9053_AttC_Requirements Traceability Matrix.xlsx
XLSX spreadsheet 89 KB Posted
- Attached to
- HMIS Solution Request for Proposals
- Solicitation number
- S-91400-00016584
- Issued by
- Oregon
About this file
Summary
This is a Requirements Traceability Matrix (RTM) for a Housing and Urban Development (HUD) compliant Homeless Management Information System (HMIS) solution being procured by the Oregon Multi-Continuum of Care (OMC) to replace the current system. The document comprehensively details functional and non-functional requirements organized across 19 requirement categories including Audit Compliance, Account Management, Coordinated Entry, Case Management, Day Center Operations, Entry/Exit Management, Fund Management, General Functionality, Housing Match, Learning Management, Portal capabilities, Provider Program Management, Problem Solving, Provider Services Management, Referrals, Reporting, System Administration, Street Outreach, and Technical Functionality. A total of 733 discrete requirements are specified, with each requirement assigned a unique identifier, category abbreviation, requirement level, priority designation (Must Have or Nice to Have), and classification (Functional or Non-functional). The matrix establishes the baseline specifications that proposed vendors must address in their responses.
The RTM includes mandatory requirements spanning data management, security protocols, accessibility compliance (WCAG 2.1 Level AA minimum, with WCAG 2.1 Level AA required per DOJ 2024 ADA ruling), and integration capabilities with external systems. Vendor requirements are explicitly detailed, including provisions for change management support, dedicated project management, comprehensive testing plans (security and user acceptance), training deliverables, technical support availability (Monday-Friday, 7:00 am-5:00 pm Pacific time), 99.5% uptime guarantee excluding planned maintenance, HUD Data Standards compliance, and a disaster recovery plan with 100% backup and recovery capabilities. The system must support multiple concurrent users (up to 1,000), manage up to one terabyte of data, maintain historical data for seven years with archival capabilities, and operate as a vendor-hosted SaaS solution with exclusive secure instance for OMC. All requirements are classified as "Must Have" unless explicitly marked as "Nice to Have," establishing clear expectations for system functionality and vendor service delivery across the Oregon Multi-Continuum of Care implementation.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 9053_HMIS Solution RFP_FAQ_final version.docx | DOCX document | |
| 9053_A3_HMIS Solution RFP.pdf | ||
| 9053_RFP_HMIS Solution Software.pdf | ||
| 9053_AttB_Technical Proposal Response Template.docx | DOCX document | |
| 9053_AttF_State of Oregon IT Security Standards.xlsx | XLSX spreadsheet | |
| 9053_AttA_Admin Proposal.docx | DOCX document | |
| HMIS Solution RFP Pre-Proposal Conference-20260921_083313-Meeting Recording.mp4 | MP4 file | |
| 9053_AttD_Price Proposal.xlsx | XLSX spreadsheet | |
| 9053_A1_HMIS Solution RFP.pdf | ||
| 9053_AttE_Sample Contract.docx | DOCX document | |
| 9053_A2_HMIS Solution RFP~1.pdf | ||
| Pre-Proposal Conference Attendees.xlsx | XLSX spreadsheet | |
| 9053_A4_HMIS Solution RFP.pdf |
Show all 13
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Abbreviations
| Requirement Category - Full | Requirement Category - Abbreviation |
| Audit Compliance | AC |
| Account Management | AM |
| Coordinated Entry | CE |
| Case Management | CM |
| Day Center | DC |
| Entry Exit | EE |
| Fund Management | FM |
| General Functionality | GF |
| Housing Match | HM |
| Learning Management | LM |
| Portal | Por |
| Provider Program Management | PP |
| Problem Solving | PS |
| Provider Services Management | PSM |
| Referrals | Ref |
| Reporting | Rep |
| System Administration | SA |
| Street Outreach | SO |
| Temporary Shelter | TS |
| Technical Functionality | TF |
| Vendor Requirement | VR |
Requirements
| Requirement ID | Requirement Category | Abbreviation | Requirement Number | Requirement Level | Statement | Priority | Group | Proposer Response | Proposer Description | |
| AC.001.02 | Audit Compliance | AC | 1 | 2 | The system shall maintain a record (e.g. audit trail) of all | |||||
| additions, changes and deletions made to data in the system. | Must Have | Functional | ||||||||
| AC.002.02 | Audit Compliance | AC | 2 | 2 | The system shall be able to detect security-relevant events and | |||||
| generate audit records for them. | Must Have | Functional | ||||||||
| AC.003.02 | Audit Compliance | AC | 3 | 2 | The system shall provide authorized users with tools to view audit records including, but not limited to: |
a. login reports
| b. record access reports | Must Have | Functional | ||||
| AM.001.02 | Account Management | AM | 1 | 2 | The system shall provide authorized users with the ability to | |
| manage end-user account licenses. | Must Have | Functional | ||||
| AM.002.02 | Account Management | AM | 2 | 2 | The system shall allow authorized users to create and set up new user | |
| accounts in batches. | Must Have | Functional | ||||
| AM.003.02 | Account Management | AM | 3 | 2 | The system shall allow authorized users to manage active accounts, including, but not limited to: |
a. Updating end user information
b. Resetting login information
c. Updating Multi-Factor Authentication settings
d. Updating end user roles or permissions
| e. Changing an end user's service provider agency assignment | Must Have | Functional | ||||||
| AM.004.02 | Account Management | AM | 4 | 2 | The system shall allow authorized users to deactivate end user | |||
| accounts. | Must Have | Functional | ||||||
| AM.005.02 | Account Management | AM | 5 | 2 | The system shall notify authorized end users of account inactivity | |||
| after a defined period of time. | Must Have | Functional | ||||||
| AM.006.02 | Account Management | AM | 6 | 2 | The system shall allow authorized users to configure end user inactivity period before notification based on the provider an end user is assigned to. | Must Have | Functional | |
| AM.007.02 | Account Management | AM | 7 | 2 | The system shall allow authorized users to reactivate | |||
| deactivated end user accounts. | Must Have | Functional | ||||||
| AM.008.02 | Account Management | AM | 8 | 2 | The system shall allow authorized users to delete end user accounts. | Must Have | Functional | |
| AM.009.02 | Account Management | AM | 9 | 2 | The system shall prompt authorized users to confirm before | |||
| deleting end user accounts. | Must Have | Functional | ||||||
| CE.001.01 | Coordinated Entry | CE | 1 | 1 | The HMIS Software can collect assessment data for the coordinated entry process. | Must Have | Functional | |
| CE.002.02 | Coordinated Entry | CE | 2 | 2 | The system shall prompt authorized users to collect system of care screening information, including, but not limited to: |
a. Participant age
b. Minor children / dependents status
c. Veteran status
| d. Domestic Violence survivor status | Must Have | Functional | ||||
| CE.003.02 | Coordinated Entry | CE | 3 | 2 | The system shall prompt authorized users to conduct Coordinated Entry assessments based on the Participant's eligible and preferred system(s) of care, including: |
a. Adult and Families Coordinated Entry Assessment
