What roles should be established within our community to position us for data-informed decision making using HMIS data?

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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 
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