Enhancing HMIS Governance and Management for Stakeholders

 
HMIS Lead Standards
 
Ryan Burger, ICF
Mike Lindsay, ICF
 
Learning Objectives
 
Review requirements of HMIS administration and
operation by HMIS stakeholders
Present national best practices on HMIS governance
and management
Provide attendees with approaches to improving
core competencies related to policy development,
monitoring, and end user support
Explore ways to strengthen collaboration and
accountability across HMIS stakeholders
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Requirements of the CoC
 
Designate the HMIS
Designate the HMIS Lead
Approve privacy, security, and data quality plans
Develop HMIS policies and procedures (and
update annually)
Ensure consistent participation in HMIS
Ensure that HMIS is administered in compliance
with HUD requirements
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Requirements of HMIS Lead
 
Responsible for managing the HMIS for the
CoC’s geographic area, in accordance with the
CoC Program interim rule and any HMIS
requirements prescribed by HUD
Additional responsibilities assigned to the HMIS
Lead by the CoC
Additional responsibilities identified in annual
NOFAs
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Eligible Costs for HMIS Leads 
Only
 
Hosting and maintaining HMIS software or data;
Backing up, recovering, or repairing HMIS software or data;
Upgrading, customizing, and enhancing the HMIS;
Integrating and warehousing data, including development of
a data warehouse for use in aggregating data from
subrecipients using multiple software systems;
Administering the system;
Reporting to providers, the Continuum of Care, and HUD; and
Conducting training on using the system, including traveling
to the training.
 
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Eligible Costs for HMIS Leads and End Users
 
Purchasing or leasing computer hardware;
Purchasing software or software licenses;
Purchasing or leasing equipment
Obtaining technical support;
Leasing office space and paying charges for electricity, gas,
water, phone service, and internet services
Travel costs for conferences and to conduct intake
Paying HMIS participation fees
Paying salaries for operating HMIS
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Expectations of HMIS Lead
 
Experience and national examples identifies several
additional areas:
Monitoring and oversight (privacy, security, and data
quality plans)
Governance, management, and collaboration with the CoC
Policy development and implementation
System administration and operation
Training development and delivery
Data analysis/reporting
Help desk operation and end user support
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Interactive Poll
 
How do you – as HMIS Leads and Sys Admins –
spend most of your time?
Monitoring and oversight
Governance, management, and collaboration with the CoC
Policy development
System administration
Training
Data analysis/reporting
Help desk operation
Text answer to (Mentimeter poll forthcoming)
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Interactive Poll
 
Based on your CoC’s priorities, on what topic
should you be spending more of your time?
Monitoring and oversight
Governance, management, and collaboration with the CoC
Policy development
System administration
Training
Data analysis/reporting
Help desk operation
Text answer to (Mentimeter poll forthcoming)
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Expectations of HMIS Lead
 
Experience and national examples identifies several
additional areas:
Monitoring and oversight (privacy, security, and data
quality plans)
Governance, management, and collaboration with the CoC
Policy development and implementation
System administration and operation
Training development and delivery
Data analysis/reporting
Help desk operation and end user support
 
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Monitoring and Oversight
 
Monitoring HMIS stakeholders is crucial to
ensure ongoing compliance and performance
End user monitoring:
Review audit trails and user logs to ensure appropriate
system use
Privacy and security compliance
Monitoring log-in frequency to support timely data entry
Agency monitoring:
License allocation and use
Data quality
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Monitoring and Oversight
 
Monitoring HMIS stakeholders is crucial to
ensure ongoing compliance and performance
Vendor monitoring:
Contractual terms and conditions
Functions and features
Report accuracy and HMIS compliance
CoC – HMIS monitoring:
HMIS Lead performance
Funding and diversity of sources
Training delivery
Report submission (timeliness and accuracy)
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
HMIS Governance and Management
 
Governance impacts how an HMIS Lead operates
within a CoC’s structure
 
 
 
 
 
 
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
HMIS – CoC
Governance
 
HMIS Governance and Management
 
Governance Structure or Model
Defining organizational roles and responsibilities
Developing accountability mechanisms
Establishing linkages between organizations/entities
Governance of Policy
Defining who has the authority to develop, review,
and approve policies and procedures
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
HMIS Governance and Management
 
