HMIS Project Management Topics and Tools - OneCPD

HMIS Project Management Topics and ToolsChapter 2: Overview of HMIS Management TasksProject Operations vs. Community Aspects of HMIS ManagementHMIS project management can be divided into two primary categories: Project operations andcommunity management. Tasks associated with managing the software application, systeminfrastructure, training and technical support, and data are classified under the Project Operationsheading. Tasks associated with managing the personal and organizational relationships of thoseinvolved in the HMIS are considered under the Community Management heading. The HMIScommunity begins with the staff and clients of homeless programs as well as local funders andadvocates. The community can also extend to the general local community, researchers, andother HMIS implementers across the country.Project operations tasks are more finite, clearly defined, and quantifiable. One can assigndeadlines and allocate resources to them, build them into a project plan, and report on theirstatus. By contrast, community management tasks are more qualitative and are never complete.While operations require rapid progress, community management requires time to build trust andconsensus. Thus the two types of tasks are often in conflict; however, both are critical to asuccessful HMIS initiative and must be consciously balanced and managed. This document isorganized using these two primary categories, recognizing that the two are intimatelyinterrelated.This chapter presents the various tasks of an HMIS project. Chapter Three explains commonstaffing models and staff positions that are used to manage these tasks.Project Operations TasksPrimary project operations responsibilities are listed below. The first four items are discussed inmore detail in Chapter Four. Many of the other tasks, though overseen by the project manager,are often delegated primarily to another staff member. Thus, system administration, technicalsupport, training, and data analysis are discussed in more depth in Chapter Three.The remaining items, which are no less important, are not discussed further in this document.Some of these topics are addressed in previous HUD documents, a comprehensive list of whichcan be found in Appendix 1. In addition, separate white papers addressing several of these itemsare planned for 2005.1. Managing the project plan. The project manager designs the project plan, oversees theprogress of the plan, and steers the project clear of major risks.2. Maintaining policies and procedures. The project manager ensures that the communityhas standard policies and procedures, that all parties are compliant with the procedures,and that the procedures themselves are up-to-date and reflect current regulations.4