| b. Youth Coordinated Entry Assessment | Must Have | Functional | ||||
| CE.004.02 | Coordinated Entry | CE | 4 | 2 | The system shall allow authorized users to configure skip logic based | |
| on preconfigured business rules when displaying Coordinated Entry assessment questions. | Must Have | Functional | ||||
| CE.005.02 | Coordinated Entry | CE | 5 | 2 | The system shall allow authorized users to configure housing prioritization rules based on County policy using data including, but not limited to: |
a. Participant information
b. Housing Inventory information
| c. Household member information | Must Have | Functional | ||||||
| CE.006.02 | Coordinated Entry | CE | 6 | 2 | The system shall allow authorized users to configure different housing prioritization rules for different populations. | Must Have | Functional | |
| CE.007.02 | Coordinated Entry | CE | 7 | 2 | The system shall calculate Participant housing prioritization scores | |||
| based on configured prioritization rules. | Must Have | Functional | ||||||
| CE.008.02 | Coordinated Entry | CE | 8 | 2 | The system shall determine a Participant's Housing Priority Status based on prioritization scores and preconfigured business rules (e.g., | |||
| priority pool cut-off point). | Must Have | Functional | ||||||
| CE.009.02 | Coordinated Entry | CE | 9 | 2 | The system shall maintain a Housing Priority Status for each Coordinated Entry Participant including, but not limited to: |
a. Priority Pool Status
b. Not Priority Pool Status
| c. Coordinated Entry Assessment Incomplete Status | Must Have | Functional | ||||||
| CE.010.02 | Coordinated Entry | CE | 10 | 2 | The system shall display Housing Priority Status on a Participant's | |||
| profile | Must Have | Functional | ||||||
| CE.011.02 | Coordinated Entry | CE | 11 | 2 | The system shall notify authorized users when a Participant's priority | |||
| status is changed to Priority Pool. | Must Have | Functional | ||||||
| CE.012.02 | Coordinated Entry | CE | 12 | 2 | The system shall notify Participants when their priority status is | |||
| changed to Priority Pool. | Must Have | Functional | ||||||
| CE.013.02 | Coordinated Entry | CE | 13 | 2 | The system shall prompt authorized users to re-conduct the Coordinated Entry assessment if Participant priority status is not changed to Priority Pool after a preconfigured length of time. | Must Have | Functional | |
| CE.014.02 | Coordinated Entry | CE | 14 | 2 | The system shall refer a Participant's record to designated users once | |||
| the Participant priority status is changed to Priority Pool. | Must Have | Functional | ||||||
| CE.015.02 | Coordinated Entry | CE | 15 | 2 | The system shall allow authorized users to manually adjust a Participant's priority status after appropriate approvals and with a documented reason. | Must Have | Functional | |
| CE.016.02 | Coordinated Entry | CE | 16 | 2 | The system shall automatically close out assessments based on | |||
| preconfigured business rules. | Must Have | Functional | ||||||
| CE.017.02 | Coordinated Entry | CE | 17 | 2 | The system shall display the intervention levels a Participant is eligible | |||
| for based on preconfigured business rules. | Must Have | Functional | ||||||
| CE.018.02 | Coordinated Entry | CE | 18 | 2 | The system shall provide a resource directory that details the agency and program information as well as program eligibility and real time vacancies to facilitate the coordinated entry process. | Must Have | Functional | |
| CE.019.02 | Coordinated Entry | CE | 19 | 2 | The system shall provide a customizable prioritization function that can be accessed by HMIS users for coordinated entry process purposes. | Must Have | Functional | |
| CM.001.01 | Case Management | CM | 1 | 1 | The system shall provide tools for case management including, case notes, goal plans and housing plans. | Must Have | Functional | |
| CM.001.02 | Case Management | CM | 1 | 2 | The system shall allow a restricted set of authorized end users to document, view, and modify a Participant's Case Notes, including, but not limited to: |
a. Service plan
b. Care history
c. Care goals
| d. General case notes | Must Have | Functional | ||||||
| CM.002.02 | Case Management | CM | 2 | 2 | The system shall allow authorized users to assign specific system end users | |||
| to a Participant's Case Management Team. | Must Have | Functional | ||||||
| CM.003.02 | Case Management | CM | 3 | 2 | The system shall allow a restricted set of authorized end users to create and manage participant care plans with associated care goals. | Must Have | Functional | |
| CM.004.02 | Case Management | CM | 4 | 2 | The system shall notify authorized end users when a new case | |||
| management referral has been submitted. | Must Have | Functional | ||||||
| CM.005.02 | Case Management | CM | 5 | 2 | The system shall prompt authorized end users to review and assign new | |||
| case management referrals to a Case Management Program. | Must Have | Functional | ||||||
| CM.006.02 | Case Management | CM | 6 | 2 | The system shall notify authorized users when a new case | |||
| management program referral has been submitted. | Must Have | Functional | ||||||
| CM.007.02 | Case Management | CM | 7 | 2 | The system shall allow authorized users to assign Participants to a | |||
| selected Case Manager. | Must Have | Functional | ||||||
| CM.008.02 | Case Management | CM | 8 | 2 | The system shall prompt authorized users to review and assign new | |||
| case management program referrals to a Case Manager. | Must Have | Functional | ||||||
| CM.009.02 | Case Management | CM | 9 | 2 | The system shall allow authorized users to define and modify a Case | |||
| Manager's total caseload capacity. | Must Have | Functional | ||||||
| CM.010.02 | Case Management | CM | 10 | 2 | The system shall calculate a Case Manager's current caseload capacity | |||
| based on total capacity and assigned Participants. | Must Have | Functional | ||||||
| CM.011.02 | Case Management | CM | 11 | 2 | The system shall allow authorized users to view a Case Manager's | |||
| current caseload capacity. | Must Have | Functional | ||||||
| CM.012.02 | Case Management | CM | 12 | 2 | The system shall provide a Case Manager waitlist. | Must Have | Functional | |
| CM.013.02 | Case Management | CM | 13 | 2 | The system shall add the selected Participant to the assigned Case | |||
| Manager's waitlist if caseload is full. | Must Have | Functional | ||||||
| CM.014.02 | Case Management | CM | 14 | 2 | The system shall notify authorized users when a Participant is added to an active caseload of the Pending Case Manager assignment. | Must Have | Functional | |
| CM.015.02 | Case Management | CM | 15 | 2 | The system shall prompt authorized users to review the selected | |||
| Participant's profile. | Must Have | Functional | ||||||
| CM.016.02 | Case Management | CM | 16 | 2 | The system shall prompt authorized users to schedule an initial screening appointment with the selected Participant and document appointment details, including, but not limited to: |
a. Appointment time
b. Virtual or In-Person
c. Meeting location
d. Materials or documents to bring
| e. Any additional necessary preparation | Must Have | Functional | ||||
| CM.017.02 | Case Management | CM | 17 | 2 | The system shall notify the selected participant of the initial screening | |