Governance of Process
Establishing the process of engaging in policy
development and decision-making forums
Backed up by charters, by-laws, and other process
documents
Governance of Performance
Developing standardized monitoring and evaluation
Ensuring transparency and accountability
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Practical Problem, Potential Solutions
 
Problem:
CoCs participate in an informal statewide or regional
HMIS implementation, but only one CoC develops
P&Ps or provides leadership
Solutions:
Assess funding structures across CoCs
Identify policy – practice feedback loops
Develop formal governance structure, based on
statewide/regional vision for HMIS
Align ideal P&Ps with intended outcomes
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Practical Problem, Potential Solutions
 
Problem:
Providers not receiving HUD funding do not participate in the
CoC’s HMIS
Solutions:
Survey non-participating providers to determine primary
reason for non-participation
Create incentives to increase participation (improved
workflow, subsidized license fees, enhanced reporting
capacity, etc.)
Support data exchange or HMIS build-out to decrease
duplicate data entry
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Practical Problem, Potential Solutions
 
Problem:
Data quality monitoring findings are not utilized
Solutions:
Identify particular challenges of data quality
Diagnose underlying cause of DQ issue
Insufficient licenses, lack of incentives, staff turnover, HMIS
workflow, etc.
Work with CoC to develop stronger incentives and/or
sanctions for data quality issues
Adopt implementation cycles to include continuous DQ
monitoring through report cards or checklists
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Practical Problem, Potential Solutions
 
Problem:
The CoC requests frequent and complex ad hoc reports to
inform planning and policy
Solutions:
Develop a data dashboard with live and standardized
metrics
Create regular data uploads of data for ad hoc queries
Identify common ad hoc report parameters and develop a
standardized report
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Community Examples
 
Alissa Parrish, Institute for Community Alliances
CoC – HMIS Lead communication
Developing a vision for data use
Implementing DQ improvement process
 
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Targeting HMIS Lead Investments
 
Some of the emerging priorities of HMIS Leads
include:
Data quality management and improvement
Vendor monitoring and oversight
Policy and procedure development or enhancement
Data literacy and availability
Setting policy and improving practice is a
continuous cycle
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Connecting HMIS Lead Feedback
to CoC Policy
 
Plan – Do – Study – Act:
Plan: Identify challenges and develop a plan for progress
Do: Develop and implement strategies to achieve goals
Study: Assess and track progress according to pre-defined measures
Act: Make changes to the next round of improvement
Policy – practice feedback loop integrates feedback
from the field (participating agencies) to policy
decisions (set by the CoC) to inform how policy
affects outcomes.
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Integrating Policy into Practice
 
 
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Closing Thoughts
 
Some of the most important work of HMIS
Leads is not required by regulations
Successful HMIS Leads are objective,
transparent, and collaborative
Developing specific performance measures are
crucial for contract management and
performance monitoring
 
 
 
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Closing Thoughts
 
Success requires investment from all stakeholders
CoC leadership: link data quality and HMIS performance
to funding decisions and coordinated entry design
HMIS Lead: provide DQ reports and system-wide
analyses to stakeholders, and support capacity building
and training activities
HMIS vendor: respond to CoC’s needs and provide
enhanced reporting and analyses tools
Participating agencies: implement DQ standards and
staff capacity to support ongoing HMIS success
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
HUD Current and Upcoming Resources
 
Current HMIS Lead Resources: 
https://www.hudexchange.info/programs/hmis/
HMIS Data Dictionary V1.3: 
https://www.hudexchange.info/news/hud-releases-2017-
hmis-data-standards-data-dictionary-version-1-3/
Reporting Chronic Homelessness: 
https://www.hudexchange.info/news/new-resource-
available-for-reporting-on-chronic-homelessness/
HMIS Standard Reporting Terminology
Glossary:
https://www.hudexchange.info/resource/4489/hmis-standard-reporting-
terminology-glossary/
Upcoming HMIS Lead Resources
HMIS Final Rule and Notices
HMIS Lead monitoring tool
HMIS Vendor monitoring tool
MOU & Contract Management toolkit
End User/Data Quality monitoring tool
HMIS Lead standards
Self assessment checklists for system administrators
 
