1. September 18-19, 2006 – Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development Managing and Monitoring Successful HMIS Implementations Jeffrey D. Ward, El Paso Coalition for the Homeless Abram L. Hillson, New Jersey Housing Mortgage Finance Agency

2. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 2 Overview Learning Objectives Community Aspects of HMIS Management Tools for Managing the Project Implementation

3. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 3 Learning Objectives To be able to preparing for unexpected issues affecting large and small implementations To understand examples of User Audit Reports, how to read them, and what the System Admin is looking for. To understand community examples of pitfalls and success stories as they relate to HMIS governance and the CoC planning process.

4. September 18-19, 2006 – Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development Community Aspects of HMIS Management Jeffrey D. Ward HMIS Project Coordinator El Paso Coalition for the Homeless

5. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 5 “.... challenges exist when continuums try to apply complex project management techniques to a social service sector that often lacks sufficient buy-in, capacity, or knowledge-base.” From the workshop description

6. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 6 HMIS Project Management Topics and Tools Project Operations –Finite –Clearly Defined –Quantifiable Community Aspects of HMIS Management –More qualitative –Never complete “Often in conflict; however, both are critical”

7. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 7 Community Management Tasks Communicating with stakeholders. –The project manager should constantly communicate with all project stakeholders to manage the community’s expectations and build greater involvement. Working with the HMIS committee. –Almost all HMIS projects have a central committee that governs or advises the project and can also support the project. Depending of the size and structure of the implementation, this committee may be related to or independent of the Continuum of Care governance structure. The project manager has to work with this committee in various ways. Interacting with working groups, user groups and constituents. –The project manager is responsible for overseeing the activities of working groups that are often established to work on particular tasks. In addition the project manager should provide a forum for working with user groups and homeless constituents

8. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 8 Community Management Tasks Working with state, regional, and national HMIS implementers. –The project manager represents the project to other HMIS implementing communities as well as to those involved in supporting the HMIS initiative nationally. Acting as a liaison to the general local community and the press. –A project manager represents the HMIS to local parties beyond those directly involved with the project. This may include government, press, advocacy groups, researchers, and the general public.

9. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 9 This Afternoon... Please remember that this is a Workshop –Less structured, More interactive. –A “how to” session with lots of discussion and questions. Keep in mind that this is also a peer presentation –We can all learn from the experience in this room.

10. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 10 Communicating With Stakeholders ‘a social service sector that often lacks sufficient buy- in, capacity, or knowledge-base’ “I’m from HMIS and I’m here to help you.” -- Why should your clients ‘buy-in’? Value – The benefits you provide must outweigh the resources you demand. Integrity – If they don’t trust you they probably won’t trust your system. Part of the Team – Advocate for the Homeless and the agencies that serve them in your community. Spend a little quality time in a shelter kitchen.

11. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 11 Communicating with Stakeholders ‘a social service sector that often lacks sufficient buy-in, capacity, or knowledge-base’ Commit to making HMIS work for the client. Drive technology to reduce client staff time demands. Build capacity -- be an IT resource for the smaller agencies: –Tech Soup for software. –Refurbished computers. –Partner with local technology training schools. Experience for their students – support for your clients. Promote mentoring relationships between the large and small agencies.

12. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 12 Communicating with stakeholders ‘a social service sector that often lacks sufficient buy-in, capacity, or knowledge-base’ Offer basic computer skills training if necessary: –Windows. –Internet. Look to technology to simplify data recording and reduce the skill and privacy level needed for input.

13. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 13 Working With the HMIS Committee Your Board of Directors – Maintains project discipline and accountability. Sounding board. A good committee with broad representation builds credibility and improves communication for your HMIS. May be useful in applying ‘peer pressure’ to passive ED’s and lagging agencies. The ‘Bad Cop’ to your ‘Good Cop’. Establishes Community Governance – Connection to CoC.

14. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 14 Interacting With Working Groups, User Groups and Constituents Who chairs your Privacy/Confidentiality Committee? Who participates in your Steering Committee? Do you ‘own’ the Point-in-Time Survey? Who is your TA? Annual Homeless Assessment Report (AHAR). CDBG, ESC. City and State programs. How is your relationship with your software supplier?

15. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 15 Acting As a Liaison to the General Local Community and the Press Look beyond your provider base – build bridges to those ‘other’ organizations that interact with the homeless – particularly the Chronically Homeless. Develop an understanding of the real cost of homelessness in your community: –Hospitals. –Police. –Emergency Medical Services. –Jails. –Community psychiatric services. Build credibility by correlating local HMIS and Point-in-Time data to published national research. Do your research. Be prepared to present the facts on homelessness any time, any where. PowerPoint vs. Project. Get to know your ‘Million Dollar Murray’s’.

16. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 16 Some Final Points Keep in mind the value you bring. Step beyond your self-imposed ‘IT’ limitations. Never do anything that compromises the integrity of your program. Never forget who you work for. In Memory of Gerald Ray Landers 11/13/1949 – 10/25/2005

17. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 17 Reference: HMIS Project Management: Topics and Tools November 30, 2004 Center for Social Policy McCormack Graduate School of Policy Studies The QED Group, LLC http://www.hud.gov/offices/cpd/homeless/hmis/assistance/projectmgmt.pdf http://www.hmis.info/resources.asp?resource_id=464

18. September 18-19, 2006 – Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development Tools for Managing the Project Implementation Abram L. Hillson New Jersey HMIS Collaborative Project Manager New Jersey Housing Mortgage Finance Agency

19. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 19 Tools to manage your HMIS Project Implementation. – Microsoft Project. – Rollout Schedule. – Planning your Training Sessions and follow up visits. Tools used to monitor your project success. – Site Visit Checklist. – Various Reports. – Excel Spreadsheets – Gantt Charts Striking the balance between technical content and non- technical. – Preparing for unexpected issues. – Issues affecting large and small implementations.  Tools for Managing and Monitoring Your HMIS Implementation

20. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 20 Using Microsoft Project, Excel, Access or word to document the agreed upon task and steps for the project. Develop a project schedule or timeline. Identify major milestones and deliverables. Document Your Project Plan

21. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 21 Microsoft Project

22. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 22 Determining how many agencies are involved in your rollout. Determine a realistic set of deliverables/timetables and available resources, and evaluation process. Develop your implementation rollout schedule Creating Rollout Plans Creating Rollout Plans

23. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 23 Rollout Schedule

24. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 24  Planning your Training Sessions

25. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 25 HMIS Training Information Document

26. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 26 Verifying data quality and accuracy Work with providers to verify: Number of beds and/or units on HMIS Staff entering data on a timely basis Staff are aware of importance of data quality and accuracy Monitor Your Project Success

27. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 27 Tools Used to Monitor Your Project Success

28. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 28 TaskTime Line Date Task was Completed Identify the HMIS users within your agency and their roles (i.e. Clerk, Management, Case Manager). 2 Days Assign User Ids based on HMIS ID requirements 4 Days Complete training sessions with your users based on their roles. Two Weeks Place the Posters in your Intake areas.2 Days Return all required forms to HMFA. *Agency Participation Agreement * System User Agreement * User Policy/Code of Ethics 9 Days Start using the HMISTwo Weeks Verified HUD Data Elements are being captured on your Intake forms Two Days Verified hardware meets HUD requirements Two Days Site Administrators Implementation Checklist

29. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 29 Agency:_______________________ Program:_____________________ Date:__________ Reason for Visit:_____________________________________________________________ Privacy Policy HMIS Consent Forms Posters Private Intake Area Screensavers Set up beds/units Problems in HMIS Software Missing Forms Number of staff trained Remarks : Agency Site Visit

30. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 30 Preparing For Unexpected Issues Weekly Status Meetings – Document and communicate changes. Document progress however small. Make realignment to projects where needed. Celebrate your accomplishments.

31. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 31 Balance Between Technical & Non-technical Content Establish clear and open forums of communication that clarify the HMIS software functionality. Keep the channels open so providers have a platform to ask technical questions. Make sure you and your staff realize that not all users are technically literate.

32. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 32 Concluding Remarks… Summary Q&A Discussion

33. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 33 Contact Information Jeff Ward El Paso HMIS Project Manager, El Paso Coalition for the Homeless email: jward001@elp.rr.com Phone: (915) 843-2170 Abram Hillson New Jersey HMIS Collaborative Project Manager, New Jersey Housing Mortgage Finance Agency email: Ahillson@njhmfa.state.nj.us Phone: (609) 278-7567