Version 4 - 05/17/2021

Homeless Management Information System (HMIS)

Policies and Procedures Manual

Office to Prevent and End Homelessness;

Department of Housing and Community Development;

County of Fairfax, Virginia

Table of Contents

1. Introduction

A. Identified Stakeholders

B. Which Agencies Can Participate?

C. How to Participate?

D. How to Obtain End User Access to the Homeless Management Information System? 6

2. HMIS Training

A. HMIS Client Workflow Training

B. HMIS View Only Training

C. HMIS Shelter Workflow Training

D. Coordinated Entry Training

E. Advanced Reporting Tool (ART) Training

F. Training Registration

G. Ad Hoc Training

3. Privacy and Security Standards

A. Application Security

B. Agency Endpoint Security

C. End User Security

i. Username

ii. Passwords

iii. Password Resets

D. User Terminations/Separations

4. HMIS Data Standards and CoC Fields

A. Data Fields

B. Annual Review

C. Assessment Structure

5. Client Rights

A. HMIS Notice

B. Releases of Information

6. ServicePoint Modules

A. ClientPoint Module

i. Client Profile Tab

ii. Households Tab

iii. ROI Tab

iv. Entry/Exit Tab

v. Case Managers Tab

vi. Case Plans Tab

vii. Measurements Tab

viii. Assessments Tab

ix. Service Transactions Tab

B. ShelterPoint Module

C. SkanPoint

D. Reports

E. Admin

7. HMIS Data Quality

8. Uses of Data

APPENDICIES

APPENDIX A – Agency Participation Agreement

APPENDIX B – User Policy, Responsibility Statement & Code of Ethics

APPENDIX C – HMIS System Notice

APPENDIX D – Fairfax County Unifrom Autorization to Use & Exchange Info (ROI) ... 31

APPENDIX E – Super User Roles and Reponsibilites & Agency SU Designation Form ... 37

APPENDIX F – HMIS Data Collection Fields

APPENDIX G – Data Quality Reports List

APPENDIX H – Data Quality Process

APPENDIX I – HMIS Guidance for Programs Service Victims of Domestic Violence, Date Violence, Sesual Assualt Stalking or Human Trafficking ……………. 61

APPENDIX J – HMIS Training Registration

APPENDIX K – Glossaries of HMIS Definitions and Acronyms

APPENDIX L – Local Nonprofit Homeless Service Organizations

APPENDIX M – FFC Partnership to Prevent & End Homelessness Acronym Guide

1. Introduction

The Fairfax/Falls Church Partnership to Prevent and End Homelessness Homeless Management

Information System (HMIS) is a client information system that meets the Housing and Urban

Development (HUD) requirements and satisfies the U.S. Congress directive for the implementation of an HMIS Database. The HMIS provides a standardized tool for our partners to collect information regarding our clients experiencing homelessness and at-risk populations. It allows individual projects and systemwide reporting of data.

The goals of the HMIS are to:

▪ Improve the availability of data to aid participating projects and their funding partners in making planning and funding decisions about services to people experiencing homelessness in the

Continuum of Care (CoC).

▪ Provide an unduplicated count of people experiencing homelessness in the CoC.

▪ Measure project and system outcomes.

▪ Meet federal, state, and local reporting requirements.

This document provides the policies, procedures, and guidelines for the Fairfax-Falls Church

Partnership to Prevent and End Homelessness HMIS and is in accordance with the HMIS Governance

Charter.

The Super User Committee through the Subcommittees will be responsible for maintaining and updating the Policy and Procedures Manual and will make recommendations for needed changes to the

Steering Committee. The Super User Subcommittees will review the Policy and Procedure manual annually.

The Steering Committee is responsible for approval and implementation of the HMIS policies and procedures.

The current vendor for our HMIS is WellSky, and the application is known as ServicePoint.

A. Identified Stakeholders

The Fairfax County CoC consists of the following stakeholders. Descriptions below identify how each party interacts with the HMIS in the Fairfax County CoC.

i. CoC – The CoC is the planning body of representative stakeholders in the community’s work toward ending homelessness. Its work includes gathering and analyzing information in order to determine the needs of local people experiencing homelessness, to measure results which are reported to HUD, Congress, and community stakeholders, and implements strategic responses.

ii. HMIS Steering Committee - The HMIS Steering Committee will act on behalf of the

Fairfax County CoC to fulfill the regulatory duties of a CoC set forth in 24 CFR § 578.

HMIS Steering Committee shall be responsible for approval and implementation of all CoC

HMIS Policies and Procedures. It will suggest changes to be considered by the CoC and its

Governing Board. The committee will consist of representatives from the HMIS Lead

Agency and Chairman’s from each of the Super User Subcommittees.

iii. HMIS Lead – The Office to Prevent and End Homelessness (OPEH) has been designated the HMIS Lead Agency. This agency works closely with the CoC to implement all aspects of the HMIS system. OPEH houses the HMIS System Administration team.

iv. Super User Committee /Subcommittees – The Super User Committee is an advisory committee made up of a least one user representative from each of the HMIS Participating

Agencies in the CoC. This committee through the Subcommittees works closely with the

HMIS System Administrator and OPEH Program Managers in developing and recommending changes and upgrades to the system as well as the HMIS Policies and

Procedures and defining reporting needs. The Super User Committee through the

Subcommittees makes recommendations to the HMIS Steering Committee.

v. HMIS Participating Agencies – All agencies and/or programs that participate in the data collection through the Fairfax County CoC HMIS. These organizations provide data to the

CoC for system-wide decision making and reporting purposes, as well as to run their own reports for data analysis, funding requirements, and general reporting.

