Types of HMIS Open: All agencies share client level data. Benefits: More effective coordination of services within CoC. Reduced data entry. Better unduplication. Easier to identify and prioritize persons who are chronically homeless and/or frequent service users to target for PSH and alternative interventions Closed: No sharing of client level data. Benefits: Tighter control of who sees client level data. Nationally, About 50% of the HMIS implementations are open and 50% are closed

ServicePoint Reports

APR

AHAR

HUD Universal Data Elements 2.1: Name 2.2: Social Security Number 2.3: Date of Birth 2.4: Ethnicity and Race 2.5: Gender 2.6: Veteran Status 2.7: Disabling Condition 2.8: Residence Prior to Program Entry 2.9: Zip Code of Last Permanent Address 2.10: Program Entry Date 2.11: Program Exit Date 2.12: Unique Person Identification Number 2.13: Program Identification Number 2.14: Household Identification Number

HMIS-Participating Agencies Ability 1st A Place Called Home APCH2 Apalachee Homeless Project Big Bend Homeless Coalition BBHC Cold Night Shelter BBHC HVRP Home Plate HOPE Community HP2 Big Bend Cares BOND Brehon Capital Area Community Action Agency Care Chelsea House Catholic Charities Catholic Charities-City HPRP Catholic Charities-County HPRP ECHO Emergency Housing ECHO Emergency Services ECHO Transitional GNO GNO Maryland GNO Mercy House GNO Mission Oaks LSS Permanent (French) LSS Permanent (Magnolia) LSS Transitional Salvation Army Tallahassee Veteran’s Village The Shelter

HMIS Oversight Committee Cynthia Valencic –Capital Area Community Action (user) Tahissh Bond -Catholic Charities (user) Oceo Harris (consumer) Amanda House (consumer) Marta Arrington –ECHO (executive director) Debra Herman –Catholic Charities (executive director)

Partially Open System Proposal Nov. 19, 2010 Steps to Implementation HMIS Oversight Committee approves proposal. BBHC makes changes to our Memorandum of Understanding (MOU), as indicated, and implements new User qualifications/eligibility requirements. Executive Directors and Users of all participating agencies are notified of our intent to partially open our HMIS. The advantages and risks of opening up the system are clearly outlined. EDs are required to give written permission to open their agency’s database to all other agencies’ staff and to sign the expanded MOU. Formal notification given to all participating Agencies and HMIS is partially opened.

New User Eligibility Requirements Training/ Screening All new users must graduate from our formal training program that includes training on privacy and confidentiality. All new users must demonstrate mastery of this information and sign an HMIS User Agreement prior to activation of the User License. During training, new users are notified regarding audit trail function of HMIS and the potential for legal action if a client’s privacy is violated via their activities in HMIS. Level 2 background checks will be done and results reviewed for each staff and volunteer before assigned to training. No active member of law enforcement will be allowed to become a User. Users who have pleaded no contest or been convicted of a felony in which they served a year or more in jail will not have access to the system. All potential HMIS Users to sign an affidavit that affirms that the individual has "never been arrested with disposition pending or found guilty of, regardless of adjudication, or entered a plea of nolo contender or have been adjudicated delinquent and the record has not been sealed or expunged, for any felony offense."

New User Eligibility Requirements (cont.) Former Clients All former clients are notified that their access is monitored via an audit trail and that any access of their own record or making unauthorized changes to any record is grounds for being banned from using the system. Volunteers or staff persons who are former program participants or clients of any agency in our CoC cannot have access to the system until out of the program for at least one year.

Current HMIS User Agreement I agree to the following: * To comply with HMIS data collection requirements * To keep all clients' protected personal information (PPI) confidential and to comply with state and federal law regarding our clients' PPI * To protect my HMIS login. (I will never give my ServicePoint login password to any other individual or allow anyone else to use my account and I agree to maintain any written information about my password in a private, secure location) * To comply with the BBHC HMIS Privacy Statement * To comply with the CoC procedure for providing notice and/or consent to clients * To provide reasonable accommodation to persons with disabilities and persons who don’t speak English to ensure that they understand the BBHC HMIS Privacy Statement.

Adjusting Security Per provider group Per provider Per client Per assessment Per sub assessment Per field