| appointment details. | Must Have | Functional | ||||
| CM.018.02 | Case Management | CM | 18 | 2 | The system shall prompt authorized users to conduct the screening and document eligibility information, including, but not limited to: |
a. Participant demographics
b. Participant health needs
c. Participant income
e. Geography
| f. Participant preferences | Must Have | Functional | ||||
| CM.019.02 | Case Management | CM | 19 | 2 | The system shall enable authorized users to reassign the selected | |
| Participant back to a Case Management program if they are not eligible to work with the assigned Case Manager. | Must Have | Functional | ||||
| CM.020.02 | Case Management | CM | 20 | 2 | The system shall prompt authorized users to collect any missing Participant data, including, but not limited to: |
a. Participant profile information
c. Required documentation
| d. Incomplete assessments | Must Have | Functional | ||||
| CM.021.02 | Case Management | CM | 21 | 2 | The system shall prompt authorized users to enter information at the conclusion of a case management encounter, including, but not limited to: |
a. Service plan updates
b. Immediate services provided
c. Referrals made
d. Missing Participant data collected
e. Case notes
| f. Planned follow-up appointments | Must Have | Functional | ||||
| CM.022.02 | Case Management | CM | 22 | 2 | The system shall allow authorized users to close out a Participant's | |
| case. | Must Have | Functional | ||||
| CM.023.02 | Case Management | CM | 23 | 2 | The system shall prompt authorized users to document the reason a Participant's case was closed, including, but not limited to: |
a. Participant wishes to work with different Case Manager
b. Participant no longer eligible for services with Case Manager
| c. Participant has moved to a new geography | Must Have | Functional | ||||
| CM.024.02 | Case Management | CM | 24 | 2 | The system shall allow authorized users to reassign a Participant to a | |
| different Case Manager. | Must Have | Functional | ||||
| CM.025.02 | Case Management | CM | 25 | 2 | The system shall automatically complete case closure activities when a case is closed out, including, but not limited to: |
a. Sending Participant a Customer Satisfaction Survey
b. Recording date of case closure
c. Updating Case Manager's caseload
| d. Prompting Case Manager to hold an exit interview | Must Have | Functional | ||||||
| CM.026.02 | Case Management | CM | 26 | 2 | The system shall allow bi-directional messaging between a Participant | |||
| and their Case Manager. | Must Have | Functional | ||||||
| CM.027.02 | Case Management | CM | 27 | 2 | The Portal shall display an assigned Case Manager's contact | |||
| information on a Participant's profile. | Must Have | Functional | ||||||
| CM.028.02 | Case Management | CM | 28 | 2 | The system shall allow authorized users to view the caseloads of all | |||
| designated Case Managers. | Must Have | Functional | ||||||
| CM.029.02 | Case Management | CM | 29 | 2 | The system shall prompt authorized users to reassign any configured alerts or notifications when the assigned user is deactivated. | Must Have | Functional | |
| CM.030.02 | Case Management | CM | 30 | 2 | The system shall allow authorized users to search, access, and read a | |||
| Participant's Case Notes in chronological order. | Must Have | Functional | ||||||
| DC.001.01 | Day Center | DC | 1 | 1 | Record which individuals are receiving what services at Day Centers. | Must Have | Functional | |
| DC.001.02 | Day Center | DC | 1 | 2 | The system shall prompt authorized users to document day center information on Participant records, including but not limited to: |
a. Participant name
b. Day Center visited
c. Date of visit
b. Services provided
| c. Any additional notes to be added to Client Notes | Must Have | Functional | ||||
| DC.002.02 | Day Center | DC | 2 | 2 | The system shall allow authorized users to refer Participants to Day | |
| Center services. | Must Have | Functional | ||||
| DC.003.02 | Day Center | DC | 3 | 2 | The system shall allow authorized users to receive notifications of | |
| incoming Day Center arrivals. | Must Have | Functional | ||||
| DC.004.02 | Day Center | DC | 4 | 2 | The system shall allow authorized users to record Day Center visit information in different locations based on policy and the information known about the Participant(s) including, but not limited to: |
a. On the Participant's record
| b. On a Day Center shift log | Must Have | Functional | ||||
| DC.005.02 | Day Center | DC | 5 | 2 | The system shall prompt authorized users to document General Day Center Visit information, including, but not limited to: |
a. Day Center visited
b. Date of visit
| c. Services provided | Must Have | Functional | ||||
| DC.006.02 | Day Center | DC | 6 | 2 | The system shall automatically consolidate information into a Day Center shift log including but not limited to: |
a. Information entered directly into the shift log
| b. Day Center services documented on individual Participant records | Must Have | Functional | ||||||
| EE.001.02 | Entry Exit | EE | 1 | 2 | The system shall have a bed and unit management feature to allow for expedient entry and exit into specific beds and units that feeds to real time vacancy. | Must Have | Functional | |
| FM.001.02 | Fund Management | FM | 1 | 2 | The system shall allow authorized users to define and modify fund details, including, but not limited to: |
a. Source
b. Total amount
c. Allocation of funding
d. Criteria for receiving funding
e. Programs, services, or resources being funded
f. Population(s) served
g. Geographies
| h. Reporting requirements | Must Have | Functional | ||||
| FM.002.02 | Fund Management | FM | 2 | 2 | The system shall enable authorized users to document and modify fund designation, including, but not limited to: |
a. General operations
b. Specific programs
c. Specific populations
| d. Specific units | Must Have | Functional | ||||
| FM.003.02 | Fund Management | FM | 3 | 2 | The system shallenable authorized users to define fund usage rules, including, but not limited to: |
a. Cost of providing a service
b. Cost of unit occupancy per day
c. Staffing costs
| d. Marketing costs | Must Have | Functional | ||||
| FM.004.02 | Fund Management | FM | 4 | 2 | The system shall enable authorized users to view fund usage information, including, but not limited to: |
a. Total spent
b. Total available
c. Spending over time
d. Spending per unit
e. Populations served
f. Geographies served
| g. Outcomes | Must Have | Functional | ||||||
| FM.005.02 | Fund Management | FM | 5 | 2 | The system shall enable authorized users to submit requests for | |||
| available funds. | Must Have | Functional | ||||||
| FM.006.02 | Fund Management | FM | 6 | 2 | The system shall enable authorized users to review and reject/approve | |||
| requests for available funds. | Must Have | Functional | ||||||
| GF.001.01 | General Functionality | GF | 1 | 1 | The HMIS Software can upload documents to client files. | Must Have | Functional | |
| GF.001.02 | General Functionality | GF | 1 | 2 | The system shall allow authorized users to upload and store documents to a Participant's profile by methods including, but not limited to: |
a. Document scan
b. File upload
c. Photo capture
| d. Drag and Drop Files | Must Have | Functional | ||||||
