ࡱ> '` 0bjbj{P{P 4::FITtooooptWr4HxHxHxHx#y)zdz4$Uhiz#y#yzzHxHxKKKzHxHxKzKK:F,΄Hxr Zxgo|r v '0W|R[w~[΄[΄zzKzzzzzA zzzWzzzz$2PP*rP LIST OF AFFIRMATIONS - August 2009 IT IS IMPORTANT TO COMPLETE THIS BEFORE SUBMITTING YOUR CoCs ANNUAL GRANT REQUESTS TO HUD DO NOT PRINT THIS DOCUMENT! Instead, hit the TAB key on your keyboard to move to each box and then press the space bar to add or remove a checkmark for any box Each program within your agency must complete this form separately. Every question must be answered, even if the answer is dont know. Once all questions are answered, please save and email this document to support@housingworks.net. YOUR AGENCY:  FORMTEXT       PROGRAM ID:  FORMTEXT       (found on your HMIS form, p. 1) DATE THIS QUESTIONNAIRE WAS COMPLETED:  FORMTEXT       CONTENTS  TOC \o "1-3" \h \z \u  HYPERLINK \l "_Toc165170678" Section 1. QUESTIONS ABOUT THE MACHINES OR NETWORK  PAGEREF _Toc165170678 \h 2  HYPERLINK \l "_Toc165170679" Section 2. BASIC SECURITY QUESTIONS (OFFICE PROCESS)  PAGEREF _Toc165170679 \h 3  HYPERLINK \l "_Toc165170680" Section 3. BASIC COMPUTER SECURITY QUESTIONS  PAGEREF _Toc165170680 \h 3  HYPERLINK \l "_Toc165170681" Section 4. BASIC STAFF ORGANIZING PROCEDURES  PAGEREF _Toc165170681 \h 3  HYPERLINK \l "_Toc165170682" Section 5. ADMINISTRATOR EDUCATION QUESTIONS  PAGEREF _Toc165170682 \h 3  Section 1. QUESTIONS ABOUT YOUR COMPUTERS OR NETWORK YesNoDon t Know or understand  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX Our internet connection is provided by:  FORMTEXT       (internet Service Provider and phone number FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX We have MS Access 2002 or 2003.  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX We have MS Access 2007 (which needs to have settings changed to work with HW tool.  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX A back up system is in place, and the backups are automatic. Yes, HW website does backups on its server. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX HousingWorks tech contact # ( 617 504-0577) has been provided to the tech person for our agency FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX This checklist is posted prominently next to any computers involved in HMIS or is placed in a book consulted by all tech staff who upgrade or fix any computers or the network. Section 2. BASIC SECURITY QUESTIONS (OFFICE PROCESS) This section includes privacy policy statements that data entry staff should be aware of YesNoDont Know or understand FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The computer(s) we use to enter HMIS data are never used by any clients of the agency. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The computer(s) we use to enter HMIS data are never used by unauthorized staff of the agency. (or, they cannot be accessed without a password) FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The paper client Intake forms are locked in a file cabinet that is not in a public area. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The required HMIS Poster is posted prominently in the room where we do Intake Interviews. (This poster is required by HUD. It explains what HMIS is and also explains the clients right to not answer questions FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX All staff participating in HMIS (and all computer technicians) have signed a form stating they understand the privacy regulations pertaining to HMIS (which are listed at the end of this document.). FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The computer technicians are not current or recent clients of the agency. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX Staff never email client names or SSNs or birthdates to anyone because email is not a safe means of maintaining privacy. (Faxing is okay) Section 3. BASIC COMPUTER SECURITY QUESTIONS YesNoDont Know or understand FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The tech person who handles your computers or network is provided a copy of this checklist. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The computer(s) we use have a password sign on. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The computer(s) we use have a virus protection program that updates manually - staff have to okay the installation of updates. (This is not a recommended strategy). FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The computer(s) we use have a virus protection program that updates automatically - staff cant prevent the updates from happening (This is a better strategy). FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX When a computer is replaced, all information on the old computer is erased or destroyed, before the computer is thrown away, or given away..  Section 4. BASIC STAFF ORGANIZING PROCEDURES YesNoDont Know or understand  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX You agree to use Internet Explorer (not Mozilla or Firefox) to access the HMIS website FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX There are four shortcuts on your desktop: HMIS website  HYPERLINK "http://hmis.housingworks.net" http://hmis.housingworks.net HMIS Video Instruction Guide HMIS Paper Instruction Guide HMIS Reporting tool (this is the sofware you use to run reports)There are four shortcuts on your desktop: FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX HMIS website shortcut:  HYPERLINK "http://hmis.housingworks.net" http://hmis.housingworks.net FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX HMIS Video Instruction Guides:  HYPERLINK "http://www.housingworks.net/static/train/Lessons-HMIS.html" http://www.housingworks.net/static/train/Lessons-HMIS.html  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX HMIS Paper Instruction Guide: For Unaccompanued Individuals:  HYPERLINK "http://www.housingworks.net/hmis/hmis-P-ind.doc" http://www.housingworks.net/hmis/hmis-P-ind.doc For Households:  HYPERLINK "http://www.housingworks.net/hmis/hmis-P-fam.doc" http://www.housingworks.net/hmis/hmis-P-fam.doc  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX HMIS Reporting tool:  HYPERLINK "http://www.housingworks.net/hmis/Reporter.mdb" http://www.housingworks.net/hmis/Reporter.mdb  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX Staff have had basic training in how to use a computer. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX All staff affirm that they are receiving a monthly email from HousingWorks If not: list email addresses of staff who work in this program.  FORMTEXT        Section 5. ADMINISTRATOR EDUCATION QUESTIONS HMIS is complicated in terms of regulations and also in terms of its technical challenges. This page (and all the following pages) will help an administrator in two major ways: they will be able to ensure that their agency is in full HMIS compliance they will be able to speak knowledgeably about the responsibilities in terms of HMIS and computer technology, without having to read a lot of documentation. YesNoDont Know or understand  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The current Executive Director or Program Manager has attended an HMIS Introduction from a HUD funded trainer. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The current Executive Director or Program Manager has attended the last national HMIS conference. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The current Executive Director or Program Manager has read at least the initial pages of the HUD HMIS Final Data Standards, July 2009 FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The HMIS Poster (provided by HousingWorks, see link below) is posted prominently in our public Intake space. This poster is required by HUD. It explains what HMIS is and also explains the clients right to not answer some questions. (If you need a new copy from HousingWorks, it is part of the Paper Intake Form, which you can download here:  HYPERLINK "http://www.housingworks.net/hmis/hmis-p-fam.doc" http://www.housingworks.net/hmis/hmis-p-fam.doc  FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX The current agency administrator has studied the next pages of this checklist, which contain quotes from various govt documents explaining the essentials of HMIS participation. FORMCHECKBOX  FORMCHECKBOX  FORMCHECKBOX Your HMIS Privacy Policy is posted near every computer where staff does HMIS data entry. A policy like this is required by HUD. This poster explains to staff how they may be violating client privacy without realizing it and how to avoid this in the future. (If you need a new copy from HousingWorks, download it from:  HYPERLINK "http://www.housingworks.net/hmis/Privacy.pdf" www.housingworks.net/hmis/Privacy.pdf )  The following pages should be studied by all agency and continuum administrators These quotes are from the Federal Register/Vol. 70, No. 53/Monday, March 21, 2005/Notices and at this point in time are still applicable to the new HMIS Standards. Page 14275: "h. Homeless Management Information Systems (HMIS). An HMIS is a computerized data collection application designed to capture client level information over time on the characteristics and service needs of men, women, and children experiencing homelessness, while also protecting client confidentiality. It is designed to aggregate client-level data to generate an unduplicated count of clients served within a communitys system of homeless services. An HMIS may also cover a statewide or regional area, and include several CoCs. The HMIS can provide data on client characteristics and service utilization." Page 14277: "If HUD determines the following standards are not met by a specific project or activity, the project or activity will be rejected from the competition: [snip] "(10) Applicants agree to participate in a local HMIS system when it is implemented in their community." Page 14283: (2) HMIS Implementation. HUD will award up to 5 points based upon the extent to which your application demonstrates progress in the planning, implementation and operation of an HMIS system covering at a minimum all street outreach, emergency shelters and transitional housing programs so that a reliable, unduplicated count of homeless persons on the street and in shelters may be conducted. Page 14286: B. Administrative and National Policy Requirements 1. Administrative Requirements. a. The Government Performance and Results Act (GPRA) require Federal agencies to measure the performance of their programs. HUD captures this information not only from monitoring visits and APRs, but also on the data gathered in annual competitions. [snip] HUDs homeless assistance programs are measured in 2005 by . . .a number of measurable indicators, five of which relate directly to the Continuum of Care homeless assistance programs. These five indicators are: (1) At least 386 functioning CoC communities or 93 percent of our continuums will [have to] have a Homeless Management Information System (HMIS) in 2005. From the Federal Register / Vol. 69, No. 146 / Friday, July 30, 2004 / Notices HMIS Final Data Standards, July 2004 P 45902L: APRs must be produced by HMIS HUD intends at some point to use an APR driven by HMIS data to measure the performance of both McKinney-Vento Act program grantees and CoCs more generally. [The APR will be changed to include more performance based indicators and the software will have to be remodeled accordingly every time this happens.] The annual CoC application