For listing of Super User Roles and Responsibilities refer to APPENDIX E.

B. Which Agencies Can Participate?

Any project that serves those experiencing homelessness or at risk of homelessness should participate in the HMIS, and participation is mandatory for HUD projects serving those experiencing and at risk of homelessness. Projects whose primary mission is to provide services to victims fleeing domestic violence, dating violence, sexual assault, stalking, or human trafficking are not permitted to enter client-level data directly in the HMIS as outlined in the

HMIS standard procedure “HMIS Guidance for Programs Serving Victims of Domestic

Violence, Dating Violence, Sexual Assault, Stalking or Human Trafficking” adopted:

09/12/2009 (APPENDIX I).

C. How to Participate?

Participation in the HMIS is open to all members of the Fairfax-Falls Church Partnership to

Prevent and End Homelessness who serve those experiencing and at risk of homelessness.

Agencies wanting to join and participate in the HMIS need to contact the Information Systems

Manager at the Office to Prevent and End Homelessness (OPEH); Department of Housing and

Community Development (DHCD); County of Fairfax, Virginia. Agencies will be required to sign an Agency Participation Agreement (APPENDIX A) that outlines confidentiality, system use, data requirements, and data quality.

D. How to Obtain End User Access to the Homeless Management Information System?

Before a user is granted access to the HMIS the following must happen:

i. User Policy, Responsibility Statement, and Code of Ethics Agreement (further referred to as – End User Responsibility Form)

a. Complete the User Responsibility Webinar and Test. Certificate from webinar must be submitted to Agency Super User.

b. Complete and sign an End User Responsibility Form (APPENDIX B) and submit to Agency Super User.

ii. Complete Pre-Curriculum Training (refer to APPENDIX J for Pre-Curriculum information)

iii. Attend HMIS Client Workflow Training (refer to APPENDIX J for registration instructions).

iv. Complete Post-Curriculum Training (refer to APPENDIX J for Post-Curriculum information).

There are a few exceptions to the above which have been outlined by the Training

Subcommittee and can be found in the training section of this manual.

2. HMIS Training

A. HMIS Client Workflow Training

HMIS Client Workflow training is offered at least twice a month. If fewer than 3 trainees are scheduled, the trainer reserves the right to postpone the training one time. The Client

Workflow training (including Pre- and Post- Curriculums) is required of all users that enter or update data in the HMIS or conduct data quality efforts. This training provides general knowledge of the application and the workflows (refer to APPENDIX J for registration instructions).

Trainees must successfully complete the practical exercise as part of the Post-Curriculum, to demonstrate adequate knowledge of the application before they are granted access to the HMIS.

The Training Committee reserves the right to change how Client Workflow Training is offered due to environmental conditions (i.e., Pandemic, Weather, etc.)

B. HMIS View Only Training

HMIS View Only Training is a different curriculum for those organization that have view only access. The View Only training (including Pre- and Post- Curriculums) is provided by the organization.

C. HMIS Shelter Workflow Training

Shelter Workflow training is offered at least once a month. Users may attend Shelter Workflow training following adequate completion of the Client Workflow training, including the Pre- and

Post- Curriculums. Staff accessing the ShelterPoint module must complete both the Client

Workflow Training and Shelter Workflow training.

D. Coordinated Entry Training

Coordinated Entry training is provided by Super Users to staff in their own organizations.

Access to Coordinated Entry projects is only granted after the Super User completes the

Coordinated Entry user paperwork, see the Partners Portal for the form. The OPEH

Coordinated Entry Program Manager occasionally provides Coordinated Entry training to organizations which have limited HMIS Super User support, such as CSB (Fairfax County

Community Services Board) or DFS (Fairfax County Department of Family Services).

E. Advanced Reporting Tool (ART) Training

ART Training is available through the Partners Portal. Please refer to the Training page for

ART training Webinars and Manuals.

F. Training Registration

Super Users and supervisors with permissions can register staff for all above trainings by accessing the Registration Dashboard on the Partners Portal. Further information can be located in APPENDIX J.

G. Ad Hoc Training

Individual programs and ad hoc training may occur or be requested depending on the specific project or organizational needs. Contact OPEH HMIS staff by email to make a request.