| GF.002.01 | General Functionality | GF | 2 | 1 | The HMIS Software can print assessments, reports, and documents. | Must Have | Functional | |
| GF.003.01 | General Functionality | GF | 3 | 1 | Intuitive to learn and use | Must Have | Functional | |
| GF.004.01 | General Functionality | GF | 4 | 1 | Transparent and secure | Must Have | Functional | |
| GF.005.01 | General Functionality | GF | 5 | 1 | Standardized in data and function with ability to reflect county-level priorities | Must Have | Functional | |
| GF.006.01 | General Functionality | GF | 6 | 1 | Relatively easy to administer and troubleshoot | Must Have | Functional | |
| GF.007.01 | General Functionality | GF | 7 | 1 | Accessible and equitable to those seeking care | Must Have | Functional | |
| GF.008.01 | General Functionality | GF | 8 | 1 | Useful to those providing care, for both entering data and improving services | Must Have | Functional | |
| GF.009.01 | General Functionality | GF | 9 | 1 | Available when and where it is needed | Must Have | Functional | |
| GF.010.01 | General Functionality | GF | 10 | 1 | Easy to draw insights for making strategic/leadership decisions | Must Have | Functional | |
| GF.011.01 | General Functionality | GF | 11 | 1 | Able to keep up with policy changes | Must Have | Functional | |
| GF.012.01 | General Functionality | GF | 12 | 1 | Reflective of industry best practices | Must Have | Functional | |
| GF.013.01 | General Functionality | GF | 13 | 1 | Able to connect with other data systems within the homelessness response system | Must Have | Functional | |
| GF.014.01 | General Functionality | GF | 14 | 1 | Able to integrate with other systems of care across the care delivery system | Must Have | Functional | |
| GF.015.01 | General Functionality | GF | 15 | 1 | Flexible in how workflows are set up to reflect different operational processes across the OMC | Must Have | Functional | |
| GF.016.01 | General Functionality | GF | 16 | 1 | Collect the necessary information on new participants and complete the appropriate intake assessments. | Must Have | Functional | |
| GF.017.01 | General Functionality | GF | 17 | 1 | Determine and track which programs or services an individual qualifies for based on their intake and other gathered information. | Must Have | Functional | |
| GF.018.01 | General Functionality | GF | 18 | 1 | Prioritize the list(s) of participants seeking housing based on configurable business rules that align with policy. Manage the prioritized list(s) of participants including updates to the prioritization ruleset(s). List(s) access is available when- and as- needed. | Must Have | Functional | |
| GF.019.01 | General Functionality | GF | 19 | 1 | Determine what services an individual needs and qualifies for, match to available services and resources, and refer the individual to the appropriate source(s). | Must Have | Functional | |
| GF.020.01 | General Functionality | GF | 20 | 1 | Track the assignment of beds at specific locations to specific individuals based on the program(s) a bed is supported by. | Must Have | Functional | |
| GF.021.01 | General Functionality | GF | 21 | 1 | Define caseload capacity and view and interact with all assigned cases. Track, monitor, and update the cases assigned to a given provider, program, or caseworker in real time. Supervisor view of caseloads for all supervisees. | Must Have | Functional | |
| GF.022.01 | General Functionality | GF | 22 | 1 | Effectively plan and strategize the service plan for an individual over the entire span of their experience in the homeless response system and after. Includes setting goals and tracking progress. | Must Have | Functional | |
| GF.023.01 | General Functionality | GF | 23 | 1 | Document and reference case notes and other records of a participant’s care across providers, jurisdictions, and interactions with the homelessness response system. | Must Have | Functional | |
| GF.024.01 | General Functionality | GF | 24 | 1 | Document the individuals providing care to a given individual including contact information, organization, roles, and relationship to the participant. | Must Have | Functional | |
| GF.025.01 | General Functionality | GF | 25 | 1 | Enable collaboration across the care team and relevant others on one or multiple cases. | Must Have | Functional | |
| GF.026.01 | General Functionality | GF | 26 | 1 | Record and update an individual’s care history as they move between case managers, programs, and jurisdictions and as they exit the system. | Must Have | Functional | |
| GF.027.01 | General Functionality | GF | 27 | 1 | Facilitate communication with participants as well as with and amongst providers. | Must Have | Functional | |
| GF.028.01 | General Functionality | GF | 28 | 1 | Document participant demographic, contact, and other key information. Record and view the most important, timely, and relevant participant details on a single page across providers and jurisdictions. | Must Have | Functional | |
| GF.029.01 | General Functionality | GF | 29 | 1 | Capture participant relationships to one or multiple household(s) and family(ies). Manage participants at the family/household level, view records as a unit across providers, and account for special circumstances such as Victim Services or foster care. | Must Have | Functional | |
| GF.030.01 | General Functionality | GF | 30 | 1 | Record participant incidents and, if necessary, record exclusions. Utilize exclusion information in service and resource matching algorithms. | Must Have | Functional | |
| GF.031.01 | General Functionality | GF | 31 | 1 | Upload, store, and access client documentation, including protecting sensitive | |||
| documents and information appropriately. | Must Have | Functional | ||||||
| GF.032.01 | General Functionality | GF | 32 | 1 | See an individual's entire service history within the region, across providers and counties. | Must Have | Functional | |
| GF.033.01 | General Functionality | GF | 33 | 1 | Record grievances filed by participants. | Must Have | Functional | |
| GF.034.01 | General Functionality | GF | 34 | 1 | Record and manage client consent and data sharing agreements, including the ability to retract consent and/or update permissions at a later date. | Must Have | Functional | |
| GF.035.01 | General Functionality | GF | 35 | 1 | Create individual provider and provider organization profiles with key information including contact and other key information. Access and update information as necessary. | Must Have | Functional | |
| GF.036.01 | General Functionality | GF | 36 | 1 | Manage and oversee the sharing of and access to information between providers, including across jurisdictions. | Must Have | Functional | |
| GF.037.01 | General Functionality | GF | 37 | 1 | Monitor and update the level of services used, reserved, and available at providers across the region. | Must Have | Functional | |
| GF.038.01 | General Functionality | GF | 38 | 1 | Monitor and track the performance of providers based on service information captured within the system. | Must Have | Functional | |
| GF.039.01 | General Functionality | GF | 39 | 1 | Define programs and services such as funding sources, populations served, eligibility criteria, duration, frequency, and associated providers. Update information as needed. | Must Have | Functional | |
