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COMMUNITY ROLES AND RESPONSIBILITIES FOR HMIS
As data becomes an increasingly important component of how communities respond to homelessness, having clearly defined roles and responsibilities for the participants in the response framework is critical. A structure that establishes accountability for data collection – including complete and accurate records – is the backbone for creating a data-driven and outcome-oriented response. There are many roles involved in developing and maintaining data systems that should be reflected in a community’s HMIS Data Quality Plan and echoed throughout all of the organizations that contribute data in the region.
What follows is general guidance on specific roles and responsibilities that could be applied within a CoC or region:
| WHO | WHAT |
| System Architects and Strategists | Community guidance and direction regarding best practices & regulatory compliance to develop, implement, and sustain a data-driven, performance-based system |
| Guidance regarding system-level performance measures, coordinated entry, and by-name lists, especially when data is fragmented across multiple sources | |
| Assist partner agencies with agency-specific data collection and reporting needs (within reason and within constraints of other duties) | |
| Provide data quality monitoring and remediation assistance | |
| Evaluate and monitor the HMIS vendor(s) for compliance with HUD regulations & local HMIS policy | |
| Support HMIS grant applications, and other opportunities, for continued HMIS operations | |
| Ensure policies and procedures are current and comprehensive | |
| Maintain a helpdesk to provide and track live support to users | |
| HMIS Vendor
|
Provide tools and training to allow designated HMIS administrator to monitor the quality of the HMIS to help ensure that it is ready for reporting |
| Adherence to HUD data standards for front end data collection | |
| End user support and helpdesk | |
| CoC HMIS Administrator | Manage overall local HMIS including set up of new agencies, agency administrators and other key users and points of contact for the region |
| Convene & manage HMIS committee meetings for the region | |
| Be the local spokesperson for HMIS and engage CoC members and local stakeholders regarding the importance of data | |
| Work with non-participating agencies to increase utilization of HMIS | |
| Generate and assist in the submission of the program and community-level reports | |
| Implement the HMIS and serve as the liaison between the CoC and partner agencies as well as the software vendor | |
| Monitor and maintain HMIS-related documentation for the CoC | |
| Develop and deliver trainings and technical assistance on data quality, new user training, workflow, confidentiality, etc. | |
| CoC Governance
Administrator
|
Develop and update required policies and procedures |
| Project forms & documentation (HMIS; governance; MOUs; policies, procedures, etc.) | |
| Overall responsibility for projects | |
| Lead agency (or coordination with lead agency) for HMIS administration | |
| Liaison w/HUD | |
| Procurement of software/licenses | |
| Manage vendor contract(s) | |
| Signatory for MOUs & Keeper of CoC signed MOUs | |
| Partner Agencies | |
| ED/CEO
on behalf of the agency |
Designate Agency wide HMIS administrator |
| Ensure agency compliance with Policies & Procedures | |
| Ensure accountability around privacy and security as required | |
| Participate in point-in-time Count | |
| Participate in requirements of the Housing Inventory Chart | |
| Authorizing Agent for agreement/MOU that stipulates compliance with HUD and the submission of HMIS data | |
| Agency – level HMIS
Administrator / Data Quality Manager |
Agency/program compliance with policies & procedures |
| Maintain executed client informed consent forms | |
| Authorized agent for user accounts | |
| Ensure internet connectivity, suitable work stations & security policies | |
| Ensure training of appropriate agency staff | |
| Review HMIS data for missing values and information | |
| Prepare Data Quality Reports if needed | |
| Verify accuracy of PIT and HIC counts | |
| Review HMIS data for APR submission | |
| Is primary liaison with CoC; submits reports | |
| Agency/Program Staff | Collect all required data elements for all project participants. |
| Performance Management & Evaluation Committee | Establish System-Wide Performance Goals and Benchmarks |
| Develop and maintain the community’s Performance Management Plan | |
| Monitor and communicate performance year-round | |
| Build capacity and replicate best practices | |
| Incorporate performance into System Planning |