 
 
 
HMIS 101 for New System Administrators and HMIS
Leads
Ryan Burger
 
HUD Current and Upcoming Resources
 
Current HUD System Performance Improvement Briefs:
 
CoC Data Quality: 
https://www.hudexchange.info/resources/documents/coc-data-
quality-brief.pdf
 
Strategies for System Performance Improvement:
https://www.hudexchange.info/resources/documents/Strategies-for-System-Performance-
Improvement-Brief.pdf
 
Data Quality and Analysis for System Performance Improvement:
https://www.hudexchange.info/resources/documents/Data-Quality-and-Analysis-for-
System-Performance-Improvement-Brief.pdf
 
 
 
HMIS 101 for New System Administrators and HMIS
Leads
Ryan Burger
 
Interactive Poll
 
What is your next immediate step to improve how
the HMIS Lead works within your CoC?
Review current P&Ps and update as needed
Monitor participating agencies
Review vendor contracts and agency participation
agreements
Connect with your peers and brush up on best practices
Develop new training material based on HUD guidance
and national best practices
Text answer to (Mentimeter poll forthcoming)
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Questions and Discussion
 
 
 
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
 
Contact Us
 
Ryan Burger 
ryan.burger@icf.com
Mike Lindsay 
michael.lindsay@icf.com
 
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
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Explore best practices in HMIS administration, governance, and management to improve core competencies related to policy development, monitoring, and end-user support. Strengthen collaboration and accountability among HMIS stakeholders, designate HMIS leads, ensure compliance with HUD requirements, and manage HMIS responsibilities effectively. Additionally, handle hosting and maintenance of HMIS software, data warehousing, training, and resource allocation to support HMIS operations and enhancements.


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  1. Review requirements of HMIS administration and operation by HMIS stakeholders Present national best practices on HMIS governance and management Provide attendees with approaches to improving core competencies related to policy development, monitoring, and end user support Explore ways to strengthen collaboration and accountability across HMIS stakeholders

  2. Designate the HMIS Designate the HMIS Lead Approve privacy, security, and data quality plans Develop HMIS policies and procedures (and update annually) Ensure consistent participation in HMIS Ensure that HMIS is administered in compliance with HUD requirements

  3. Responsible for managing the HMIS for the CoC s geographic area, in accordance with the CoC Program interim rule and any HMIS requirements prescribed by HUD Additional responsibilities assigned to the HMIS Lead by the CoC Additional responsibilities identified in annual NOFAs

  4. Hosting and maintaining HMIS software or data; Backing up, recovering, or repairing HMIS software or data; Upgrading, customizing, and enhancing the HMIS; Integrating and warehousing data, including development of a data warehouse for use in aggregating data from subrecipients using multiple software systems; Administering the system; Reporting to providers, the Continuum of Care, and HUD; and Conducting training on using the system, including traveling to the training.

  5. Purchasing or leasing computer hardware; Purchasing software or software licenses; Purchasing or leasing equipment Obtaining technical support; Leasing office space and paying charges for electricity, gas, water, phone service, and internet services Travel costs for conferences and to conduct intake Paying HMIS participation fees Paying salaries for operating HMIS

  6. Experience and national examples identifies several additional areas: Monitoring and oversight (privacy, security, and data quality plans) Governance, management, and collaboration with the CoC Policy development and implementation System administration and operation Training development and delivery Data analysis/reporting Help desk operation and end user support

  7. How do you as HMIS Leads and Sys Admins spend most of your time? Monitoring and oversight Governance, management, and collaboration with the CoC Policy development System administration Training Data analysis/reporting Help desk operation Text answer to (Mentimeter poll forthcoming)

  8. Based on your CoCs priorities, on what topic should you be spending more of your time? Monitoring and oversight Governance, management, and collaboration with the CoC Policy development System administration Training Data analysis/reporting Help desk operation Text answer to (Mentimeter poll forthcoming)

  9. Experience and national examples identifies several additional areas: Monitoring and oversight (privacy, security, and data quality plans) Governance, management, and collaboration with the CoC Policy development and implementation System administration and operation Training development and delivery Data analysis/reporting Help desk operation and end user support

