HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools14. HMIS Fees and ScholarshipsSource: Cincinnati-Hamilton County Continuum of Care, OhioDescription: This document describes a fee schedule for HMIS participation based onthe agency’s annual budget. (Other options might include basing fees on number ofusers or clients). The document also describes what the agency receives in return. Aprocedure for applying for scholarships is also included.Fees are established to divide the community cost of HMIS fairly among all the participating agencies.The HMIS Advisory Committee has committed to a development campaign to cover as much of the costsas possible, and will provide this in the form of financial assistance, rebates to agencies, or lowered fees.To the extent that funds are raised, agencies’ costs will be lowered.1. Fee ScaleFees are calculated based on each agency’s IRS Form 990 for the previous year.AGENCY ANNUAL BUDGET Annual Fee
HMIS Project Management Topics and Toolsf. Telephone user support on use of HMIS software.g. Offsite, secure data backup.h. One-time technology purchase stipend of up to $1200 (see www.hmis-cincinnati.org).HMIS Agency Fees Financial Assistance:Deadlines: January 31 or June 30 of each year.Address: Send a letter to:[ADDRESS]Content: The letter should include the following:a. Name of agency and list of all HMIS participating programs.b. Documentation of agency budget such as form 990 or audit, including amount of cashreserves available.c. Agency bed capacity (if shelter or residential program) ___________d. Amount invoiced: $__________e. Amount the agency can pay - $________f. Amount of financial assistance requested; = $__________g. Year(s) for which financial assistance is requested. __________h. Written narrative explaining rationale for the request (less than one page).Signatures: The financial assistance request must be signed by the Agency Executive Director andAgency Board Chair.Consideration: The County Continuum of Care HMIS committee will review requests at itsFebruary and July meetings, and will notify agencies within a week after meeting.In considering financial assistance requests, the HMIS committee will look at amount of SHPgrant, program budget as a proportion of agency budget, agency cash reserves, and the total amountof community requests received.The HMIS committee may accept, deny or ask for further clarifications after its deliberations.Review of Agency Compliance with HMIS Policies 93
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HMIS Project Management Topics and Tools - OneCPD

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