1. 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

3. ServicePoint Reports

4. APR

7. AHAR

10. 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

11. 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

12. 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)

13. 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.

14. 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."

15. 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.

16. 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.

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