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P RO D U CT NO . 4 O F 9HMIS System Administrator ChecklistThis resource is prepared by technical assistance providers and intended only to provide guidance.The contents of this document, except when based on statutory or regulatory authority or law, do not havethe force and effect of law and are not meant to bind the public in any way. This document is intended onlyto provide clarity to the public regarding existing requirements under the law or agency policies.HMIS System Administration OverviewStaffing patterns for HMIS vary from CoC to CoC. HMIS staff may or may not be responsible for all theroles related to the collection and use of data. A CoC may have a subcommittee whose purpose is themanagement of the CoC’s data system, including general oversight of the HMIS Lead agency, review/approval of HMIS-generated reports, management of data quality, privacy, and security plans, andmanagement of monitoring processes. There are generally six basic roles related to the HMIS and its data.These are: Project management: Oversees the general management of the HMIS project. May also supervise HMISstaff. Usually interacts with CoC leadership, program leadership, and the HMIS Lead agency’s leadership. System administration: Manages the technical aspects of the day-to-day operations of the HMIS. Worksdirectly with the end users and the HMIS software vendor to ensure authorized access to clientinformation, accessibility of the HMIS software, software performance, correct set up and monitoring ofsystem security, and adherence to CoC privacy policies within the software. Training: Develops, conducts, and documents training for HMIS users and data collectors. Helpdesk support: Receives, triages, and resolves technical issues in the HMIS experienced by the endusers. Works with the system administrator to identify HMIS software issues and with HMIS training staffto identify end user training needs. Data analysis and reporting: Analyzes data for the CoC, including non-HMIS data. Interprets, visualizes,and presents data to the CoC. Ensures CoC reporting requirements are met. Communications: Disseminates information to the community and manages communications related todata on behalf of the CoC.How to Use This ChecklistThis checklist outlines the duties generally performed by an HMIS System Administrator. CoCs can usethis checklist as a reference to identify key responsibilities as well as needed skill sets of an HMIS SystemAdministrator. This checklist can also provide an outline for the policies, procedures, and agreements thatgovern the responsibilities of the various data stakeholders within the CoC.It is recognized that HMIS System Administrators are often required to perform additional roles, particularlywhen staffing is limited. For instance, the responsibility for generating, reviewing, and reporting anomaliesin audit logs is the responsibility of the HMIS System Administrator. However, the development andmanagement of policies and procedures related to auditing the software for unauthorized access or useis usually the responsibility of the CoC’s HMIS or data committee but may also be assigned to the HMISSystem Administrator. This checklist acknowledges this situation by listing activities specific to the systemadministrator role while also listing additional responsibilities of a system administrator, as assigned.
To understand if you are required to implement a comparable database, review the Victim Service ProviderComparable Database and Reporting Requirements and the U.S. Department of Housing and UrbanDevelopment’s (HUD’s) guidance on when to use a comparable ical ExpertiseMaintain knowledge of HMIS data and technicalrequirementsAttend HMIS training opportunitiesAttend software training opportunitiesGet connected to HMIS related distributions/listservs/social mediaParticipate in HMIS regional collaborationsSystem AdministrationWork with HMIS staff to implement an HMIS operationsplan to ensure all responsibilities are fulfilled in a timelymannerMaintain a calendar of events, such as report duedates, training dates, monitoring dates, data committeemeeting dates, annual recertification due dates, tosupport ongoing and cyclical HMIS operational activitiesEnsure the HMIS network infrastructure is up andrunningEnsure hosting, storage, and back-up procedures arecompleted in accordance with CoC expectations (if avendor function, the system administrator should verify)Add, remove, or update user account information, resetpasswords, set and monitor end user access levelsEnsure correct set up of projects in the HMISCustomize/configure workflows within the capacityof the software, as authorized by the CoC, and inaccordance with the CoC Privacy Plan, Privacy Notice,and data use and disclosure agreements.Assess and conduct HMIS software performance forimprovementWork with HMIS staff and software vendor to developand implement custom project work plansManage HMIS software updatesTest, monitor, and validate software fixesEnsure technical requirements are incorporated intoplanning for special software projectsEnsure the existence of current software technicaldocumentation, such as system configuration and a localHMIS specific data dictionary2Notes
