As the Administrator for the Nevada Statewide HMIS, Bitfocus is committed to providing you with the resources and support you need to succeed in your designated role as the ADL for your organization. This page will be regularly updated with new resources, so please continue to check back!
As always, don’t hesitate to reach out to us if you need any additional support or information.
ADL meeting schedules are available on our Calendar.
ADL 101: Who, What, and Why!
Who are the Agency Data Leads?
CMIS/HMIS users who have been identified by the Partner Agency CEO, Executive Director, or Authorized Official as having the willingness, experience, and ability to ensure accurate and complete CMIS/HMIS data entry, communicate well across all their Partner Agency programs, and serve as the on-site experts and trainers to other CMIS/HMIS users within the Partner Agency. The designated Agency Data Lead is responsible for the administration of the CMIS/HMIS within their Partner Agency.
The Agency Data Lead is responsible for:
Communication and End User Management
- Serving as the primary contact for all communication related to the CMIS/HMIS at the Partner Agency and forwarding such information to all Agency End Users as deemed appropriate.
- Requesting End User account access and deactivating End User access when End Users leave the Partner Agency.
- Maintaining an active Agency End User list and always understanding the Partner Agency license capacity.
- Overseeing the Partner Agency’s compliance with the most up-to-date Partner Agency Privacy and Data Sharing Agreement, CMIS/HMIS Standard Operating Procedures, and all other applicable plans, forms, manuals, standards, agreements, policies, and governance documents.
- Detecting and responding to violations of any applicable CMIS/HMIS plans, forms, manuals, standards, agreements, policies, and governance documents.
Training and Support
- Providing first-level End User support and troubleshooting, elevating to the HMIS Administrator, State HMIS Lead Agency, CoC Coordinator/Director, or designee as outlined in CoC policy, only as additional technical assistance is required.
- Ensure all Agency End Users complete the required New User General Training, Annual Security and Privacy Training, and all other mandatory trainings.
- Retain documentation of training completion and forward it to the CMIS/HMIS System Administrator.
- Attend all CMIS/HMIS trainings and Agency Lead meetings and relay all knowledge and training to agency End Users.
- Responsible for ongoing training and support of all Agency Staff apart from the training offered by Bitfocus, Inc.
Information Entry Standards, Reporting, and Quality Assurance
- Ensuring complete and accurate data collection by Agency End Users as established by CMIS/HMIS plans, forms, manuals, standards, agreements, policies, and governance documents.
- Performing only authorized imports of client-level data.
- Working with Bitfocus to configure provider preferences (including assessments, referrals, services, etc.) in CMIS/HMIS.
- Maintaining complete and accurate Partner Agency and program descriptor data in CMIS/HMIS.
- Responsible for Partner Agency data quality, including:
- Responding to data quality requests from Bitfocus, State HMIS Lead Agency, CoC Coordinator/Director, or designee on time or by stated due dates.
- Working with community partners to resolve data quality issues when affecting Partner Agency data.
- Completing Partner Agency-level reporting and/or supporting agency programs according to applicable reporting standards established by the U.S. Department of Housing and Urban Development (“HUD”) and local funders.
Confidentiality, Client Consent, and Privacy
- The Partner Agency agrees to allow access to CMIS/HMIS from agency computers and Portable Electronic Devices, and to ensure compliance with the Nevada CMIS/HMIS Partner Agency Privacy and Data Sharing Agreement.
- Ensuring workstation computers are password-protected and locked when not in use, ensuring that nonauthorized persons are unable to view any CMIS/HMIS workstation computer monitor, and ensuring that documents printed from CMIS/HMIS are sent to a printer in a secure location where only Authorized Persons have access.
- Safeguarding client privacy by ensuring Partner Agency and Agency End User compliance with all HUD Rules.
- Notifying the System Administrator when a client revokes consent and the record needs to be de-identified.
- Investigating potential and actual breaches of either CMIS/HMIS system security or client confidentiality and security policies, and immediately notifying in writing the State HMIS Lead Agency, the CoC Coordinator/Director or designee, and the System Administrator.
