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HMIS Lead Series

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Date Published: June 2021

Description

Homeless Management Information Systems (HMIS) are an essential tool for communities to develop and deploy strategies that prevent and end homelessness. HMIS data is used to allocate resources, assess program and project performance, and set policy across homeless crisis response systems. To end homelessness, communities must be able to analyze data at both the system and project levels and to evaluate their efforts by subpopulation and across project types. Communities must also be able to trust that the data is high quality, presents an accurate picture of the scale and scope of homelessness, and can be used to make decisions related to policy and resource allocation. At the center of this work is the HMIS Lead, the entity which manages a CoC's Homeless Management Information System (HMIS) on behalf of the Continuum of Care. While the CoC retains ultimate authority and responsibility for a CoC's HMIS, the HMIS Lead is generally responsible for the administration, management, and operation of the HMIS implementation, in addition to providing end user training and meeting reporting requirements for funders.

This suite of HMIS Lead products is intended to support communities advance the goals and support the improvement strategies of the SNAPS Data TA Strategy to Improve Data and Performance. These strategies include:

  • Improving the capacity of people setting up, operating, and benefitting from data systems
  • Data systems collect accurate, comprehensive, and timely data
  • Continuums of Care and stakeholders use data to improve efforts to end homelessness

These products are targeted for use by HMIS Leads, system administrators, and CoC data leadership. Products may also have a specific focus on HMIS end users, HMIS software vendors, and administrators or managers who are involved in the contracting and performance management processes. CoC and HMIS leadership should review local policies, procedures, contracts, and other agreements as necessary to support the application of these products in local settings.


HUD Resources

Resource Description

1. HMIS Lead Standards
Date Published: Coming Soon

These standards will present CoCs and HMIS Leads with the required and recommended roles and responsibilities that HMIS Leads should have in order to best support a CoC’s data management, training, and reporting needs.

2. HMIS Staffing and Resourcing Toolkit (PDF)
Date Published: June 2021

This toolkit presents CoC and HMIS leadership with the tools and resources necessary to adequately manage staff capacity and appropriately utilize available resources to meet the community's HMIS and data needs.

This toolkit provides CoC and HMIS data leadership with a sequential planning process for improving the funding, staffing, resourcing of a CoC's HMIS implementation. It also provides strategies and action steps for aligning available and future resources in ways that meet the needs of HMIS stakeholders and supports ongoing growth and enhancement of HMIS as a tool to prevent and end homelessness. Finally, the toolkit provides several sample templates for clarifying roles and responsibilities, budget planning and projection, and staffing and human resource management.

3. HMIS Lead Improvement Evaluation Matrix (PDF)
Date Published: December 18, 2020

This evaluation matrix will provide CoCs with the standards and baseline requirements necessary to effectively monitor and evaluate the CoC's HMIS Lead on a regular basis to ensure effective administration and management of the HMIS.

This tool also provides improvement strategies to support enhancements to a CoC's HMIS resourcing and staffing strategy, data governance and leadership structures, and training and communication protocols. Importantly, this tool provides CoCs with the ability to include local requirements of the HMIS Lead, as defined in contracts, scopes of service, and other agreements, in order to ensure compliance by the HMIS Lead with all requirements.

4. HMIS System Administrator Checklist (PDF)
Date Published: November 2020

This checklist provides HMIS Leads, system administrators, and CoC data leadership with an assessment framework to ensure that HMIS Leads, system administrators, and other relevant HMIS stakeholders are fulfilling the roles and responsibilities that may be required by the CoC to ensure the operation of an effective HMIS implementation.

The checklist provides an overview of the activities, duties, and tasks that a CoC may require of its HMIS Lead as well as the plans, policies, and procedures that a CoC should have in place to govern its HMIS implementation.

5. Data Quality Management Program (DQMP) (PDF)
Date Published: January 2021

This Data Quality Management Program (DQMP) product outlines the core components of a data quality management program, including communication strategies, decision-making structures, and monitoring and reporting processes. Importantly, this DQMP provides sample agreements, monitoring tools, and improvement strategies so that communities can quickly and readily adopt and implement tools that build capacity to collect and manage high-quality data.

Data quality is increasingly important as communities collect, analyze, and use HMIS data to inform policy, practice, and resource allocation decisions. While data completeness remains a foundational component of data quality, additional metrics such as accuracy, timeliness, and consistency play an important role in a community's overall assessment of data quality. A data quality management program is meant to provide an actionable and enforceable roadmap for how a Continuum of Care, in partnership with its HMIS Lead and other key stakeholders, works to continuously improve its data quality standards and benchmarks.

6. Tools for Contract Management (PDF)
Date Published: January 2021

This Toolkit provides CoC and HMIS leadership with a set of standardized approaches to contract management of HMIS software and services.

This toolkit can be used across multiple stages of the contracting lifecycle, from procurement, to purchase and execution of a contract, to ongoing scope management and monitoring. This toolkit provides examples of how each stage of the procurement process can be designed, who should be involved, and how each relevant output, outcome, or metric supports a consistent and transparent procurement process. This product also provides sample template and contract monitoring forms that local communities can implement to establish a clear and accountable contracting framework.

7. HMIS Software Vendor Monitoring Tool (PDF)
Date Published: January 2021

This HMIS Software Vendor Monitoring Tool provides CoC and HMIS leadership with basic information to help establish, maintain, and enhance a monitoring procedure that ensures vendors and their software products are consistent with HUD guidance and meet the needs of the CoC.

This monitoring tool provides CoCs, HMIS Leads, and other stakeholders with practical monitoring steps that reference contractual agreements and HUD requirements while also providing strategies for ensuring consistent and measurable quality improvement.

8. HMIS End User Training Guide (PDF)
Date Published: June 2021

This guide provides CoCs and HMIS Leads with strategies for developing training curricula and knowledge management processes to support HMIS end users.

This guide provides CoC and HMIS data leadership with sample training topics for both new and advanced HMIS end users. The guide also helps local HMIS leadership develop and implement trainings by providing sample learning objectives and assessment ideas across training content areas.

9. HMIS Software Vendor Capacity Checklist (PDF)
Date Published: November 2020

This checklist provides HMIS Leads, system administrators, and CoC data leadership with an assessment framework to ensure that HMIS Software Vendors, solution providers, and other relevant HMIS stakeholders are fulfilling the roles and responsibilities that may be required by the CoC to ensure the operation of an effective HMIS implementation.

The checklist provides an overview of both HUD HMIS requirements of an HMIS software as well as common technical and functional features that many communities require or expect.


The contents of these materials, except when based on statutory or regulatory authority or law, do not have the force and effect of law and are not meant to bind the public in any way. These materials are intended only to provide clarity to the public regarding existing requirements under the law or agency policies.


Tags: HMIS
Author Organization
  • HUD
Resource Approver
  • HUD Approved