HMIS Project Management Topics and Tools - OneCPD

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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
HMIS Project Management Topics and Toolswith normal system operations, will result in immediate suspension of services, and, whereappropriate, legal action against the offending entities.VII.Hold Harmless1. The HLA and HDA make no warranties, expressed or implied. The Agency, at all times, willindemnify and hold HLA/HDA harmless from any damages, liabilities, claims, and expenses thatmay be claimed against the Agency; or for injuries or damages to the Agency or another partyarising from participation in the HMISP; or arising from any acts, omissions, neglect, or fault ofthe Agency or its agents, employees, licensees, or clients; or arising from the Agency's failure tocomply with laws, statutes, ordinances, or regulations applicable to it or the conduct of itsbusiness. This Agency will also hold HLA/HDA harmless for loss or damage resulting in the lossof data due to delays, non-deliveries, mis-deliveries, or service interruption caused by BowmanInformation Systems, by the Agency's or other member agency's negligence or errors oromissions, as well as natural disasters, technological difficulties, and/ or acts of God. HLA/HDAshall not be liable to the Agency for damages, losses, or injuries to the Agency or another partyother than if such is the result of gross negligence or willful misconduct of HLA/HDA. HLA andHDA agree to hold the Agency harmless from any damages, liabilities, claims or expenses causedsolely by the negligence or misconduct of HLA or HDA.2. The Agency agrees to keep in force a comprehensive general liability insurance policy withcombined single limit coverage of not less than five hundred thousand dollars ($500,000). Saidinsurance policy shall include coverage for theft or damage of the Agency's HMISP-relatedhardware and software, as well as coverage of Agency's indemnification obligations under thisagreement.3. Provisions of Section VII shall survive any termination of the Participation Agreement.VIII. Terms and Conditions1. The parties hereto agree that this agreement is the complete and exclusive statement of theagreement between parties and supersedes all prior proposals and understandings, oral and written,relating to the subject matter of this agreement.2. The Agency shall not transfer or assign any rights or obligations under the ParticipationAgreement without the written consent of HLA.3. This agreement shall remain in force until revoked in writing by either party, with 30 daysadvance written notice. The exception to this term is if allegations or actual incidences ariseregarding possible or actual breeches of this agreement. Should such situations arise, the HMISPmay immediately suspend access to the HMISP until the allegations are resolved in order toprotect the integrity of the system.4. This agreement may be modified or amended by written agreement executed by both parties with30 days advance written notice.5. The parties agree that the Michigan State Housing Development Authority (HDA) is a third-partybeneficiary of this contract and may enforce the terms and provisions of this contract asapplicable. Further, the terms, conditions and agreements contained in this ParticipationAgreement may not be changed without the express written consent of HDA.6. HLA may assign this Participation Agreement, or HDA may cause HLA to assign thisParticipation Agreement, upon due notice to the Agency.Participation Agreement 89
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HMIS Project Management Topics and Tools - OneCPD

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