HMIS Lead Standards Ryan Burger ICF Mike Lindsay

HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF

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 Co. C 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 Co. C’s geographic area, in accordance with the Co. C Program interim rule and any HMIS requirements prescribed by HUD • Additional responsibilities assigned to the HMIS Lead by the Co. C • 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 Co. C • 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 Co. C 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 Co. C’s priorities, on what topic should you be spending more of your time? • • Monitoring and oversight Governance, management, and collaboration with the Co. C 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 Co. C • 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 • Co. C – 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 Co. C’s structure Structure Policy HMIS – Co. C Governance Performance Process

HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF 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: • Co. Cs participate in an informal statewide or regional HMIS implementation, but only one Co. C develops P&Ps or provides leadership • Solutions: • Assess funding structures across Co. Cs • 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 Co. C’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 Co. C 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 Co. C 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 • Co. C – 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 Co. C 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 Co. C) 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 • Co. C 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 Co. C’s needs and provide enhanced reporting and analyses tools • Participating agencies: implement DQ standards and staff capacity to support ongoing HMIS success

HMIS 101 for New System Administrators and HMIS Leads Ryan Burger HUD Current and Upcoming Resources Current HMIS Lead Resources: https: //www. hudexchange. info/programs/hmis/ • HMIS Data Dictionary V 1. 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/newresource-available-for-reporting-on-chronic-homelessness/ • HMIS Standard Reporting Terminology Glossary: https: //www. hudexchange. info/resource/4489/hmis-standard-reportingterminology-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: Co. C 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 Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Interactive Poll • What is your next immediate step to improve how the HMIS Lead works within your Co. C? • 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