Congress first directed HUD to collect data from a representative sample of existing local HMIS in the FY 1999 HUD Appropriation Act, to be included in an annual Homeless assessment report (AHAP). Congress further indicated that jurisdictions should be collecting an array of data on homelessness, including unduplicated counts, use of services and the effectiveness of the local homeless assistance system. This then became a mandate from HUD that jurisdictions receiving McKinney Vento Homeless Assistant Funding must implement a Homeless Management Information System (H.M.I.S.) by 2004 or risk losing funding.
The Homeless Management Information System (HMIS) is an information system that maintains information regarding the characteristics and service needs of clients for a variety of reasons, including the provision of more effective and streamlined services to clients and the creation of information that communities can use to determine the use and effectiveness of services.
Implementation of the HMIS presents an opportunity to re-examine how homeless services are provided and allow communities to make informed decisions and develop appropriate action steps. Most HMIS applications use a web-based interface generated hypertext preprocessor, and is backed by either Postage SQL or Microsoft SQL Server. Our HMlS (ClientTrack.Net) is designed to be flexible, secure and protect clients' confidentiality. This HMlS allows organizations providing services to the homeless to:
Collect individual information (gender, age, ethnicity, etc) Collect household information (housing status, services provided, income, etc) Selectively share client data with other service providers. Produce reports required by funding agencies. Provide an unduplicated count of number of sheltered and unsheltered homeless individuals and families in the community.
Other Features include:
Compliant with HUD HMIS Data Standards (both content and security requirements) Fine-grinded permissions system that allows selective user access to client records Email notification of referrals and other client record creation, fully customizable using permissions system Bed vacancy system, that displays availability of beds and other information for all shelters in the community Automatic generation of HUD Annual Progress Reports All system forms can be added to or modified using a point and click interface Individual agencies can add their own custom questions to any form
Phase I
MTOC, Inc. initially contracted with Radii Technologies, Inc. of Florida for the purchase and installation of a web-based application that allowed us to provide Radii User Licenses and Synchronizer Licenses to four community based organizations that are providing services and shelter to the homeless population. Those organizations were:
Methodist Training & Outreach Center, Inc., St. Thomas Catholic Charities of the V.I., St. Thomas Family Resources Center , - St. Thomas V.I. Mission Outreach Center , St. Croix
Phase II
As more funds have become available, we have been able to implement Phase II of the HMIS project. This allowed us to add additional CBOs. We have been able to purchase a server for the central office and dedicated computers, software, licenses and the training which will enable our Continuum of Care to network their resources. We have employed a highly qualified Project Manager and System Administrator to manage the HMIS and the network. They will be responsible for coordinating with other agencies, training the staff as well as maintenance of data files. Once the entire system is in place and unduplicated data is being collected and stored, we will then be in complete compliance with HUD's mandate.
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