Connecticut Homeless Management Information System (CT HMIS) Governance Structure
The Connecticut Homeless Management Information System (CT HMIS) is a crucial tool in our state’s efforts to address and end homelessness. CT HMIS facilitates the coordination of services, tracks critical data, and ensures that individuals and families experiencing homelessness receive the support they need. This governance page outlines how CT HMIS is structured and managed, emphasizing transparency, security, and community involvement.
Governance Overview
The CT HMIS governance structure is designed to ensure the system operates efficiently, securely, and transparently, while being responsive to the needs of the community. The governance framework includes the Housing and Homelessness Data Strategy Board (DSB), the CT HMIS Lead Agency, the CT HMIS Admin, and various roles within participating agencies. This structure is supported by a commitment to continuous improvement, data security, and strategic partner engagement.
Housing and Homelessness Data Strategy Board Governance
Overview
The Housing and Homelessness Data Strategy Board (DSB) is responsible for overseeing Connecticut’s statewide Homeless Management Information System (CT HMIS) and fostering a cohesive approach to data strategy. This Board succeeds the HMIS Steering Committee and expands its responsibilities to encompass broader strategic data needs for addressing homelessness.
Purpose
The DSB’s vision is to unite stakeholders in enhancing Connecticut’s homelessness data infrastructure for analysis, performance measurement, and system improvement. This ensures informed decision-making for individuals and families experiencing homelessness and the agencies serving them.
Read the full Governance Charter
Key Governance Features
- Board Structure and Membership
- Up to 12 voting members and 2 non-voting members.
- Diverse representation from housing providers, CAN backbone agencies, and funding organizations.
- Emphasis on inclusivity, with members bringing lived experiences and diverse perspectives.
- Roles and Responsibilities
- Developing and monitoring strategic plans for data management.
- Overseeing the HMIS scope, policies, and system enhancements.
- Advising and collaborating with the HMIS Lead, System Administrators, and CoC leadership.
- Decision-Making
- Decisions primarily made by consensus; if needed, majority voting is used.
- Transparent documentation of decisions, including minutes and agendas.
- Charter Revisions
- The governance charter is subject to regular review and updates as needed.
Relevant Documents
- CT HMIS Policies and Procedures
- Data Quality Standards
- CT HMIS Data Quality Management Plan
- CT BOS Governance Charter
- ODFC Governance Charter
CT HMIS Lead Agency
The CT HMIS Lead Agency oversees the overall HMIS contract, ensuring that all activities align with regulatory requirements and broader strategic goals. While the Lead Agency ensures the system’s compliance and effectiveness, the day-to-day operations, including the technical and administrative tasks, are managed by the CT HMIS Admin.
CT HMIS Admin
The CT HMIS Admin plays a pivotal role in the technical and operational management of the HMIS software. This role includes:
- System Configuration and Maintenance: Configures and maintains the HMIS software, customizing data fields and user permissions to meet the specific needs of the community.
- System Management: Manages the technical infrastructure, oversees software updates, and ensures the overall integrity and security of the system.
- Data Quality and Integrity: Actively monitors data entry processes, addresses discrepancies, and generates reports to maintain high data quality.
- Technical Support and Training: Provides essential technical support and coordinates regular training sessions for participating agencies, ensuring users are equipped with the necessary skills and follow best practices in data entry and system usage.
- Security Management: Ensures strict adherence to security protocols, including multi-factor authentication and regular audits, to protect sensitive client data.
- Compliance and Monitoring: Conducts detailed monitoring of compliance with HMIS policies and procedures across all participating agencies, ensuring that data quality and security standards are consistently met.
Participating Agencies and Their Roles
Participating agencies, which include emergency shelters, housing programs, and other service providers, are vital to the success of CT HMIS. These agencies are responsible for:
- Data Entry and Management: Accurately and promptly entering data into the system to maintain high data quality.
- Security Compliance: Ensuring that all staff members who handle HMIS data are trained and adhere to security protocols.
- Representation: Appointing staff members to serve as liaisons to the CT HMIS Lead Agency, including roles like HMIS Data Coordinator and Agency Security Coordinator.
Data Security and Privacy
CT HMIS places a high priority on the security and privacy of the data it collects. The system employs robust security measures, including multi-factor authentication, encryption, and regular security audits. These measures are in place to protect the personal information of the individuals served by the system. The Housing and Homelessness Data Strategy Board (DSB) and the CT HMIS Admin work closely to continuously review and enhance these security protocols, ensuring they meet the highest standards.
Community Involvement and Continuous Improvement
Community involvement is a cornerstone of the CT HMIS governance structure. The Housing and Homelessness Data Strategy Board (DSB), in collaboration with strategic partners, regularly seeks input from participating agencies and the wider community. This feedback is critical for refining the system, addressing emerging needs, and ensuring that CT HMIS remains a responsive and effective tool in the fight to end homelessness in Connecticut.