3. Privacy and Security Standards

A. Application Security

‘ServicePoint’ application security is documented in the following (which are available on the

Partners Portal):

• Mediware Privacy Policy and Procedures (doc # 16.1.1.A v3)

• Information Security Policy and Practices (doc # 16.1.2.A v3)

• Mediware Service Organization Controls 3 Report

• WellSky Securing Client Data Manual (6/11/2019)

B. Agency Endpoint Security

i. Agencies and users are required to provide a secure location for the computers which will access the HMIS Database.

ii. ServicePoint has an automatic logout function for users who have been idle for a pre-determined period of time. This function decreases potential viewing and/or manipulation of client data by unauthorized individuals. Fairfax-Falls Church CoC HMIS is set to 30 minutes automatic logout.

https://partners.fairfaxcounty.gov/hmis/Document%20Library/Steering%20Committee/16.1.1.A_v3_(customer)%20Mediware%20Privacy%20Policy%20and%20Procedures.pdf https://partners.fairfaxcounty.gov/hmis/Document%20Library/Steering%20Committee/16.1.2.A_v3_(customer)%20Information%20Security%20%20Practices.pdf https://partners.fairfaxcounty.gov/hmis/Document%20Library/Steering%20Committee/Mediware%20-%20SOC%203%20-%202017%20-%20FINAL.pdf https://partners.fairfaxcounty.gov/hmis/Document%20Library/Steering%20Committee/Securing%20Client%20Data_2019.06.11.pdf

iii. Agencies participating in the HMIS must have an information technology security policy that addresses the following:

▪ Privacy including password security

▪ Screen saver usage

▪ Security awareness and training

▪ Firewall

▪ Virus detection

▪ Restriction on access to HMIS in public settings and or public forums

C. End User Security

The Homeless Management Information system (HMIS) contains client data; therefore, users are responsible to maintain confidentiality and ensure security of the data. As a user, they must maintain and safeguard their password.

i. Username

Usernames are issued by the system administrator only. The system administrator must ensure that usernames are unique.

Each user is assigned a role that determines what the user can and cannot do or see.

Users must sign a User Responsibility Agreement (APPENDIX B) and complete the

“HMIS User Policy, Responsibility Statement and Code of Ethics Agreement

Training and Certification” (located on Partners Portal) before a username and password are assigned.

To retain their HMIS username access, all users must re-certify annually.

ii. Passwords

Security of a user's password is essential. If a user misplaces a password or shares it with someone else, there is a risk of breaching confidential client information. Temporary passwords are issued for each user at the time HMIS access is granted.

Password characteristics:

1. Passwords must be 8 to 16 characters in length and must contain at least two numbers somewhere in the password.

2. The System allows only one login per user id at a time. Users cannot log into the system on two terminals at the same time using a single user id.

3. Passwords will expire every 45 days, and the user is prompted to create a new password. Best practice is to never repeat the same password.

4. Password policy allows only 3 instances for a user to key in the correct password. After

3 unsuccessful attempts that user account is locked.

iii. Password Resets

1. Users can reset their own password by clicking on the Forgot Password Link located below the Login button on the ServicePoint sign-in page (Note: Users must have a valid and correct email address in ServicePoint).

2. If additional assistance is needed, users should contact their Agency Administrator for password reset. If the Agency Administrator is not available, contact a member of the

OPEH HMIS Team or send an email to OPEHPrograms@fairfaxcounty.gov.

D. User Terminations/Separations

Agencies and Projects are responsible to ensure that only active users have access to the

Homeless Management Information System (HMIS).

i. An End User Termination Request must be sent to OPEHPrograms@fairfaxcounty.gov immediately upon termination or separation of any employee who has access to the HMIS.

To ensure data protection, the system administrator will immediately remove access to the user in question and notify the agency when action has been completed. The End User

Termination email request MUST include the UserID, username and the last date of employment with the organization. If the user has not been terminated from the organization, the email should indicate why the user access is being removed.

ii. As part of the Data Quality process, agencies are required to run the User Report v.3 ntc

ART Report quarterly and review all active users listed on the report to confirm that they still require access to ServicePoint. If Users who have terminated/separated from the agency appear on the report, then an End User Termination Request must be sent to

OPEHPrograms@fairfaxcounty.gov.

4. HMIS Data Standards and CoC Fields

The HMIS policy and procedure manual only documents the general data fields that are required for all projects. Core HMIS Data fields and collection standards are outlined in APPENDIX F.

Additional assessments or data fields that are project specific are not documented in this policy and procedure manual.

A. Data Fields

The data fields collected in the HMIS are in compliance with the Department of Housing and

Urban Development (HUD) published HMIS Data Standards (APPENDIX F).

mailto:OPEHPrograms@fairfaxcounty.gov mailto:OPEHPrograms@fairfaxcounty.gov

B. Annual Review

HMIS data fields and pick lists are reviewed at least annually by the System Administration

Subcommittee to ensure compliance with the HUD HMIS Data Standards, the Fairfax/Falls

Church Partnership to Prevent and End Homelessness needs, and the data required for the

Regional Enumeration produced by the Metropolitan Washington Council of Governments.

C. Assessment Structure

The HMIS organizes data fields (APPENDIX F) into forms called assessments. When additional project specific data fields are required, they are organized in special assessments dedicated to the particular project. The additional projects will supply the documentation of the project specific requirements and HMIS workflow.

5. Client Rights

A. HMIS Notice

All HMIS participating agencies/projects must display and explain the HMIS notice to their clients (APPENDIX C).

B. Releases of Information

HMIS participating agencies/projects should encourage clients to sign a release of information to facilitate data sharing among providers (APPENDIX D). Release of information, when granted must be entered in HMIS to allow sharing of data within the application.

6. ServicePoint Modules

Information in ServicePoint is organized in modules. The Fairfax-Falls Church Partnership to

Prevent and End Homelessness requires use of two modules: ClientPoint and ShelterPoint. Details are found in the HMIS training manual.

