1. HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF

2. 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

3. Requirements of the CoC
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Requirements of the CoC
Designate the HMIS
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

4. Requirements of HMIS Lead
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Requirements of HMIS Lead
Responsible for managing the HMIS for the CoC’s geographic area, in accordance with the CoC Program interim rule and any HMIS requirements prescribed by HUD
Additional responsibilities assigned to the HMIS Lead by the CoC
Additional responsibilities identified in annual NOFAs
FAQ 1566: The HMIS Lead is responsible for managing the HMIS for the CoC's geographic area, in accordance with the requirements of the CoC Program Interim Rule and any HMIS requirements prescribed by HUD. Any additional responsibilities assigned to the HMIS Lead should be documented in the CoC's governance charter, but may also be clarified in a separate, more detailed written agreement that is incorporated by reference into the CoC’s governance charter (

5. Eligible Costs for HMIS Leads Only
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.

6. Eligible Costs for HMIS Leads and End Users
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

7. Expectations of HMIS Lead
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 CoC
Policy development and implementation
System administration and operation
Training development and delivery
Data analysis/reporting
Help desk operation and end user support

8. 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 CoC
Policy development
System administration
Training
Data analysis/reporting
Help desk operation
Text answer to (Mentimeter poll forthcoming)

9. HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Interactive Poll
Based on your CoC’s priorities, on what topic should you be spending more of your time?
Monitoring and oversight
Governance, management, and collaboration with the CoC
Policy development
System administration
Training
Data analysis/reporting
Help desk operation
Text answer to (Mentimeter poll forthcoming)

10. Expectations of HMIS Lead
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 CoC
Policy development and implementation
System administration and operation
Training development and delivery
Data analysis/reporting
Help desk operation and end user support

11. Monitoring and Oversight
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

12. Monitoring and Oversight
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
CoC – HMIS monitoring:
HMIS Lead performance
Funding and diversity of sources
Training delivery
Report submission (timeliness and accuracy)

13. HMIS Governance and Management
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
HMIS Governance and Management
Governance impacts how an HMIS Lead operates within a CoC’s structure
Structure
Process
Performance
Policy
HMIS – CoC Governance

14. HMIS Governance and Management
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

15. HMIS Governance and Management
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

16. Practical Problem, Potential Solutions
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Practical Problem, Potential Solutions
Problem:
CoCs participate in an informal statewide or regional HMIS implementation, but only one CoC develops P&Ps or provides leadership
Solutions:
Assess funding structures across CoCs
Identify policy – practice feedback loops
Develop formal governance structure, based on statewide/regional vision for HMIS
Align ideal P&Ps with intended outcomes

17. Practical Problem, Potential Solutions
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Practical Problem, Potential Solutions
Problem:
Providers not receiving HUD funding do not participate in the CoC’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

18. Practical Problem, Potential Solutions
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 CoC to develop stronger incentives and/or sanctions for data quality issues
Adopt implementation cycles to include continuous DQ monitoring through report cards or checklists

19. Practical Problem, Potential Solutions
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Practical Problem, Potential Solutions
Problem:
The CoC 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

20. Community Examples Alissa Parrish, Institute for Community Alliances
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Community Examples
Alissa Parrish, Institute for Community Alliances
CoC – HMIS Lead communication
Developing a vision for data use
Implementing DQ improvement process

21. Targeting HMIS Lead Investments
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

22. Connecting HMIS Lead Feedback to CoC Policy
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Connecting HMIS Lead Feedback
to CoC 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 CoC) to inform how policy affects outcomes.

23. Integrating Policy into Practice
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Integrating Policy into Practice
From

24. 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

25. Closing Thoughts Success requires investment from all stakeholders
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Closing Thoughts
Success requires investment from all stakeholders
CoC 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 CoC’s needs and provide enhanced reporting and analyses tools
Participating agencies: implement DQ standards and staff capacity to support ongoing HMIS success

26. HUD Current and Upcoming Resources
HMIS 101 for New System Administrators and HMIS Leads
Ryan Burger
HUD Current and Upcoming Resources
Current HMIS Lead Resources:
HMIS Data Dictionary V1.3:
Reporting Chronic Homelessness:
HMIS Standard Reporting Terminology 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

27. HUD Current and Upcoming Resources
HMIS 101 for New System Administrators and HMIS Leads
Ryan Burger
HUD Current and Upcoming Resources
Current HUD System Performance Improvement Briefs:
CoC Data Quality:
Strategies for System Performance Improvement:
Data Quality and Analysis for System Performance Improvement:

28. 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 CoC?
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)

29. Questions and Discussion
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Questions and Discussion

30. Contact Us Ryan Burger ryan.burger@icf.com
HMIS Lead Standards
Ryan Burger, ICF
Mike Lindsay, ICF
Contact Us
Ryan Burger
Mike Lindsay