| GF.040.01 | General Functionality | GF | 40 | 1 | Have insight into real-time program and service resource availability based on capacity level and existing program enrollment/service usage. Monitor the usage and availability of program and service resources. | Must Have | Functional | |
| GF.041.01 | General Functionality | GF | 41 | 1 | Track and view what programs and services are provided where, to whom, and by | |||
| whom. Tracking at the programmatic and service level and in relevant groupings. | Must Have | Functional | ||||||
| GF.042.01 | General Functionality | GF | 42 | 1 | Access and view one’s own information, including profile, care team, care history, and other information as determined by policy. | Must Have | Functional | |
| GF.043.01 | General Functionality | GF | 43 | 1 | Submit and update one’s own information, including files. | Must Have | Functional | |
| GF.044.01 | General Functionality | GF | 44 | 1 | Define funds including source, relevant program(s) and/or program criteria, relevant service(s) and/or service criteria, relevant population(s), and relevant geography(ies). | Must Have | Functional | |
| GF.045.01 | General Functionality | GF | 45 | 1 | Associate funds with relevant program(s), service(s), and/or participant(s). | Must Have | Functional | |
| GF.046.01 | General Functionality | GF | 46 | 1 | Provision new user accounts, manage active accounts, and remove unneeded accounts. Monitor permissions and activity. | Must Have | Functional | |
| GF.047.01 | General Functionality | GF | 47 | 1 | Configure the overall system, including permissions, business logic, and workflows. | Must Have | Functional | |
| GF.048.01 | General Functionality | GF | 48 | 1 | Receive and process an incoming referral from an external source for housing or other services. May be for a new or repeat participant at an organization and may be for one or multiple services. | Must Have | Functional | |
| GF.049.01 | General Functionality | GF | 49 | 1 | Import data into and out of the HMIS in various formats and from various sources, including bulk/CSV, direct integrations, and manual upload. | Must Have | Functional | |
| GF.050.01 | General Functionality | GF | 50 | 1 | Maintain accurate, compliant reporting as required by HUD and the Federal Government. | Must Have | Functional | |
| GF.051.01 | General Functionality | GF | 51 | 1 | Ensure data in the system meets quality standards, including data validation, de- | |||
| duplicating, and data QA. | Must Have | Functional | ||||||
| GF.052.02 | General Functionality | GF | 52 | 2 | The system shall provide the ability to make eligibility-informed referrals and track referral outcomes. | Must Have | Functional | |
| GF.053.02 | General Functionality | GF | 53 | 2 | The system shall have logical workflow that eliminates redundant data entry and prevents wasted effort of data entry across multiple screens or modules. | Must Have | Functional | |
| GF.054.02 | General Functionality | GF | 54 | 2 | The system shall display system alerts that detail system-level information, agency-specific information and HMIS user level action items. | Must Have | Functional | |
| GF.055.02 | General Functionality | GF | 55 | 2 | The system shall have the ability manage and report sheltered and unsheltered Point In Time (PIT) data. | Must Have | Functional | |
| GF.056.02 | General Functionality | GF | 56 | 2 | The system shall track geocoded data that can be turned into maps. | Must Have | Functional | |
| GF.057.02 | General Functionality | GF | 57 | 2 | The system shall allow photo uploads to identify the client. | Must Have | Functional | |
| GF.058.02 | General Functionality | GF | 58 | 2 | The system shall have barcode scanning, card scanning and/or biometric capabilities for data entry. | Must Have | Functional | |
| GF.059.02 | General Functionality | GF | 59 | 2 | The system shall collect electronic signatures. | Must Have | Functional | |
| GF.060.02 | General Functionality | GF | 60 | 2 | The system shall provide rating and ranking reporting capabilities to aid with the CoC Application. | Must Have | Functional | |
| GF.061.02 | General Functionality | GF | 61 | 2 | The system shall produce email notifications for HMIS user level action items. | Must Have | Functional | |
| GF.062.02 | General Functionality | GF | 62 | 2 | The system shall provide data element and response category definitions within the workflow for HMIS users. | Must Have | Functional | |
| GF.063.02 | General Functionality | GF | 63 | 2 | The system shall allow for HMIS users to reset their passwords | |||
| without HMIS System Administrator assistance. | Must Have | Functional | ||||||
| GF.064.02 | General Functionality | GF | 64 | 2 | The system shall allow authorized users to search for Participant profiles based on defined criteria, including, but not limited to: |
a. Name
b. Description
c. Date of Birth
d. PII
| e. SSN or ID number | Must Have | Functional | ||||
| GF.065.02 | General Functionality | GF | 65 | 2 | The system shall allow authorized users to add, modify, and view general information, including, but not limited to: |
a. Location of facilities
b. Facility hours of operation
c. Services provided at selected facility
c. System-wide alerts
d. Victim Services providers
| e. Available inventory of resources | Must Have | Functional | ||||
| GF.066.02 | General Functionality | GF | 66 | 2 | The system shall allow authorized users to enter or configure system- wide alerts, including, but not limited to: |
a. Weather alerts
| b. Safety alerts | Must Have | Functional | ||||
| GF.067.02 | General Functionality | GF | 67 | 2 | The system shall allow authorized users to view client-specific information, including, but not limited to: |
a. Care Team name(s) and contact information
b. Housing priority status
c. Upcoming appointments
d. Client Portal and login information
e. Completed assessments
f. Eligible services
g. Eligible system(s) of care
h. Exclusions
i. Documents
| j. Client Notes | Must Have | Functional | ||||
| GF.068.02 | General Functionality | GF | 68 | 2 | The system shall allow authorized users to enter, configure, and search notes on a Participant's profile, including: |
a. Client Notes (general)
| b. Case Notes (restricted) | Must Have | Functional | ||||
| GF.069.02 | General Functionality | GF | 69 | 2 | The system shall allow authorized users to document encounters | |
| with Participants. | Must Have | Functional | ||||
| GF.070.02 | General Functionality | GF | 70 | 2 | The system shall allow services provided to be logged to Participant profiles in bulk, including, but not limited to: |
a. Street outreach attempts
b. Day Center services
| c. Shelter stays | Must Have | Functional | ||||
| GF.071.02 | General Functionality | GF | 71 | 2 | The system shall have the capability to generate shift logs from multiple information sources including, but not limited to: |
a. Information entered on a Participant profile during a given shift
b. Information directly entered into a given shift log
| c. Information uploaded into the HMIS | Must Have | Functional | ||||
| GF.072.02 | General Functionality | GF | 72 | 2 | The system shall have the capability to generate and maintain multiple shift logs including, but not limited to: |
a. Street Outreach
b. Day Center
| c. Shelter | Must Have | Functional | ||||
| GF.073.02 | General Functionality | GF | 73 | 2 | The system shall enable authorized users to view information from a shift log including, but not limited to: |