A. ClientPoint Module

Contains individual client information. Following is a description of each section within

ClientPoint and its required use.

i. Client Profile Tab

Client Profile tab contains client basic demographic information and household information. All projects are required to use the client profile.

ii. Households Tab

Creating a household makes it faster and easier to record data in ServicePoint. By grouping client records together, the user may update or provide services, enter a Release of

Information (ROI), or create an entry for all household members in one action, thereby eliminating the need to individually create entries for each member receiving services.

iii. ROI Tab

A Release of Information indicates whether a ServicePoint client has given their permission for a provider/organization to share their information with other providers outside of the provider’s group, or Continuum. A client must have a completed and active ROI in the system in order for their information to be viewed by providers outside of their group.

iv. Entry/Exit Tab

An entry/exit to a specific project is required for all clients. An entry/exit associates a client with a project and is key to reporting. Project Entry and Exit Information should be recorded within 48 hours to allow timely reporting.

v. Case Managers Tab

The Case Manager tab allows users to add, edit, and delete case managers. When a

ServicePoint user is set as a case manager, the case manager record is tied back to the user, and updates made to the user will apply to the case manager as well. Projects are not required to use this tab and HMIS User training on Case managers tab is not included.

vi. Case Plans Tab

The Case Plans Tab allows providers to create and manage client goals and record progress notes. Projects are not required to use this tab and HMIS User training on the Case Plans tab is not included.

vii. Measurements Tab

The Measurements Tab which holds the self-sufficiency matrix is not required in the CoC data entry workflow. Training on the Measurements Tab is included in End User Training and may be used by Partners to fulfill organizational requirements.

viii. Assessments Tab

The Assessments Tab is not to be used in data entry workflow. All assessment data is collected through the EntryExit Tab in the ClientPoint Module or through the ShelterPoint

Module. The Assessments Tab can be useful during the Data Quality process and is still available in the application for that purpose.

ix. Service Transactions Tab

The Service Transaction Tab is used by those providers whose funding source requires a service transaction to be recorded. Transactions are required when using HUD CoC, ESG, ESG-CV, DHERP, VHSP and Other federal funding (example: SSVF) that requires transactions to be recorded in the HMIS.

B. ShelterPoint Module

The ShelterPoint module allows shelters to manage bed lists. All shelters are required to manage daily bed lists through ShelterPoint.

i. The ShelterPoint workflow for Emergency Shelter includes household group entry, assessment data completion, automatic creation of the Entry/Exit and ability to add ROIs so that the data collection workflow can all be completed through the ShelterPoint module.

This reduces the data entry workflow and the possibility of data entry errors.

ii. Night-By-Night Emergency Shelter (a bed is not reserved for a specific client) bedlist management does not include the additional workflow elements configured for Emergency

Shelter Projects. Shelter stays in Night-By-Night Projects should never be longer than one night. Each night is recorded as an individual shelter stay through ShelterPoint.

C. SkanPoint

The SkanPoint module facilitates service data entry. Projects are not required to use this module and user training on the SkanPoint tab is not provided.

D. Reports

The Reports module of ServicePoint allows users to build various reports about users, clients, and services in ServicePoint. Choose from preformatted reports or generate custom, on-demand reports providing thorough analysis of clients served, unmet needs, cost of service, source of funds, source of referrals, outcomes measurement, and more.

i. Reports can be generated either for an individual agency/program or the entire system.

ii. Reports are divided into three main categories: Audit Reports, Provider Reports, and

Custom Reports. Access to each report category depends on the user level.

iii. Advanced Reporting Tool Reports (ART) are custom reports that give users access to a wide variety of reports to handle everything from System Administration to Data Quality, Program Management, Case Management, and Outcome and Performance Measures. Because they are written using Business Objects each customer is then able to modify the reports as needed to meet any specific reporting requirements that they may have.

E. Admin

The Admin module is available to Agency Administrators for the purposes of resetting user passwords. Agency Administrators are not to use any other functionality in the Admin

Module.

7. HMIS Data Quality

Agencies and projects must review their project and client information on a regular basis to ensure information is correct, up to date and reliable. Data deficiencies should be addressed as soon as they are identified.

Agencies have an array of reports that allows data review for quality, verification, and consistency.

See APPENDIX G for a list of data quality reports and descriptions.

Through the Data Quality Process, Agency Directors or their designee must certify that the HMIS data has been reviewed, verified, and is accurate. Data Quality Verification must be submitted for all active projects, to the Office to Prevent and End Homelessness either on a monthly or quarterly

(January, April, July, and October) basis. (APPENDIX H).

System Wide and Individual Outcome Reports will be reviewed on a quarterly basis by the Super

User Committee through Subcommittees.

8. Uses of Data

HMIS data is the source for federal, state and local reporting. HMIS ability to de-duplicate clients and provide overall project and system information is critical to understanding those experiencing or at-risk of homelessness.

Agencies can use HMIS reports to review the demographic profile of clients served during a period of time, evaluate discharge placements and project length of stay among other data.

HMIS is used to generate all appropriate federal program and System Wide Reports.

In addition, there are many project reports in the HMIS that allow providers to evaluate outcomes

(goals, project exit information).

