Common use of Background and Structure Clause in Contracts

Background and Structure. A.1 HMISBackground A.2 HUD Requirements and HMIS Data Standards A.3 Annual Homeless Assessment Report (AHAR) A.4 Georgia HMIS Organization, Management and Contacts Project Goals 1) Assist homeless persons to navigate the continuum of care 2) Assist homeless service agencies with information allowing them to better serve their clients 3) Assist homeless agencies, local, state and Federal entities with information on numbers of homeless persons, reasons for homelessness, services they require, services they receive, gaps in services, etc. The Georgia HMIS is a collaborative statewide effort to implement HMIS across eight of the nine Georgia continuums of care. Columbus-Muscogee has a separate HMIS implementation. The Lead Agency for the Georgia HMIS project is the Department of Community Affairs. The lead agency oversees the HMIS project and manages the Supportive Housing Program grant from HUD, however each Continuum of Care is responsible for ensuring that the implementation is successful in their Continuum. Many of the Continuum of Care also have HMIS staff that work specifically on HMIS issues in that Continuum. Each CoC is responsible for soliciting feedback from agencies and stakeholders and communicating that feedback to the Steering Committee. Each CoC should establish an advisory group made up of agencies and other stakeholders in order to solicit feedback on HMIS implementation. The CoC representative should then bring this feedback to the Steering Committee. The Steering Committee is made up of representatives from each of the eight continuum of care and the DCA project manager. The role of the steering committee is to oversee overall implementation and request enhancements to the ClientTrack system. Each CoC is responsible for ensuring that all agencies in that CoC are adhering to the State or Local CoC HMIS policies. The CoC lead should coordinate with DCA in order to develop a training and technical assistance plan that will allow them to troubleshoot any problems in implementation. Agencies can also request training and technical assistance from their CoC Representative. If a user or agency has a request for a system enhancement they are required to communicate the request to their CoC lead that will pass it on to the project manager for review. This request will be reviewed by the GA HMIS Steering Committee. For issues related to system errors, agencies and the continuum of care representatives should communicate directly with ClientTrack. System errors can be reported through the system itself using the “Contact Support” link. You may also contact Support by email at ▇▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇.▇▇.▇▇▇. ClientTrack will provide the steering committee and project management with regular updates on any system errors reported and the status of their repair. The HMIS Lead contact at the Department of Community Affairs is ▇▇▇▇▇▇▇▇ ▇▇▇▇▇▇▇ at ▇▇▇▇▇▇▇▇.▇▇▇▇▇▇▇@▇▇▇.▇▇.▇▇▇. The CoC lead contact for HMIS issues are: Athens – ▇▇▇▇ ▇▇▇▇▇▇ – ▇▇▇▇.▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ Atlanta – ▇▇▇▇▇▇▇ ▇▇▇▇▇▇▇▇ –▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇.▇▇▇ Augusta – ▇▇▇▇▇▇ ▇▇▇▇▇ - ▇▇▇▇▇▇@▇▇▇▇▇▇▇.▇▇▇ Balance of State – ▇▇▇▇ ▇▇▇▇▇ - ▇▇▇▇.▇▇▇▇▇@▇▇▇.▇▇.▇▇▇ ▇▇▇▇ – ▇▇▇▇▇▇▇ ▇▇▇▇▇▇▇ - ▇▇▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇.▇▇▇ .DeKalb – ▇▇▇▇▇▇ ▇▇▇▇▇▇▇▇ - ▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ ▇▇▇▇▇▇ – Leonard Westmoreland - ▇▇▇▇▇▇▇.▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ Savannah – ▇▇▇▇▇▇ ▇▇▇▇▇▇▇▇▇ - ▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ If your agency is located in Columbus/Muscogee, you should contact the Continuum of Care Lead of Home for Good, ▇▇▇ ▇▇▇▇, Executive Director at ▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ for information on the Columbus/Muscogee HMIS Implementation. • Obtain Client Consent • Enter and Update Data • Adhere to Privacy, Security and Confidentiality Policies • Adhere to GA HMIS Standard Operating Procedures • Attend Advisory/User Group Meetings • Ensure Adherence to Relevant HMIS Policies • Ensure Adherence to GA HMIS Privacy, Security and Confidentiality Policies • Run Continuum User Group • Attend Steering Committee • Inform Agencies of Continuum Specific Policies • Monitor HMIS Utilization by CoC Agencies • Communicate Concerns and Enhancement Requests to Project Manager • Communicate system issues to the System Administrator or DCA • Troubleshoot Implementation and Training Needs • Provide additional assistance to agencies as needed • AHAR submission • Manage GA HMIS Grant • Coordinate Steering Committee • Obtain Feedback from Continuum Representatives • Compile Continuum Requested Enhancements for Steering Committee • Monitor Project Progress and Deliverables • Monitor Adherence to HUD HMIS Data and Technical Standards and Guidelines • Communicate National HMIS Best Practices to Steering Committee • Develop Enhancements as Directed by Steering Committee • Assist Continuums with Monitoring Data Quality and Completeness • Monitor Agency and System Security • Repair System Errors in a Timely Manner • Ensure System is Operational and Accessible • Provide Ongoing Reports to Project Manager and Steering Committee regarding: Data Quality; Training and Technical Assistance Provided; Enhancement Project Progress; Fixes; HMIS Utilization Rates; Security Audit Findings A.5 State and Local HMIS Policies A.6 Domestic Violence Agencies At this point in time, HUD has instructed Domestic Violence agencies not to use HMIS to enter any client level information, including non-identifying information.

