HMIS@NCCEH Agency Administrator Roles and Responsibilities

Point of Contact & Support

Complete all required Agency Administrator trainings
Serve as the primary contact between end users and the Data Center
Attend HMIS-required meetings, webinars, and conference calls
Provide first-responder support for HMIS end users in your agency
Notify all members at your agency of any system-wide changes and other relevant information
Run agency level reports to fulfill agency needs and follow up on data quality concerns

Ensure that an Agency Participation Agreement (sample) is signed by an authorized signer and saved
Submit copies of all active Sharing Agreements and Memorandums of Understanding (MOUs)
related to HMIS data collection or entry to the Data Center
Submit the License Request Form for new users and ensure that correct, complete information is
included. New Agency Admin licenses can only be approved by your agency’s ED or leadership
Submit Inactivation Request Form for users who temporarily or permanently will not need HMIS access
Maintain information on all system-related policies, procedures, and agreements in preparation for the audits

Ensure client privacy, security, and confidentiality in alignment with current privacy policies and
procedures
Ensure that the HMIS Privacy Sign is posted in a visible area of your intake area and is communicated in a language that is understood by clients
Ensure that the HMIS Privacy Notice is accessible to clients upon request and has an up-to-date agency contact listed
Monitor agency compliance with established HMIS agreements, policies, and procedures
Notify the Data Center of any pending or new Sharing Agreements or MOUs
Notify the Data Center of any HMIS personnel changes within 3 business days via the appropriate
form (inactivation, new license etc.)
Report privacy or security breaches and concerns to the Data Center

Ensure annual training requirements are completed by all end users
Maintain data quality standards (ensure data accuracy, completeness, timeliness, etc.) in alignment
with the HMIS and CoC policies, and the HMIS Data Quality Plan.
Communicate changes to Provider Descriptor Data Elements (such as location and Bed and Unit
Inventory) to the Data Center to comply with HUD Standards
Ensure that end-users are using the current HMIS-related forms and HMIS workflow
Run data quality reports at least monthly to check client data and work with agency users to
make needed corrections
Correct data quality as soon as possible and escalate unresolved issues to the Data Center

Video: Agency Administrator Roles and Responsibilities

Slides: Agency Administrator Roles and Responsibilities