Reporting needs can be discussed and addressed with the Information Systems Manager.

For a glossary of HMIS definitions and acronyms refer to APPENDIX K.

Version 2 Final: 05/11/2021

Initial________ Agency Participation Agreement

APPENDIX A

Agency Participation Agreement (APA)

Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________

AGENCY PARTICIPATION AGREEMENT

For Fairfax-Falls Church Community Partnership to Prevent and End Homelessness

Fairfax County Continuum of Care (CoC) Homeless Management Information System

I. Introduction

The Fairfax-Falls Church Partnership to Prevent and End Homelessness – Fairfax County

Continuum of Care (hereafter called FFX CoC) Homeless Management Information System (HMIS) is a client information systems that provides a standardized assessment of consumer needs, creates individualized service plans and records the use of housing and services which communities can use to determine the utilization of services of participating Agencies, identify gaps in the local service continuum and develop outcome measurements.

The purpose/goals of a web based computerized HMIS database are to:

▪ Improve the quality and integration of services.

▪ Improve the availability of data to aid participating programs and their funding partners in making planning and funding decisions about services to homeless people.

▪ Provide an unduplicated count of homeless people.

▪ Improve quality of client services by providing faster linkage to housing, benefits, and services.

▪ Identify gaps in the service system.

▪ Deliver a cost-effective system that streamlines the information management processes and improves data processing for homeless service providers.

▪ Measure the effectiveness of homeless programs.

The signature of the Executive Director of the Agency indicates agreement with the terms set forth and must be executed before a HMIS account can be established for the Agency.

The FFX CoC is the primary coordinating entity. The Office to Prevent and End Homelessness (OPEH) shall be the HMIS Lead Agency (HLA) and is responsible for administering the HMIS on behalf of the

CoC. In this Agreement, “Participating Agency” is an Agency participating in the Homeless Management

Information System and who contributes data to the HMIS, "Client" is a consumer of services, “Agency” is the Agency named in this agreement, “Super User” is an Agency designated staff member(s) and “CoC

HMIS Steering Committee” is the CoC authorized representation to provide oversight to the HMIS.

The FFX CoC is a collaboration of representatives of both private and public organizations who represent all components in the homeless delivery system and whose focus is community planning for the delivery of homeless services in the Fairfax County area.

II. HMIS Lead Agency (HLA) Responsibilities

A. HLA will make a best effort to provide the Agency 24-hour access to the HMIS database system, except during routine system maintenance, scheduled system upgrades and unexpected system failures.

B. The HLA will provide both initial training and periodic updates to that training to select Agency staff regarding the use of the HMIS, with the expectation that the Agency, through their Super User(s), Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________ will take responsibility for conveying this information and subsequent changes to all Agency staff using the system.

C. The HLA will provide basic user support and technical assistance, within reason (i.e.

troubleshooting and assistance with standard report generation).

D. The HLA will provide Federal and State reporting where required.

III. Privacy and Confidentiality

A. Protection of Client Privacy

1. The Agency shall uphold relevant federal and state confidentiality regulations and laws that protect Client records, and the Agency shall only release Client records with written consent by the Client, unless otherwise provided for in the regulations.

2. The Agency shall abide specifically by federal confidentiality regulations as contained in the

Code of Federal Regulations, 42 CFR Part 2 regarding disclosure of alcohol and/or drug abuse records. In general terms, the federal rules prohibit the disclosure of alcohol and/or drug abuse records unless disclosure is expressly permitted by written consent of the person to whom it pertains or as otherwise permitted by 42 CFR Part 2. A general authorization for the release of medical or other information is not sufficient for this purpose. The Agency understands the federal rules restrict any use of the information to criminally investigate or prosecute any alcohol or drug abuse patients.

3. The Agency will comply specifically with the Health Insurance Portability and Accountability

Act (HIPAA) of 1996, 45 C.F.R. Parts 160 & 164, and corresponding regulations established by the U.S. Department of Health and Human Services.

4. The Agency will comply with the Violence Against Women Act (VAWA) and corresponding regulations established by the Department of Housing and Urban Development.

5. The Agency will comply with all policies and procedures established pertaining to protection of Client privacy. If the Agency is a HIPAA-covered entity, the Agency is required to operate in accordance with HIPAA regulations and is exempt from the privacy and security standards found in HUD’s Data and Technical Standards.

B. Client Confidentiality

1. The Agency agrees to provide a copy of the HMIS Privacy Notice to each consumer. The

Agency shall provide a verbal explanation of the Privacy Notice and the terms of consent and shall arrange for a qualified interpreter or translator in the event that an individual is not literate in English or has difficulty understanding the consent form.

2. The Agency shall prominently display the Privacy Notice at each intake desk (or comparable location).

3. The Agency shall not solicit or input information from Clients into the HMIS unless it is essential to provide services, or to conduct evaluation or research.

Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________

4. The Agency agrees not to release any confidential information received from the HMIS to any organization or individual without proper Client consent.

5. The Agency shall ensure that all staff, volunteers, and other persons issued a User ID and password for the HMIS receive a formal confidentiality training and abide by this Participation

Agreement.

6. The Agency acknowledges that ensuring the confidentiality, security and privacy of any information downloaded from the system by the Agency is strictly the responsibility of the

Agency.