Background and Structure. A.1 HMISBackground A.2 HUD Requirements and HMIS Data Standards A.3 Annual Homeless Assessment Report (AHAR) A.4 Georgia HMIS Organization, Management and Contacts Project GoalsContacts 1) Assist homeless persons to navigate the continuum of care 2) Assist homeless service agencies with information allowing them to better serve their clients 3) Assist homeless agencies, local, state and Federal entities with information on numbers of homeless persons, reasons for homelessness, services they require, services they receive, gaps in services, etc. Project Organization The Georgia HMIS is a collaborative statewide effort to implement HMIS across eight of the nine Georgia continuums continuum's of care. Columbus-Muscogee has a separate HMIS implementation. The Lead Agency for the Georgia HMIS project is the Department of Community Affairs. The lead agency oversees the HMIS project and manages the Supportive Housing Program grant from HUD, however each Continuum of Care is responsible for ensuring that the implementation is successful in their Continuum. Many of the Continuum of Care also have HMIS staff that work specifically on HMIS issues in that Continuum. HMIS System Development and Planning Each CoC is responsible for soliciting feedback from agencies and stakeholders and communicating that feedback to the Steering Committee. Each CoC should establish an advisory group made up of agencies and other stakeholders in order to solicit feedback on HMIS implementation. The CoC representative should then bring this feedback to the Steering Committee. The Steering Committee is made up of representatives from each of the eight continuum of care and the DCA project manager. The role of the steering committee is to oversee overall implementation and request enhancements to the ClientTrack system. HMIS Implementation Each CoC is responsible for ensuring that all agencies in that CoC are adhering to the State or Local CoC HMIS policies. The CoC lead should coordinate with DCA in order to develop a training and technical assistance plan that will allow them to troubleshoot any problems in implementation. Agencies can also request training and technical assistance from their CoC Representative. If a user or agency has a request for a system enhancement they are required to should communicate the request to their CoC lead that will pass it on to the project manager for review. This request will be reviewed by the GA HMIS Steering Committee. For issues related to system errors, agencies and the continuum of care representatives should communicate directly with ClientTrack. System errors can be reported through the system itself using the “Contact Support” link. You may also contact Support by email at ▇▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇.▇▇.▇▇▇. ClientTrack will provide the steering committee and project management with regular updates on any system errors reported and the status of their repair. The HMIS Lead contact at the Department of Community Affairs is ▇▇▇▇▇▇▇▇ ▇▇▇▇▇▇▇ at ▇▇▇▇▇▇▇▇.▇▇▇▇▇▇▇@▇▇▇.▇▇.▇▇▇. The CoC lead contact for HMIS issues are: Athens – ▇▇▇▇ ▇▇▇▇▇▇ – ▇▇▇▇.▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ Atlanta – ▇▇▇▇▇▇▇ ▇▇▇▇▇▇▇▇ –▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇.▇▇▇ Augusta – ▇▇▇▇▇▇ ▇▇▇▇▇ - ▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇.▇▇▇ Balance of State – ▇▇▇▇ ▇▇▇▇▇ - ▇▇▇▇.▇▇▇▇▇@▇▇▇.▇▇.▇▇▇ ▇▇▇▇ – ▇▇▇▇▇▇▇ ▇▇▇▇▇▇▇ - ▇▇▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇.▇▇▇ .DeKalb DeKalb – ▇▇▇▇▇▇ ▇▇▇▇▇▇▇▇ - ▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ ▇▇▇▇▇▇ – Leonard Westmoreland - ▇▇▇▇▇▇▇.▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ Savannah – ▇▇▇▇▇▇ ▇▇▇▇▇▇▇▇▇ - ▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ If your agency is located in Columbus/Muscogee, you should contact the Continuum of Care Lead of Home for Good, ▇▇▇ ▇▇▇▇, Executive Director at ▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ for information on the Columbus/Muscogee HMIS Implementation. • Obtain Client Consent • Enter and Update Data • Adhere to Privacy, Security and Confidentiality Policies • Adhere to GA HMIS Standard Operating Procedures • Attend Advisory/User Group Meetings • Ensure Adherence to Relevant HMIS Policies • Ensure Adherence to GA HMIS Privacy, Security and Confidentiality Policies • Run Continuum User Group • Attend Steering Committee • Inform Agencies of Continuum Specific Policies • Monitor HMIS Utilization by CoC Agencies • Communicate Concerns and Enhancement Requests to Project Manager • Communicate system issues to the System Administrator or DCA ClientTrack • Troubleshoot Implementation and Training Needs • Provide additional assistance to agencies as needed • AHAR submission • Manage GA HMIS Grant • Coordinate Steering Committee • Obtain Feedback from Continuum Representatives • Compile Continuum Requested Enhancements for Steering Committee • Monitor Project Progress and Deliverables • Monitor Adherence to HUD HMIS Data and Technical Standards and Guidelines • Communicate National HMIS Best Practices to Steering Committee • Develop Enhancements as Directed by Steering Committee • Assist Continuums with Monitoring Data Quality and Completeness • Monitor Agency and System Security • Repair System Errors in a Timely Manner • Ensure System is Operational and Accessible • Provide Ongoing Reports to Project Manager and Steering Committee regarding: Data Quality; Training and Technical Assistance Provided; Enhancement Project Progress; Fixes; HMIS Utilization Rates; Security Audit Findings A.5 State and Local HMIS Policies A.6 Domestic Violence Agencies At this point in time, HUD has instructed Domestic Violence agencies not to use HMIS to enter any client level information, including non-identifying information.Agencies