Background

As outlined in the HMIS Policies and Procedures, agencies must meet certain requirements in order to participate in HMIS. On a quarterly basis the HMIS team will be conducting a review of all agencies participating in HMIS to ensure that they are meeting these requirements. Agencies that do not meet the Minimum Participation Requirements will be given a document which outlines which requirements they did not meet, and instructions on how they can resolve the issues. Agencies that do not meet the Minimum Participation Requirements will be shared with the Agency Access Working Group to determine the appropriateness of the agency's continued participation in HMIS.

The items included in this review are below.

• Agency has at least one active user.
• Agency has at least one active enrollment under their agency or as an Access Point in either of the Coordinated Entry Systems.
• Agency has activity in HMIS in the past 30 days under their agency or as an Access Point in either of the Coordinated Entry Systems. Activity includes enrollments, services, assessments, files, or exits that have been added or updated in HMIS.
• Agency has at least one Agency Administrator that is an active HMIS user.
• Agency has staff representation for at least one User Meeting during the previous quarter.

The following two items are only included in the review that is conducted in April for January - March data, since they occur once per year.

• Agency passed the HMIS audit for the previous calendar year.
• Agency submitted the HIC and/or PIT for appropriate project types.

Agency Review

• In preparation for this review, agency's can pull the following dashboards under the Data Analysis tab of the Reports library in HMIS. Review the Running a Save Look knowledge base article for instructions on how to pull these reports.
  • Minimum Participation Requirements: Includes the active users and Agency Administrators at the agency, the active enrollments at the agency, and the agency's HMIS activity in the past 30 days.
  • Minimum Participation Requirements - Family CES: This dashboard is only for agencies serving as Access Points in the Family Coordinated Entry System. The dashboard includes the number of active users with access to the Family Coordinated Entry System, active enrollments associated with the Access Point in the Family Coordinated Entry System, and the Access Point's activity in the Family Coordinated Entry System in the last 30 days.
  • Minimum Participation Requirements - Individual CES: This dashboard is only for agencies serving as Access Points in the Individual Coordinated Entry System. The dashboard includes the number of active users with access to the Individual Coordinated Entry System, active enrollments associated with the Access Point in the Individual Coordinated Entry System, and the Access Point's activity in the Individual Coordinated Entry System in the past 30 days.
• The agency is considered passing the Minimum Participation Requirements if each of the following are true. If any of the following are not true at the time of the review the agency will receive a Minimum Participation Requirements Review form which will outline which items were not passed, and instructions for how the issue can be resolved. Agencies will have 30 days to resolve the issue. Any unresolved issues may be brought to the Agency Access Working Group to determine the appropriateness of the agencies continued participation in HMIS. Repeated issues found during the quarterly reviews may also be brought to the HMIS Agency Access Working Group for consideration.
  • Active users on the Minimum Participation Requirements dashboard is at least one
  • Active Agency Administrators on the Minimum Participation Requirements dashboard is at least one
  • Active Enrollments on the Minimum Participation Requirements dashboard OR the Family or Individual CES dashboard is at least one
  • The number of Enrollments, Files, Assessments, Services, or Exits in the Records Updated in the Previous 30 Days section on the Minimum Participation Requirements dashboard OR the Family or Individual CES dashboard is at least one
  • At least one user from the agency attended the HMIS User Meeting in the previous quarter
  • If the agency had active housing projects in HMIS during the most recent HIC/PIT, the agency submitted HIC and PIT (as needed) documentation for those projects
  • The agency passed the HMIS Agency Audit for the previous calendar year