7. The Agency understands the file server, which will contain all Client information, including encrypted identifying Client information, will be located at WellSky. offices and that all Client data will be encrypted at the server level using encryption technology provided by WellSky.

C. Inter-Agency Sharing of Information

1. The Agency will utilize the Fairfax County Uniform Authorization to Use and Exchange Information (ROI), as developed in conjunction and coordination with Participating Agencies, for all clients providing information for the HMIS. The ROI, once signed by the Client authorizes information sharing with HMIS Participating Agencies for the time period stipulated on the Consent form.

2. The Agency will comply with the “Best Practices’ on utilization of ROI as set forth in the

HMIS Policy and Procedure Manual and its APPENDIX D.

3. The Agency shall maintain appropriate documentation of Client consent to participate in the

HMIS.

4. The Agency shall keep signed copies of the ROI for HMIS for a period of up to seven years or as required by state law, after which time the forms will be discarded in a manner that ensures client confidentiality is not compromised.

5. The Agency will develop an internal procedure to be used in the event of a violation of any of the HMIS security protocols. In the event of a violation, the Director of the Agency and/or designated security officer shall notify the HLA immediately within twenty-four (24) hours.

D. Custody of Data

1. If this Agreement is terminated, HLA and remaining Participating Agencies shall maintain their right to the use of all Client data previously entered by the terminating Participating

Agency; this use is subject to any restrictions requested by the Client.

2. The CoC does not require or imply that services must be contingent upon a Client's participation in the HMIS. Services should be provided to Clients regardless of HMIS participation provided the Clients would otherwise be eligible for the services.

3. The Agency shall not be denied access to Client data entered by the Agency. Participating Agencies are bound by all restrictions placed upon the data by the Client of any Participating

Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________

Agency. The Agency shall not knowingly enter false or misleading data under any circumstances.

IV. Homeless Management Information System (HMIS) Use, Training, Data Entry and Data Integrity

A. An agency is considered to be an HMIS Participating Agency (“Agency”) when it collects client-level data on homeless Clients within the CoC.

B. The Agency will not permit User ID’s and Passwords to be shared among users.

C. The Agency shall follow, comply with and enforce the User Policy, Responsibility Statement &

Code of Ethics and staff annual recertification as set forth in the HMIS Policy and Procedure

Manual and its APPENDIX B.

D. The Agency will enter all minimum required data elements as defined in the HMIS Policy and

Procedures Manual.

E. The Agency will take all steps reasonably necessary to verify the information provided by Clients for entry into the HMIS, and to see that it is correctly entered into the HMIS by the Agency User.

F. The Agency shall ensure that all staff, volunteers, and other persons issued a User ID and password for the HMIS receive confidentiality training, HMIS training, and comply with the HMIS User

Policy, Responsibility Statement & Code of Ethics, and the HMIS Participation Agreement as set forth in the HMIS Policy and Procedure Manual and APPENDICES A and D.

F. The Agency will share Client information in compliance with the “Best Practices” on utilization of the ROI as set forth in the HMIS Policy and Procedure Manual and its APPENDIX D.

G. The Agency shall only enter individuals in the HMIS that exist as Clients under the Agency's jurisdiction. The Agency shall not misrepresent its Client base in the by entering known, inaccurate information.

H. The Agency shall use Client information in the HMIS, as provided to the Agency or Participating

Agencies, to assist the Agency in providing adequate and appropriate services to the Client.

I. The Agency shall consistently enter information into the HMIS and will strive for real-time, or close to real-time data entry or will enter data in the HMIS in compliance with the HUD Data Standards and HMIS Policy and Procedure Manual.

J. The Agency will routinely review records it has entered in the HMIS for completeness and data accuracy. The review and data correction process will be made according to HMIS published

Policies and Procedures and Data Quality Plan and Best Practices Manual.

K. The Agency will not alter information in the HMIS that is entered by another Agency with known, inaccurate information. (i.e., Agency will not purposefully enter inaccurate information to over-ride information entered by another Agency).

L. The Agency shall not include profanity or offensive language in the HMIS except as clinically necessary.

Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________

M. The Agency will keep updated virus protection software on Agency computers that access the

HMIS.

N. The transmission of material in violation of any federal or state regulations is prohibited. This includes, but is not limited to, copyright material, material legally judged to be threatening or obscene, and material considered protected by trade secret.

O. The Agency shall not knowingly enter false or misleading data under any circumstance, nor use the

HMIS with intent to defraud federal, state, or local governments, individuals or entities, or to conduct any illegal activity.

P. The Agency agrees that Super User Subcommittees will meet on a regular basis to discuss and/or recommend updates for policy and procedure guidelines, data analysis, and software/hardware upgrades and will be the liaison between the HMIS Lead Agency and the Participating Agency. The

Agency will designate at least one Staff member or a Staff team as their Super User who will regularly attend Super User and Subcommittee meetings.

Q. All recommendations agreed upon by the Super User Committee through the Subcommittees will be reviewed by the HMIS Steering Committee for approval and finalization.

V. Reports

A. The Agency shall retain access to identifying and statistical data on the Clients it serves only.

B. The Agency may make aggregate data available to other entities for funding or planning purposes pertaining to providing services to homeless persons. However, such aggregate data shall not directly identify individual Clients.