  10. Monitoring HMIS stakeholders is crucial to ensure ongoing compliance and performance End user monitoring: Review audit trails and user logs to ensure appropriate system use Privacy and security compliance Monitoring log-in frequency to support timely data entry Agency monitoring: License allocation and use Data quality

  11. Monitoring HMIS stakeholders is crucial to ensure ongoing compliance and performance Vendor monitoring: Contractual terms and conditions Functions and features Report accuracy and HMIS compliance CoC HMIS monitoring: HMIS Lead performance Funding and diversity of sources Training delivery Report submission (timeliness and accuracy)

  12. Governance impacts how an HMIS Lead operates within a CoC s structure Structure HMIS CoC Governance Policy Process Performance

  13. Governance Structure or Model Defining organizational roles and responsibilities Developing accountability mechanisms Establishing linkages between organizations/entities Governance of Policy Defining who has the authority to develop, review, and approve policies and procedures

  14. Governance of Process Establishing the process of engaging in policy development and decision-making forums Backed up by charters, by-laws, and other process documents Governance of Performance Developing standardized monitoring and evaluation Ensuring transparency and accountability

  15. Problem: CoCs participate in an informal statewide or regional HMIS implementation, but only one CoC develops P&Ps or provides leadership Solutions: Assess funding structures across CoCs Identify policy practice feedback loops Develop formal governance structure, based on statewide/regional vision for HMIS Align ideal P&Ps with intended outcomes

  16. Problem: Providers not receiving HUD funding do not participate in the CoC s HMIS Solutions: Survey non-participating providers to determine primary reason for non-participation Create incentives to increase participation (improved workflow, subsidized license fees, enhanced reporting capacity, etc.) Support data exchange or HMIS build-out to decrease duplicate data entry

  17. Problem: Data quality monitoring findings are not utilized Solutions: Identify particular challenges of data quality Diagnose underlying cause of DQ issue Insufficient licenses, lack of incentives, staff turnover, HMIS workflow, etc. Work with CoC to develop stronger incentives and/or sanctions for data quality issues Adopt implementation cycles to include continuous DQ monitoring through report cards or checklists

  18. Problem: The CoC requests frequent and complex ad hoc reports to inform planning and policy Solutions: Develop a data dashboard with live and standardized metrics Create regular data uploads of data for ad hoc queries Identify common ad hoc report parameters and develop a standardized report

  19. Alissa Parrish, Institute for Community Alliances CoC HMIS Lead communication Developing a vision for data use Implementing DQ improvement process

  20. Some of the emerging priorities of HMIS Leads include: Data quality management and improvement Vendor monitoring and oversight Policy and procedure development or enhancement Data literacy and availability Setting policy and improving practice is a continuous cycle

  21. Plan Do Study Act: Plan: Identify challenges and develop a plan for progress Do: Develop and implement strategies to achieve goals Study: Assess and track progress according to pre-defined measures Act: Make changes to the next round of improvement Policy practice feedback loop integrates feedback from the field (participating agencies) to policy decisions (set by the CoC) to inform how policy affects outcomes.

  22. Some of the most important work of HMIS Leads is not required by regulations Successful HMIS Leads are objective, transparent, and collaborative Developing specific performance measures are crucial for contract management and performance monitoring

  23. Success requires investment from all stakeholders CoC leadership: link data quality and HMIS performance to funding decisions and coordinated entry design HMIS Lead: provide DQ reports and system-wide analyses to stakeholders, and support capacity building and training activities HMIS vendor: respond to CoC s needs and provide enhanced reporting and analyses tools Participating agencies: implement DQ standards and staff capacity to support ongoing HMIS success

  24. What is your next immediate step to improve how the HMIS Lead works within your CoC? Review current P&Ps and update as needed Monitor participating agencies Review vendor contracts and agency participation agreements Connect with your peers and brush up on best practices Develop new training material based on HUD guidance and national best practices Text answer to (Mentimeter poll forthcoming)

  25. Ryan Burger ryan.burger@icf.com Mike Lindsay michael.lindsay@icf.com

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