Activity/TaskSystemAdministratorRoleSystem Administration ContinuedRemove or archive client data from HMIS as authorizedby the CoCWork with software vendor/ensure presence of a disasterprotection and recovery plan for data hosting sites,including back-up sites and accessibility protocolsDevelop and manage a disaster recovery protocol forSystem Admin/HMIS Lead paper and electronic HMISdocuments and agreementsSupport non-HMIS programs with a comparabledatabaseInstall and configure new hardware and software relatedto the HMIS for the HMIS LeadTechnical SupportDevelop and establish HMIS support structure, helpdesk,HMIS Policies and ProceduresConduct HMIS support and help desk activities withinthe scope of established HMIS policies, procedures, andprotocolsRespond to technical queries and assist end usersTroubleshoot and resolve HMIS issues/bug/defaulttracking with HMIS software vendorMonitor data collection and review report compliancewith HUD standards and federal partner requirements,when applicableManage communication with the HMIS software vendor;report ongoing issues in accordance with HMIS Policiesand ProceduresWork with HMIS software vendor to plan and implementsoftware upgrades and fixesDesign and implement a customer feedback forum(HMIS User group)Manage HMIS public website and communitydashboard reportingSupport the HMIS Lead and CoC leadership’s outreachto project and community leadership to cultivate andmaintain support and understanding of HMIS3Notes
Activity/TaskSystemAdministratorRoleHMIS SecurityEstablish policies, procedures, and conduct securitystandard monitoring, including HMIS related hard copydocuments, such as completed intake forms, printed ByName Lists, printed documents with Personal IdentifyingInformation (PII), and filing systems used to house thesedocumentsCreate and implement a system security planImplement technical safeguards to protect HMIS data,assuring devices used for HMIS are password protected,have up-to-date antivirus software, have lockingscreensavers, have individual or network firewalls, andphysical device locations are secureEnsure that the HMIS software is configured correctlyto ensure compliance with CoC established securitypolicies and proceduresMonitor audit logs for unauthorized access to clientrecords and report deviations from security protocolaccording to an established channel of communicationEnsure security of data during any electronic transfer ofdataConduct security standard monitoring in accordancewith established policies and proceduresHMIS PrivacyEstablish policies, procedures, and monitoring plan forthe Privacy Notice; client authorization form (Releaseof Information); and electronic and paper documentscontaining personal identifying information (i.e. intakeforms, assessment tools, By Name Lists, referral forms,etc.).Ensure that the HMIS software is configured correctly toensure compliance with CoC established privacy policiesand proceduresConduct monitoring for compliance to establishedpolicies, procedures, and plans and report deviationsfrom privacy protocol according to an establishedchannel of communicationData QualityEstablish and maintain data quality policies andproceduresDevelop and maintain a data quality improvement/maintenance planTest, monitor, validate, and verify the HMIS software cancollect required data elements4Notes
Activity/TaskSystemAdministratorRoleData Quality ContinuedMonitor data quality in accordance with CoC establishedData Quality Management PlanWork with end users to identify and resolve data qualityissuesPerform data integrity maintenance, such as recorddeduplication/merger, as authorized by the CoCDevelop and operate a data quality monitoring plan toensure the HMIS collects required data as per the mostrecent HUD specifications, including federal partnerrequirementsEstablish, maintain, and monitor data and hardwaredisposal policies and proceduresTrainingDevelop and implement a regular training plan for HMISend-users, that ensures all required HMIS participantshave received training and orientation on regulationspertaining to their fundingDevelop and implement a regular training plan for HMISsoftware data entry and capabilitiesProvide training on system security, privacy, and HMISpolicies and proceduresProvide training on report generation, relevant toaudience (CoC Annual Performance Report, SystemPerformance Measures, Emergency Solutions GrantConsolidated Annual Performance and EvaluationReport)ReportingManage data imports and exportsCreate and maintain documentation of custom reportsExtract, compile, and analyze HMIS data, in accordancewith CoC policies and procedures, including creation andsubmission of HUD required reporting on behalf of theCoCExtract, compile, and analyze HMIS data, in accordancewith CoC policies and procedures, to support serviceprogram staff in the creation and submission of federalproject reportsContribute to and/or prepare and submit the HMIS APR5Notes
management of monitoring processes. There are generally six basic roles related to the HMIS and its data. These are: Project management: Oversees the general management of the HMIS project. May also supervise HMIS staff. Usually interacts with CoC leadership, program leadership, and the HMIS Lead agency's leadership. System .