C. The HMIS Steering Committee will provide guidance to the HLA on the use of the data collected in the system and the reports to be produced. Only unidentified, aggregate data will be used for homeless policy and planning decisions. Aggregate data may also be used in preparing federal, state or local applications for homelessness funding, to demonstrate the need for and effectiveness of programs and to obtain a system-wide view of program utilization, as directed by the CoC HMIS

Steering Committee.

VI. Data Quality

A. Agency to familiarize itself and fully comply with the latest HMIS Data Quality Plan and Best

Practices Manual.

B. Collect all HUD mandatory data elements and +4 elements, according to the data completeness and accuracy requirements.

Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________

VII. Super User

A. Each agency will designate at least one specific Staff member or a Staff team as their Super User

(Super User roles and responsibilities may be shared as a designated team), dependent on organization projects/programs/grants or those projects/programs/grants your organization accesses.

B. Agency will ensure that there is a succession plan in place so that there is no interruption to their

Super User representation.

C. The Agency shall comply with responsibilities outlined in the Super User Roles and Responsibilities document as set forth in the HMIS Policy and Procedure Manual and its APPENDIX E.

D. Agency will agree to and support time commitment needed for fulfillment of Super User responsibilities as set forth in the HMIS Policy and Procedure Manual and its APPENDIX E.

E. Agency Supervisor to designate staff member or staff team to be Super User based on the knowledge, skills and abilities needed to fulfill the Super User Roles and Responsibilities outlined in APPENDIX E of the HMIS Policy and Procedure Manual.

VII. Super User Committee/Subcommittees

A. The CoC will establish a Super User Committee represented by four (4) Subcommittees as its authorized representative to provide recommendations and oversight to the HMIS. The Super User

Committee will be made up of a designated Super User or Team Super User from each Participating

Agency.

B. Each Super User will serve on one of the four (4) Subcommittees (Data Analytics, Data Quality, Sys Admin and Training).

C. The CoC through its Super User Committee and Subcommittees will make recommendations to the

HMIS Steering Committee to include, but not limited to, HMIS policies and procedures, end user training, data quality process and best practices.

D. Agency designated Super User or Team Super User will communicate recommendations, questions and concerns on behalf of their Agency to the Super User Committee through the associated

Subcommittee.

VIII. HMIS Steering Committee

A. The CoC will establish a HMIS Steering Committee whose members embody the CoC and include representatives from the HMIS Lead, and Chair’s from each of the Subcommittees.

The HMIS Steering Committee makes HMIS Governance Charter recommendations and submits to the CoC for final approval.

B. The HMIS Steering Committee reviews HMIS Policy and Procedure recommendations made by the

“Super” User Committee for final approval. The Agency agrees to comply with these policies and procedures and shall require its employees and agents to do the same.

Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________

IX. Proprietary Rights of WellSky

A. The Agency shall not give or share assigned passwords and access codes of the HMIS with any other Agency, business, or individual.

B. The Agency shall not cause in any manner, or way, corruption of the HMIS.

VIII. Terms and Conditions

A. Neither the CoC nor the Agency shall transfer or assign any rights or obligations without the written consent of the other party.

B. This Agreement shall be in-force until revoked in writing by either party provided funding is available.

C. This Agreement may be terminated with 30 days written notice.

D. This agreement may be modified or amended by written agreement executed by both parties with 30 days advance written notice.

Signature of Executive Director or Agency Designee

AGENCY

STREET ADDRESS

CITY, STATE ZIP CODE

Date

Appendix A - Agency Participation Agreement – Form Revised 05/11/21 Initial________

Homeless Management Information System

ASSURANCE

_________________________________________ (Name of Agency) assures that the following fully executed documents will be on file and available for review.

❑ The Agency’s Confidentiality Policy

❑ The Agency’s Grievance Policy, including a procedure for external review.

❑ The Agency’s official Privacy Notice for HMIS clients.

❑ Executed HMIS Client Release of Information forms

❑ Annual fully executed User Agreement for all HMIS System Users.

❑ A copy of the Agency Participation Agreement between FFX CoC and the Agency.

❑ The Agency’s Super User Succession Plan.

By: Title:

Signature: Date:

APPENDIX B – User Policy, Responsibility Statement and Code of Ethics – Form Revised 01/15/2019

APPENDIX B

User Policy, Responsibility Statement & Code of Ethics

User Policy, Responsibility

Statement, and Code of Ethics (HMIS) For the Fairfax-Falls Church Continuum of Care Homeless Management

Information System (HMIS: ServicePoint) and Advance Reporting Tool [ART])

Agency

User

Name Hire Date

Title Phone

Email

Supervisor

Name Phone

Title Email

User Policy At the discretion of Partner Agencies, information shall be shared for provision of services to homeless persons through the Homeless Management Information System (HMIS), which establishes electronic communication among the Partner Agencies.

Consistent with client permission and restrictions, Partner Agencies shall at all times have rights to the data pertaining to clients created or entered by their staff in HMIS.

It is a Client’s decision about which information, if any, entered into HMIS shall be shared and with which

Partnering Agencies. The Client Consent to Exchange Information form shall be signed if the Client agrees to share information with Partner Agencies.

Minimum data entry on each client is defined in the Policy and Procedure Manual.

