What Are Agency Administrator Meetings?

These meetings discuss the Agency Administrator reports and data collection requirements in HMIS. Additionally, updates regarding changes and/or upcoming changes to HMIS are explored in an effort to ascertain impacts on programs and/or end users. Furthermore breakout sessions allow for exploration of the understanding of ongoing data updates, and/or challenges being experienced by end users.

Agency Administrator Responsibilities

Agency Lead Role and Responsibilities

Please use link to download document.

Issues and/or Topics Discussed

  • CoC | Coordinated Assessment | UPLIFT Updates
  • HMIS Monthly Newsletter
  • Continuous Data Quality Improvement (CDQI)
  • Upcoming Agency Admin Meetings and/or other Events
  • Announcements about HMIS changes (either specific to SCC or HUD-required)
  • Sharing results of HUD reports (e.g. LSA, SPM, HIC/PIT)
  • New Looker features, reports, dashboards
  • Updates on projects Bitfocus is working on
  • Policy changes or updates
  • Common data quality issues & how to address them
  • Data Engagement Workshops (DEW) updates

Access Roles Defined

There are three (3) Access Roles that users can be granted. Either Access Role needs to be approved by the HMIS Agency Amin. These are as indicated.

Agency Staff Basic access needed to complete general data entry tasks in HMIS
Agency Staff w/ Data Analysis Allows access to the Data Analysis and Explore tabs in Clarity (all other settings are the same as Agency Staff)
Users should watch the Data Analysis training video prior to getting access: http://scc.hmis.cc/training/schedule-a-training/
Agency Manager Allows access to the Data Analysis and Explore tabs in Clarity
Allows for deletion rights for certain agency information
Users should watch the Data Analysis training if they are planning to use the Data Analysis/Explore tabs: http://scc.hmis.cc/training/schedule-a-training/

How to Request HMIS Access (New User Account Set-Up)

  • User must complete all required trainings
  • Agency Admin. must contact the Helpdesk to request HMIS account set-up by emailing the request to sccsupport@bitfocus.com
    • Agency Admin must ensure all trainings have been completed prior to requesting access
  • Bitfocus staff will verify user has completed trainings, provide access and next steps for the end user
    • Upon logging in end user will be required to sign the Electronic End User agreement
  • Please note that users who do not log into HMIS within 90 days will have their access disabled and will need to contact the Helpdesk for reinstatement of account

How To Request a User Be Deactivated

Please note it is important to notify Bitfocus when an End User is no longer at your agency.

  • Please contact the Helpdesk at sccsupport@bitfocus.com within 48 hours of end user leaving your agency
  • State the reason for requesting the deactivation

Upcoming Agency Admin. Meetings

**Please note Agency Admin. Meetings occur on the first Thursday of the month. Until further notice Agency Admin. Meetings will be held via Zoom only. Please use the “Call-In Information” below to be redirected to the Zoom information on the specific meeting date.

Thursday, March 5th, 2:00-3:30pm | San Jose Pearl Library | 4270 Pearl Avenue, San José, CA 95136 | Community Room
Thursday, April 2nd, 2:00-3:30pm | San Jose Pearl Library | 4270 Pearl Avenue, San José, CA 95136 | Community Room
Thursday, May 7th, 2:00-3:30pm | San Jose Pearl Library | 4270 Pearl Avenue, San José, CA 95136 | Community Room
Thursday, June 4th, 2:00-3:30pm | San Jose Pearl Library | 4270 Pearl Avenue, San José, CA 95136 | Community Room

2020 Slide Decks for Review

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