a. Service Provider & Agency
b. Date of shift
c. Location(s) of shift
d. Services provided
e. Participants served
| f. Time of service | Must Have | Functional | ||||
| GF.074.02 | General Functionality | GF | 74 | 2 | The system shall enable authorized users to schedule future actions, including, but not limited to: |
a. Type of action
b. Date and time of action
b. Cadence
| c. Location | Must Have | Functional | ||||
| GF.075.02 | General Functionality | GF | 75 | 2 | The system shall prompt authorized users to complete scheduled actions, including, but not limited to: |
a. Appointments
b. Assessments
| c. Inventory turnover | Must Have | Functional | ||||||
| GF.076.02 | General Functionality | GF | 76 | 2 | The system shall log services that have been provided to both the | |||
| Participant record and the Service Provider record. | Must Have | Functional | ||||||
| GF.077.02 | General Functionality | GF | 77 | 2 | The system shall restrict the visibility of Domestic Violence information to the intended users as defined by HUD, OMC, and State regulations, and as required by VAWA. | Must Have | Functional | |
| GF.078.02 | General Functionality | GF | 78 | 2 | The system shall enable authorized users to document Participant | |||
| exclusions from a selected agency or facility. | Must Have | Functional | ||||||
| GF.079.02 | General Functionality | GF | 79 | 2 | The system shall display a list of exclusions on a selected Participant's | |||
| profile. | Must Have | Functional | ||||||
| GF.080.02 | General Functionality | GF | 80 | 2 | The system shall prompt authorized users to refer Domestic Violence survivors to a Victim Services provider, according to the Participant's | |||
| preference. | Must Have | Functional | ||||||
| GF.081.02 | General Functionality | GF | 81 | 2 | The system shall allow authorized users to define groups of | |||
| Participants using business logic and manual selection. | Must Have | Functional | ||||||
| GF.082.02 | General Functionality | GF | 82 | 2 | The system shall allow authorized users to create and modify custom assessments, including, but not limited to: |
a. Coordinated Entry assessments
| b. Housing Preferences and Matching Tool | Must Have | Functional | ||||||
| GF.083.02 | General Functionality | GF | 83 | 2 | The system shall maintain defined groups of Participants. | Must Have | Functional | |
| GF.084.02 | General Functionality | GF | 84 | 2 | The system shall calculate Estimated Service Date for | |||
| waitlists. | Must Have | Functional | ||||||
| GF.085.02 | General Functionality | GF | 85 | 2 | The system shall allow authorized users to view and share | |||
| information across Counties. | Must Have | Functional | ||||||
| GF.086.02 | General Functionality | GF | 86 | 2 | The system shall allow authorized users to refer Participants to | |||
| services across Counties. | Must Have | Functional | ||||||
| GF.087.02 | General Functionality | GF | 87 | 2 | The system shall allow authorized users to define and modify | |||
| information sharing and visibility rules across Counties. | Must Have | Functional | ||||||
| GF.088.02 | General Functionality | GF | 88 | 2 | The system shall allow linking of Participant profiles based on family or | |||
| household relationships. | Must Have | Functional | ||||||
| GF.089.02 | General Functionality | GF | 89 | 2 | The system shall allow authorized users to define which other profiles in a designated family / household a given Participant can view. | Must Have | Functional | |
| GF.090.02 | General Functionality | GF | 90 | 2 | The system shall allow authorized users to add a given Participant | |||
| profile to multiple families / households. | Must Have | Functional | ||||||
| GF.091.02 | General Functionality | GF | 91 | 2 | The system shall allow authorized users to indicate if a given | |||
| Participant is Head of Household. | Must Have | Functional | ||||||
| GF.092.02 | General Functionality | GF | 92 | 2 | The system shall enable Participants to sign and retract agreements at any time depending on County-specific policies, including, but not limited to: |
a. Client consent forms
| b. Data sharing agreements | Must Have | Functional | ||||||
| GF.093.02 | General Functionality | GF | 93 | 2 | The system shall allow messaging between system users. | Must Have | Functional | |
| GF.094.02 | General Functionality | GF | 94 | 2 | The system shall allow authorized users to record incidents. | Must Have | Functional | |
| GF.095.02 | General Functionality | GF | 95 | 2 | The system shall allow flagging of abnormal data or activities based | |||
| on preconfigured business logic. | Must Have | Functional | ||||||
| GF.096.02 | General Functionality | GF | 96 | 2 | The system shall allow authorized users to document or modify | |||
| transfer requests. | Must Have | Functional | ||||||
| GF.097.02 | General Functionality | GF | 97 | 2 | The system shall allow authorized users to modify completed | |||
| assessments according to user permissions and business rules. | Must Have | Functional | ||||||
| GF.098.02 | General Functionality | GF | 98 | 2 | The system shall allow notifications to authorized users to complete | |||
| an assessment based on defined rules. | Must Have | Functional | ||||||
| GF.099.02 | General Functionality | GF | 99 | 2 | The system shall automatically save information changes made by authorized users. | Must Have | Functional | |
| GF.100.02 | General Functionality | GF | 100 | 2 | The system shall provide bar code ID functionality to allow authorized users to scan in participants at facilities, including, but not limited to: |
a. Day Centers
| b. Shelters | Must Have | Functional | ||||
| GF.101.02 | General Functionality | GF | 101 | 2 | The system shall allow authorized users to view and sort / filter a Participant's past program enrollments or service history based on criteria, including, but not limited to: |
a. Date
b. Program / project name
| c. Program / project type | Must Have | Functional | ||||||
| GF.102.02 | General Functionality | GF | 102 | 2 | The system shall dynamically manage households as members join and depart from the household. | Must Have | Functional | |
| GF.103.02 | General Functionality | GF | 103 | 2 | The system shall provide the ability to manage data by various and multiple funding sources. | Must Have | Functional | |
| GF.104.02 | General Functionality | GF | 104 | 2 | The system shall provide authorized users with the ability to query, aggregate, and track system data by a wide range of data sets including but not limited to the following sub-sets of information: |
a. Client
b. Program
c. Project
d. Services
e. Staff Member
f. Provider Organization
g. Site
h. Funding source
| i. Shift | Must Have | Functional | ||||
| GF.105.02 | General Functionality | GF | 105 | 2 | The system shall provide authorized users with the ability to view visibility permissions associated with specific records, including: |
a. Which records a specific user / role can view
| b. Which users / roles can view a specific record | Must Have | Functional | ||||||
| GF.106.02 | General Functionality | GF | 106 | 2 | The system shall support role-based access to data and | |||
| functionality. | Must Have | Functional | ||||||