Minimum Data Entry

All Clients Follow guidelines as described in the ServicePoint HMIS

Procedure Manual.

Clients Receiving Services through HUD Grants

Data required for the HUD APR.

The Homeless Information System is a tool to assist agencies in focusing services and locating alternative resources to help homeless persons. Therefore, agency staff should use the client information in the system to target services to the client’s needs.

Recommended Data Entry

• Data necessary for the development of aggregate reports of homeless services, including services needed, services provided, referrals.

• Client goals and outcomes should be entered to the greatest extent possible.

User Code of Ethics

• Agency - Treat Partner Agencies with respect, fairness, and good faith.

• User - Maintain high standards of professional conduct and good intent in the capacity as an HMIS

User.

• Client Data - Relate to all client data with full professional consideration.

User Responsibilities Your User ID and Password give you access to the Fairfax County Homeless Information Management

Information System (HMIS). Initial each item below to indicate that you understand the policy and agree to comply. Failure to uphold any of these policies may result in immediate termination from the HMIS.

1. My User ID and Password are for my use only. I will not share them with anyone.

2. I will take all reasonable means to keep my Password physically secure, and not utilize the browser capacity to remember passwords. I will enter the password each time I open the HMIS.

3. I understand that only authorized HMIS users (and the Clients to whom the information pertains) are permitted to view information in the HMIS.

4. I will only view, obtain, disclose, or use client information when necessary to perform my job.

5. I will log out of the HMIS any time I leave my computer. I understand that a computer logged into the HMIS must never be left unattended. I understand that failure to log out of the HMIS may result in a breach in client confidentiality and system security.

6. I will only access the HMIS/DVHD using a secure, password-protected network.

7. I will not transmit confidential client information in email form.

8. I will not discuss HMIS confidential client information with staff, clients, or on the telephone in any area where the public might overhear my conversation.

9. I understand that all “hard copies” of HMIS data must be kept in a secure file and not leave hard copies in public view of my desk, on a photocopier, printer or fax machine. Hard copies must be properly destroyed when they are no longer needed, in a way that will maintain confidentiality.

(That is, shredded or otherwise rendered unreadable.)

10. I am responsible for maintaining data integrity and accuracy of all data.

11. If I notice or suspect a security breach, I will immediately notify my HMIS Agency

Administrator, as well as a System Administration at the Fairfax County Office to Prevent and

End Homelessness (OPEH).

12. I will notify my HMIS Agency Administrator, as well as an OPEH System Administration, of any change in employment status or need to access HMIS.

13. Upon termination of employment I am still bound to uphold client confidentiality and not share information gained through HMIS.

14. I will not use the HMIS with the intent to conduct illegal activity or solicit clients for personal gain.

15. I have watched the Part I and Part II videos of the 2017 Data Standards presentation/training.

I understand and agree to comply with all the statements listed above.

HMIS User Signature Date

Access Level (Supervisor to select an access level for the user from the table below.)

Level Description

Case

Manager II

Case Managers have access to all ServicePoint features except those needed to run audit reports and features found under the Admin tab. They have access to all screens within

ClientPoint, including assessments and service records. Case Manager II users can also create/edit client infractions if given access by an Agency Administrator or above.

Agency

Admin

Agency Administrators have access to ServicePoint features that allow them to edit their organization’s data, shadow other users and run high level reports. Agency Administrators can delete clients that were created by organizations within their organizational tree. They cannot, however, delete clients who are shared across organizations trees. Agency

Administrators can delete needs and services created within their own organization tree, unless the needs and services are for a shared client. Agency Administrators also have access to the ServicePoint Admin module- User Admin to reset passwords only. Agency

Administrators do not have the training or permission to access any other features within the Admin module.

Executive

Director

Executive Directors have the same access rights as Agency Administrators; however, they are ranked above Agency Administrators.

Other Role Other Roles to be discussed. Contact the HMIS Administrator to discuss your special needs.

Username Type

(Supervisor to select the appropriate box to indicate the type of username the user should be assigned.)

OPEH

An OPEH Username means that the user will be attached to the parent organization of The Office to Prevent and

End Homelessness. This staff will have access to OPEH projects and all the projects within the hiring agency/organization. However, in order to access projects within the hiring agency/organization, this staff will need to utilize EDA mode to view or enter data in those projects. This username is recommended for staff who primarily work with OPEH projects. If one’s work doesn’t involve providing services to OPEH project clients, an agency/organization username is recommended.

Agency/Organization (ex. FACETS, Homestretch, Shelter House)

An Agency/Organization username means that the user is attached to the parent organization that employs him/her. Upon logging into ServicePoint, the client has immediate access to data associated with the hiring agency/organization. This type of username is recommended for staff members that only or primarily work with project associated with the hiring agency/organization.

HMIS Workflow Training Request

(Supervisor to select all HMIS workflows that are applicable for the user. This information will be used for training purposes.)

Program Notes (Supervisor may list HMIS Project #)

Bridging Affordability Workflow

Case Management Workflow

(e.g., Prevention, Rapid Rehousing, TH, PSH projects)

Coordinated Entry Prioritization Pool

Family Shelter Workflow

Homeless Healthcare Program (HHP)

Night-By-Night Shelter Workflow

Outreach Workflow

Singles…