resolved.• All Phase I and II agencies are submitting standardized data toAggregate Data Mart• Basic Level 3 functionality has been tested and is available forfuture phases.• Transition to the CSE is complete, and Maintenance and OperationsPlan for existing network is complete and in use.• Plan, proposed budget and proposed funding for future addition ofagencies to the HMIS network.• Meet HUD 50% reporting requirement by 10/04 (see AcceptanceCriteria note)• Level 3 (Inter-Agency Case Management Sharing) functionalitybeyond testing the ability to share among agencies participating in Phase1 and Phase 2 is excluded from Phase 2.OPEN ISSUES 1. Discuss/determine status of agencies with no system.2. Level 1 functionality needs to addressed in one of two methodsduring Phase 2:a. planned and implemented via 211 orb. if the coordination with 211 will not produce the desiredresults, a plan will be developed during Phase 2 to support Level 1 infuture phases.FUTURE PHASE DELIVERABLES — 2005OBJECTIVES • Addition of remaining agencies to HMIS network• Addition of agencies with no computer system• Provision for Level 3 (Inter-Agency Case Management Sharing)functionality• Address new HUD requirements (possibly)• work with the State toward supporting state-wide integrationOPEN ISSUES 1.Project Scope Document 72
HMIS Project Management Topics and Tools8. Calculating the Budget and Schedule Impact of Scope ChangesSource: Safe Harbors, Seattle, WashingtonDescription: This document displays the relationship between budget, time, and scope. “Change requests” indicate a change inone of these areas. Changes in scope impact the budget and schedule.Budget ImpactSchedule ImpactApproved Budget 2003 2004 2005 2006Total Expenses (500,000) (300,000) (250,000) (250,000)Total Revenue 600,000 250,000 250,000 250,000Carry Over Prior Yr 50,000End of Year Balance 150,000150,000 100,000 100,000100,000 100,000 100,000(1) Change Requests(CR) SummaryOriginalFinishAdd WeeksRemarksChange Program Users to 6 from 4 (CR #11) (1,644) (64,384)naPrograms have 1st two years free (CR #12) 0 0 14,320 naIncrease Funder Reports by 5 (CR #19) (2,200) 13 8/17/04 12/7/04 Delays Legacy DB2004 Staff Salary Adjustments (CR #21) (17,488)naTransfer in-kind work to core team (CR # 22) (4,400) 3 8/17/04 9/7/04 Delays Legacy DBMcKinney Grant (CR 23) 0 30,00030,000 naRevisedFinishChange Request Total (25,732) (34,384)44,320 16Revised Approved Budget 2003 2004 2005 2006Total Expenses (500,000) (325,732) (314,384) (250,000)Total Revenue 600,000Carry Over Prior Yr 50,000End of Year Balance 150,000250,000 280,000 294,320150,000 74,268 39,88474,268 39,884 84,204Calculating the Budget and Schedule Impact of Scope Changes 73
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