| GF.107.02 | General Functionality | GF | 107 | 2 | The system shall allow authorized users to assign one or more | |||
| roles and/or permissions to a selected user. | Must Have | Functional | ||||||
| GF.108.02 | General Functionality | GF | 108 | 2 | The system shall allow authorized users to create, post, and | |||
| schedule system-wide notifications or alerts. | Must Have | Functional | ||||||
| GF.109.02 | General Functionality | GF | 109 | 2 | The system shall allow authorized users to send messages or | |||
| alerts to specified users. | Must Have | Functional | ||||||
| GF.110.02 | General Functionality | GF | 110 | 2 | The system shall provide field-level data validation tools. | Must Have | Functional | |
| GF.111.02 | General Functionality | GF | 111 | 2 | The system shall support fuzzy searching and display potential | |||
| matches to the user. | Must Have | Functional | ||||||
| GF.112.02 | General Functionality | GF | 112 | 2 | The system shall support multiple notification methods including, but not limited to: |
a. Flags
b. Alerts
| c. Messages | Must Have | Functional | ||||||
| GF.113.02 | General Functionality | GF | 113 | 2 | The system shall support the capability to capture data while in offline mode and synchronize when network connectivity is available. | Must Have | Functional | |
| GF.114.02 | General Functionality | GF | 114 | 2 | The system shall enable users to hover over a data field or assessment question and view custom information via a ToolTip. | Must Have | Functional | |
| GF.115.02 | General Functionality | GF | 115 | 2 | The system shall have field, record, screen, view, and role based | |||
| security. | Must Have | Functional | ||||||
| GF.116.02 | General Functionality | GF | 116 | 2 | The system shall provide authorized users with the ability to | |||
| configure rules for data sharing and data privacy. | Must Have | Functional | ||||||
| GF.117.02 | General Functionality | GF | 117 | 2 | The system shall provide authorized users with the ability to | |||
| configure user lockout rules. | Must Have | Functional | ||||||
| GF.118.02 | General Functionality | GF | 118 | 2 | The system shall restrict access to confidential and sensitive data types based on policy and best practices including, but not limited to: |
a. domestic and sexual violence data
| b. substance use data | Must Have | Functional | ||||
| GF.119.02 | General Functionality | GF | 119 | 2 | The solution shall support the capability to manage multiple | |
| Continua of Care in a single software solution. | Must Have | Functional | ||||
| GF.120.02 | General Functionality | GF | 120 | 2 | The system shall have the capability to support multiple configurations across counties, programs, and populations including, but not limited to: |
a. assessments
b. workflows
| c. prioritization criteria | Must Have | Functional | ||||||
| GF.121.02 | General Functionality | GF | 121 | 2 | The system shall generate templated communication to participants in the participant’s preferred language. Templated language translations shall be provided by OHCS. | Must Have | Functional | |
| GF.122.02 | General Functionality | GF | 122 | 2 | The system shall allow staff to review and edit templated communications prior to sending them to participants. The system shall save the final edited version to the participant’s communication record. | Must Have | Functional | |
| GF.123.02 | General Functionality | GF | 123 | 2 | The system shall support electronic management of Client Consent to Data Sharing and Release of Information (ROI) including, but not limited to: |
a. Collecting ROI
b. Revoking ROI
| c. Granting or restricting access to data according to ROI | Must Have | Functional | ||||||
| GF.124.02 | General Functionality | GF | 124 | 2 | The system shall support data collection at different points throughout the data collection process, including the building of client records for street outreach projects for data prior to Date of Engagement. | Must Have | Functional | |
| GF.125.02 | General Functionality | GF | 125 | 2 | The system shall have the capability to send messages through multiple channels including, but not limited to: |
a. SMS messages
b. Email
| c. Messages within the system | Must Have | Functional | ||||||
| GF.126.02 | General Functionality | GF | 126 | 2 | The system shall have GIS tools and be compatible with geo-spatial data. | Must Have | Functional | |
| GF.127.02 | General Functionality | GF | 127 | 2 | The system shall have the capability to convert geo-spatial data | |||
| into maps. | Must Have | Functional | ||||||
| GF.128.02 | General Functionality | GF | 128 | 2 | The system shall include a built-in help functionality for users. | Must Have | Functional | |
| GF.129.02 | General Functionality | GF | 129 | 2 | The system shall contain all Project Descriptor Data Elements (PDDE) and response categories. | Must Have | Functional | |
| HM.001.01 | Housing Match | HM | 1 | 1 | Match an individual with an appropriate housing resource and record/track placement. | Must Have | Functional | |
| HM.001.02 | Housing Match | HM | 1 | 2 | The system shall allow authorized users to refer Participants to | |||
| available housing resources. | Must Have | Functional | ||||||
| HM.002.01 | Housing Match | HM | 2 | 1 | Define housing resources and associated characteristics. Have insight into housing resource availability based on resource, placement, and transition information. Monitor the usage and availability of housing resources. | Nice to Have | Functional | |
| HM.003.02 | Housing Match | HM | 3 | 2 | The system should track usage and availability of rent assistance | |||
| resources. | Nice to Have | Functional | ||||||
| HM.004.02 | Housing Match | HM | 4 | 2 | The system shall prompt the Participant to upload documentation for housing eligibility, including, but not limited to: |
a. Identification
b. Proof of employment
c. Proof of income
| d. Proof of disability | Must Have | Functional | ||||
| HM.005.02 | Housing Match | HM | 5 | 2 | The system shall allow authorized users to view a list of Participants | |
| with the Priority Pool Status. | Must Have | Functional | ||||
| HM.006.02 | Housing Match | HM | 6 | 2 | The system should allow authorized users to view housing program information for available housing inventory, including, but not limited to: |
a. Housing program type
| b. Housing program information | Nice to Have | Functional | ||||
| HM.007.02 | Housing Match | HM | 7 | 2 | The system shall notify authorized users when a Participant is referred | |
| to an available housing resource. | Must Have | Functional | ||||
| HM.008.02 | Housing Match | HM | 8 | 2 | The system shall prompt the matched Participant to submit housing intake information, including, but not limited to: |
a. Income source
b. Income verification
| c. Additional details as specified | Must Have | Functional | ||||
| HM.009.02 | Housing Match | HM | 9 | 2 | The system shall allow authorized users to update a housing referral's status, including, but not limited to: |
a. Housing Referral Declined
b. Housing Referral Pending Additional Information
| c. Housing Referral Approved | Must Have | Functional | ||||
| HM.010.02 | Housing Match | HM | 10 | 2 | The system shall prompt authorized users to document the reason housing referral has been declined, including, but not limited to: |
a. Participant age
