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Housing and Homelessness Data Strategy Board

CT HMIS Policies and Procedures

The CT HMIS Policies and Procedures document serves as a comprehensive guide for the administration and management of the Connecticut Homeless Management Information System. It outlines the standards, protocols, and responsibilities for all participating organizations to ensure data integrity, privacy, and compliance with federal and state regulations. This document is crucial for maintaining a consistent and secure approach to managing information about individuals experiencing homelessness, thereby enhancing the effectiveness and coordination of homeless services across the state. By adhering to these policies and procedures, strategic partners can ensure that data is used ethically and effectively to improve outcomes for those in need.

For more information, you can view the CT HMIS Policies and Procedures Manual.

 

Transition from Steering Committee to Data Strategy Board

The CT HMIS Steering Committee played a pivotal role in governing the Homeless Management Information System (HMIS) for Connecticut, providing oversight and strategic direction for many years. As of September 2024, the Steering Committee has been succeeded by the Housing and Homelessness Data Strategy Board (DSB) to address the evolving needs of homelessness data management and strategy statewide.

The transition reflects a broader focus on aligning data strategy with statewide goals, integrating a wider scope of responsibilities, and improving the efficiency and functionality of HMIS. The DSB has absorbed all responsibilities of the Steering Committee, with additional emphasis on data strategy, system enhancements, and ensuring compliance with federal and local requirements.

 

Historical Information

The CT HMIS Steering Committee played a foundational role in shaping the state’s HMIS governance. Its responsibilities included:

  • Setting policies and procedures for CT HMIS.
  • Overseeing data quality and ensuring compliance with HUD standards.
  • Facilitating communication and collaboration among stakeholders.

Although the Steering Committee has been dissolved, its meeting minutes remain an important historical resource and are available below:

Approved Minutes

Governance and Procedures

The DSB is governed by a charter that outlines its structure, roles, and responsibilities. The board operates with a commitment to inclusivity, transparency, and strategic leadership.

Key Responsibilities

  • Strategic Oversight:
    • Oversee the operation of CT HMIS and ensure compliance with federal and local regulations.
    • Develop and monitor a statewide data strategy to improve system outcomes and support data-driven decision-making.
  • Privacy and Security:
    • Ensure privacy protections and data security are integral to all aspects of CT HMIS and related systems.
  • Performance and Accountability:
    • Monitor performance indicators and ensure data quality across all levels of the system.
  • Stakeholder Engagement:
    • Collaborate with CANs, service providers, funders, and other stakeholders to align efforts and ensure the system meets the needs of all users.
  • Decision-Making:
    • Strive for consensus but rely on majority votes when necessary. Meeting minutes and decisions are documented and made publicly available.
  • Adaptability:
    • Convene subcommittees and working groups to address specific needs and align with the broader data strategy.

Read the full Governance Charter

 

Meetings and Agendas

The Housing and Homelessness Data Strategy Board (DSB) meets regularly to oversee the governance of Connecticut’s homelessness data systems, including CT HMIS. Meeting schedules are determined by the board and its co-chairs. Below you will find a list of upcoming meetings, as well as approved minutes from previous meetings.

Upcoming Meetings

TBD

Approved Minutes

Minutes from the DSB’s meetings will be posted here once approved to ensure transparency and accessibility for stakeholders.

 

Membership

The Housing and Homelessness Data Strategy Board is composed of members selected for their expertise in data governance and their alignment with the board’s strategic goals. Membership is designed to ensure diverse representation and effective collaboration among stakeholders.

Membership Structure

  • Voting Members (Up to 12):
    • Representatives from housing and homeless service providers with expertise in data analysis, research, and large-scale data management.
    • Two representatives from CAN backbone agencies.
    • Two representatives designated by CT BOS and ODFC, respectively.
    • One representative from a statewide provider coalition focused on ending homelessness.
    • Two representatives of HMIS funders, appointed by the CT Department of Housing (DOH) and the Department of Mental Health and Addiction Services (DMHAS).
  • Non-Voting Members (Up to 2):
    • Expert representation from the HMIS Lead entity.
    • Expert representation from the HMIS System Administration entity, if separate from the HMIS Lead.
  • Lived Experience Representation:
    • Membership includes individuals with lived experience of homelessness, mental health challenges, or housing instability, supported by planning funds.

Membership Criteria

  • Appointment Guidelines:
    • Members are selected for their expertise in data strategy, knowledge of CT HMIS, and understanding of HUD HMIS Data Standards, client rights, privacy protections, and data security.
    • Diversity in representation, including lived experience and geographic dispersion, is prioritized.
  • Responsibilities of Members:
    • Act as liaisons between their respective agencies or constituencies and the DSB.
    • Provide informed input on strategic decisions impacting CT HMIS and statewide data initiatives.
    • Vote on key decisions and report back to their organizations or constituencies.
    • Actively participate in meetings and working groups.

For more information on CT HMIS Governance, please visit the CT HMIS Governance page.