requires information about a CoCs progress in developing and implementing its HMIS. This information is used to rank CoCs in order to determine annual program funding. The application questions will be more detailed in the future to make possible an accurate determination of the extent of coverage and stage of implementation of each HMIS. Page 45901: "Providers will be required to report the client-level data specified in this Notice on a regular basis to a central data storage facility in order to make it possible for the CoC to eliminate duplicate records and analyze the data for local planning purposes. The CoC will be responsible for aggregating the data and preparing an unduplicated local count of homeless persons and a description of their characteristics and patterns of service use. The CoC must retain the data for a period of seven developing and implementing its HMIS. This information is used to rank CoCs in order to determine annual program funding. The application questions will be more detailed in the future to make possible an accurate determination of the extent of coverage and stage of implementation of each HMIS. [snip] An HMIS should have the ability to record client data from a limitless number of service transactions for longitudinal data analysis and assessment of client outcomes (often referred to as a transactional or relational database structure). P. 45902: An AHAR must be produced by some pilot continuums now and shortly by all continuums To produce the AHAR, HUD will request aggregated data produced by local HMIS analysts responsible for the 80 jurisdictions in the AHAR sample as well as self-selected non-sample jurisdictions that have a high proportion of homeless assistance providers contributing data to their local HMIS. The aggregated data will represent an unduplicated count of client records at the CoC level. There will be no use of protected personal identifiers to deduplicate records across CoCs. P 45932 Storage, Offsite Backup and Security Baseline Requirement. A CHO must copy all HMIS data on a regular basis to another medium (e.g., tape) and store it in a secure off-site location where the required privacy and security standards would also apply. A CHO that stores data in a central server, mini-computer or mainframe must store the central server, mini-computer or mainframe in a secure room with appropriate a secure room with appropriate temperature control and fire suppression systems. Surge suppressors must be used to protect systems used for collecting and storing all the HMIS data. 4.3.2. Application Security These provisions apply to how all the HMIS data are secured by the HMIS application software. Applicability. Baseline Requirement. A CHO must apply application security provisions to the software during data entry, storage and review or any other processing function. encrypt all HMIS data that are electronically transmitted over the Internet, publicly accessible networks or phone lines to current industry standards. The current standard is 128- bit encryption. Unencrypted data may be transmitted over secure direct connections between two systems. A P 45933 45934: Note these itemized requirements, that are not entirely clear yet. 01. 01A. 2A. 2B. required but not clear how to do 2C. required if there is a HOPWA 2D. 2E. required about 2007 or 2008 03A. AHAR required around 2007 or 2008 Federal Register / Vol. 69, No. 146 / Friday, July 30, 2004 / Notices Relational Database Requirements. Providers will be required to report the client-level data specified in this Notice on a regular basis to a central data storage facility in order to make it possible for the CoC to eliminate duplicate records and analyze the data for local planning purposes. The CoC will be responsible for aggregating the data and preparing an unduplicated local count of homeless persons and a description of their characteristics and patterns of service use. The CoC must retain the data for a period of seven years, adhering to the security provisions set forth in Section 4 of this Notice. An HMIS should have the ability to record client data from a limitless number of service transactions for longitudinal data analysis and assessment of client outcomes (often referred to as a transactional or relational database structure). The maintenance of historical data is discussed in Section 5 of this Notice. P 45933 onward: Section 5. Technical data standards This part of the Notice is primarily directed to HMIS developers and CoC system administrators. These next pages Lists a series of things the HMIS system has to do in order to be acceptable to HUD. These are sophisticated, interactive data requirements that are the source of much of the cost of HMIS. If you start to read them, you will get an idea of the complexity. '5.1.1. Automatic Generation of Identification Numbers and Information Based on the data collected through the client assessment process, program staff interviews, self-administered forms or review of case management records, the HMIS application must be capable of automatically generating data for each record. This capability includes the automatic generation of: (1) Unique Personal Identification Numbers (PINs) for persons who have not been previously served within the CoC, and reassignment of PINs for persons who have been served previously within a program and/or the CoC; (2) Program Identification Information that is uniquely associated with each program within a CoC and is assigned to every service episode for each client; and, (3) Household Identification Numbers for persons who have been identified as members of a household that participated in the same service episode. 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