HMIS Project Management Topics and Tools - OneCPD

HMIS Project Management Topics and Tools11. The Agency acknowledges that assessment screens can only be edited by the individual thatoriginally enters the data. The Agency will create a separate assessment, as needed, to indicate achange in a client's status, enter updates, or edit incorrect information.12. The Agency will prohibit anyone with an Agency-assigned User ID and Password from enteringoffensive language, profanity, or discriminatory comments based on race, color, religion, nationalorigin, ancestry, handicap, age, sex, and sexual orientation.13. The Agency will utilize the HMISP for business purposes only.14. The Agency will keep updated virus protection software on Agency computers that access theHMISP.15. Transmission of material in violation of any United States Federal or State regulations isprohibited.16. The Agency will not use the HMISP with intent to defraud the Federal, State, or localgovernment, or an individual entity, or to conduct any illegal activity.17. The Agency agrees that the HMISP or the local Continuum of Care Planning Committee mayconvene local or regional User Meetings to discuss procedures, updates, policy and practiceguidelines, data analysis, and software/ hardware upgrades. The Agency will designate at leastone specific Staff member to regularly attend User Meetings.18. The Agency agrees to conduct a Performance Improvement Meeting (PIM) quarterly using theStructured Minutes/Agenda provided by HMISP. At minimum, attendees must include theassigned Agency Administrator and those staff with access to the system. The intent of thesemeetings is to discuss system usage within the Agency, identify and resolve any related problemsor concerns, and provide a formal communication process and feedback mechanism with forHLA in implementing the HMISP. A copy of the minutes from this PIM must be submitted toHMISP within 15 days of the meeting.19. The Agency will incorporate procedures for responding to client concerns regarding use ofHMISP into its existing Grievance Policy. While appeals to the HMISP should not be consideredpart of the formal process, a copy of any HMIS-related grievance, and the Agency’s response,must be submitted to the HLA Project Manager quarterly with a copy of the StructuredMinutes/Agenda form from quarterly Performance Improvement Meetings.20. Notwithstanding any other provision of this Participation Agreement, the Agency agrees to abideby all policies and procedures relevant to the use of HMISP that HLA publishes from time totime.V. Publication of Reports1. The Agency agrees that it may only release aggregated information generated by the HMISP thatis specific to its own services.2. The Agency acknowledges that the release of aggregated information will be governed throughpolicies established by relevant committees operating at the HMISP level for statewide analysisand at the Continuum of Care level for community-level analysis. Such information will includequalifiers such as coverage levels or other issues necessary to fully explain the published findings.VI. Database Integrity1. The Agency will not share assigned User ID’s and Passwords to access the HMISP with any otherorganization, governmental entity, business, or individual.2. The Agency will not intentionally cause corruption of the HMISP in any manner. Anyunauthorized access or unauthorized modification to computer system information, or interferenceParticipation Agreement 88