Docs Category: Compliance Documents

This document was developed by the HMIS Committee for our community to determine how we will approach Data Quality. You can view the document below or download it for your own reference.

Each Partner Agency will designate an Data Quality Officer. The Data Quality Officer is the primary contact for all communication regarding data quality for the Dallas / Collin County CoC Data Systems Project at this agency.

Note: This table updates in real time and shows the most current submissions for Data Quality Officer, regardless of the “updated on” date listed above.

As the Homeless Management Information System (HMIS) Lead, we aim to facilitate a comprehensive, standardized data collection process across homeless service providers. To achieve this, we request annual project profiles from agencies involved in both HMIS-participating and non-HMIS-participating projects. This initiative is pivotal in aligning project data with HMIS Data Standards, enabling the seamless integration of information, and ensuring accurate reporting to meet the requirements set forth by the Department of Housing and Urban Development (HUD).

The online Project Profile Form serves as a crucial tool in our endeavor to streamline data management within the HMIS framework. Its completion is instrumental in standardizing data collection, meeting HMIS Data Standards compliance, efficient HMIS project setup, and CoC reporting requirements.

By requesting agencies to submit project profiles annually through this online form, we ensure that the HMIS operates as a robust and reliable platform for managing homeless services data. The collected information not only fulfills mandatory reporting obligations but also contributes to a more comprehensive understanding of homelessness, enabling targeted interventions and improved outcomes for individuals experiencing homelessness.

Please contact Housing Forward at Help@on.SpiceWorks.com if you require assistance completing this form.

About this Document

Agencies who enter data into HMIS are required to post this notice in English and Spanish in every room/area that where client data is collected. You can download and print the document below.

Client Consent

Remember, client consent is not required to enter data in HMIS. If a client requests more information, you should provide them with a printed copy of the Housing Forward’s Privacy Policy. All required questions should be asked regardless of whether or not the client wants their data entered in the system. “Client Refused” is an appropriate answer to any question that a client refuses to answer because they do not want their data collected.

For sensitive organizations only:
While sensitive organizations are not required to get clients’ consent to enter data, you are required to get consent to share the data. Complete the Client Consent and Release of Information for each client who agrees to share their data in HMIS. If you are unsure if your organization is a sensitive organization, submit a Spiceworks ticket to the HMIS team for assistance.

About this Document

Agencies who enter data into HMIS are required to post this notice in English and Spanish in every room/area that where client data is collected.

Client Consent

Remember, client consent is not required to enter data in HMIS. If a client requests more information, you should provide them with a printed copy of the MDHA Privacy Policy. All required questions should be asked regardless of whether or not the client wants their data entered in the system. “Client Refused” is an appropriate answer to any question that a client refuses to answer because they do not want their data collected.

For sensitive organizations only:
While sensitive organizations are not required to get clients’ consent to enter data, you are required to get consent to share the data. Complete the Client Consent and Release of Information for each client who agrees to share their data in HMIS. If you are unsure if your organization is a sensitive organization, submit a Spiceworks ticket to the HMIS team for assistance.

Please complete the form in its entirety in order to set up or make changes to program services in HMIS.

Our HMIS User Agreement is now digital! Please use the form below to sign and submit your User Agreement as needed.

The Housing Forward Data Administrators may request a new or updated User Agreement when:

• a user needs access to a database for the first time,
• a user moves from one organization to another and needs access to the new organization’s data,
• a user’s name, email address, or other personal information changes,
• a user’s access lapses for an extended period of time, or
• the team determines it necessary for security and tracking measures to have an updated form on file.

This privacy policy is a detailed policy for clients’ whose data is entered in HMIS. It explains why the data is collected and how it is used by our community. Agencies should keep several copies of this policy on hand so that it can be provided to clients upon request.

NOTE: Remember, client consent is not required to enter data in HMIS. All required questions should be asked regardless of whether or not the client wants their data entered in the system. “Client Refused” is an appropriate answer to any question that a client refuses to answer because they do not want their data collected.

About the MOU (Memorandum of Understanding)

This document details the agreement that MDHA and partner agencies enter into when an agency becomes an HMIS-participating partner.

Working on Submitting Compliance Documents?

Agencies working with the HMIS Team to submit documentation for HMIS onboarding should download this form, complete it, and return it to Freda Nelms.

Interested in Joining HMIS?

If you are interested in becoming an HMIS-participating agency, please contact Freda Nelms, Director of Data Management and Reporting, at freda.nelms@housingforwardntx.org for more information.

Click on the button below to complete your Security Officer Agreement.