b. Population(s) served by housing program
c. Pet restrictions
| d. Program unable to meet accessibility needs | Must Have | Functional | ||||
| HM.011.02 | Housing Match | HM | 11 | 2 | The system shall notify authorized users when a housing referral's | |
| status is updated or changed. | Must Have | Functional | ||||
| HM.012.02 | Housing Match | HM | 12 | 2 | The system shall allow authorized users to document or modify a Participant's housing status, including, but not limited to: |
a. Pending
b. Inactive
c. Housed
d. Unhoused
| e. Closed | Must Have | Functional | ||||||
| HM.013.02 | Housing Match | HM | 13 | 2 | The system shall prompt authorized users to update Client Notes when the selected Participant's housing status is changed to Inactive or Closed. | Must Have | Functional | |
| HM.014.02 | Housing Match | HM | 14 | 2 | The system shall prompt authorized users to document participant housing placement information when the selected Participant's housing status is changed to Housed, including, but not limited to: |
a. Date of housing program enrollment
b. Housing program
c. Housing location
d. Move-in date
e. Any requirements for continued residency
| f. Any additional details as specified | Must Have | Functional | ||||
| HM.015.02 | Housing Match | HM | 15 | 2 | The system should allow authorized users to manually update a Site- Based Housing resource's availability, including, but not limited to: |
a. Occupied
b. Pending
| c. Available | Nice to Have | Functional | ||||
| HM.016.02 | Housing Match | HM | 16 | 2 | The system should allow authorized users to manually update a Scattered Site Housing resource's availability, including, but not limited to: |
a. Assigned
b. Pending
| c. Available | Nice to Have | Functional | ||||||
| HM.017.02 | Housing Match | HM | 17 | 2 | The system shall prompt authorized users to update a Site-Based Housing or Scattered Site Housing resource's availability based on changes to a Participant's housing status. | Must Have | Functional | |
| HM.018.02 | Housing Match | HM | 18 | 2 | The system shall allow authorized users to create a report of voucher information, including, but not limited to: |
a. Voucher provider
b. Total vouchers
c. Total vouchers disbursed
d. Total vouchers available
e. Total funds
f. Total funds disbursed
g. Total funds available
h. Recipients
i. Associated addresses
| j. Associated landlords | Must Have | Functional | ||||
| HM.019.02 | Housing Match | HM | 19 | 2 | The system shall provide an up-to-date rent reasonableness calculator based on current Area Median Income, Fair Market Rate, and market | |
| prices. | Must Have | Functional | ||||
| HM.020.02 | Housing Match | HM | 20 | 2 | The system shall allow authorized users to label housing programs types, including, but not limited to: |
a. Site-Based Housing
| b. Scattered Site Housing | Must Have | Functional | ||||
| HM.021.02 | Housing Match | HM | 21 | 2 | The system shall allow authorized users to document or modify Site- Based Housing information, including, but not limited to: |
a. Housing provider
b. Housing program
c. Number of available units
d. Location of units
e. Eligible populations
f. ADA accommodations
g. Pet restrictions
| h. Residency requirements | Must Have | Functional | ||||
| HM.022.02 | Housing Match | HM | 22 | 2 | The system shall allow authorized users to document or modify Scattered Site Housing information, including, but not limited to: |
a. Voucher provider
b. Voucher size
c. Total vouchers available
d. Eligible populations
e. Eligibility restrictions / requirements
f. Vouchers used
g. Associated addresses
h. Assigned Participants
| i. Relevant rental assistance | Must Have | Functional | ||||||
| LM.001.01 | Learning Management | LM | 1 | 1 | A Learning Management System (LMS) for an HMIS aims to address current training challenges by ensuring consistent instruction to enhance data quality, while reducing burden on agency system administrators and CoC HMIS lead staff who typically provide training to other HMIS users. This will allow administrators and CoC leads to spend more time on tasks that require their expertise and are of high priority. Level 2 requirements under this are the detailed functional and non-functional requirements for the LMS module. | Must Have | Functional | |
| LM.002.02 | Learning Management | LM | 2 | 2 | The LMS module shall include role-based learning paths, with training modules built specifically for: |
a. End users (data entry staff)
b. Agency administrators
c. HMIS Leads
| d. CoC Coordinators | Must Have | Functional | ||||
| LM.003.02 | Learning Management | LM | 3 | 2 | The LMS Module shall include learning paths built for each of the roles listed in LM.2.2, including Project-Specific Training for: |
a. Street outreach
b. Shelter or transitional housing services
c. Coordinated entry
d. Supportive services only
| e. Other permanent housing types such as rapid re-housing, permanent housing w/ services, and permanent supportive housing. | Must Have | Functional | ||||
| LM.004.02 | Learning Management | LM | 4 | 2 | The LMS module shall include how to perform all steps required in HMIS during the provision of services, up to and including the exit of participants from the system once services have been completed. Key process elements should include: |
a. Adding a new member to an existing program entry
b. How to build a new household
c. How to edit a household
d. How to transact a Housing Move-in Date (HMID)
e. How to transact interim reviews, annual assessments and follow ups
f. How to enter the "Alias" field
g. How to enter multiple services
h. How to exit a deceased client from entry
i. How to transact an ROI
j. How to use "household data sharing" in HMIS
k. How to complete a HUD verification
l. How to reset your password
m. How to update a time stamp for an old answer
n. How to upload documents in HMIS
o. Visibility with an agency
p. Walkthrough of a HMIS client profile
q. How to remove a duplicate shelter entry
| Must Have | Functional | ||||
| LM.005.02 | Learning Management | LM | 5 | 2 | The LMS module shall cover training on privacy, data security & confidentiality, including essential knowledge about rules, including but not limited to those under: |
a. HIPAA
b. 42 CFR Part 2
c. Family Educational Rights and Privacy Act (FERPA)
d. Children's Online Privacy Protection Act (COPPA)
| e. VAWA | Must Have | Functional | ||||||
| LM.006.02 | Learning Management | LM | 6 | 2 | The LMS module shall include training on required data elements, including universal data elements for specific project types. | Must Have | Functional | |
| LM.007.02 | Learning Management | LM | 7 | 2 | The LMS module shall include on-demand training content, such as: |
a. Short, searchable, browsable video tutorials
b. Interactive walkthroughs (e.g., how to set up a provider or walk through a client profile)
| c. Downloadable job aids and quick reference guides | Must Have | Functional | ||||
| LM.008.02 | Learning Management | LM | 8 | 2 | The LMS module shall include knowledge checks & certifcation capabilties, such as: |
a. Quizzes after each module
b. Certificates of completion for compliance tracking
| c. Optional pre-tests to assess baseline knowledge | Must Have | Functional |
This is the start of the file's text. The full file is on GovTribe.
File details come from the government source that posted it. Updated .