Recertification Process for all Current HMIS Users

Why do I need to be re-certified?

There are two big changes impacting Minnesota’s HMIS.

Change A: HUD Data Standards Changes (Goes into effect Saturday, October 1, 2016)
HUD is rolling out (as they do every October) changes to the data elements they require all projects participating in HMIS to collect. This provides standardization for data collection around the country, allowing for a better understanding of homelessness around our country. Homelessness can then be analyzed at a national level, and compared to homelessness at a regional or local level. As system administrators, it is our responsible to make sure you understand the changes. You will learn about these changes in the “HUD Data Standards Changes 2016” video training.

Change B: Statewide Data Sharing (Goes into effect on Monday, October 3, 2016)
The second change is that Minnesota is opening up our HMIS to share data statewide. Up until this point, your client records were most often only available to your agency for data entry. Starting Monday, October 3, 2016, we will now be sharing client records around the state. This creates a shared responsibility for data quality. If data is entered incorrectly, you will no longer just have to deal with a distressed supervisor! To support you in being a great data entry user for your CoC and Minnesota, and to assist you in understanding what it looks like to have an “open” system, you will watch the “Statewide Data Sharing in Minnesota” video training.

Will my account be inactivated while I complete training?

If you complete these training requirements by the end of the business day on September 30, 2016, your account will not be inactivated. Users who do not complete these trainings by the end of the business day on September 30 will have their accounts inactivated until such time as training is completed, in order to make sure you are prepared for these changes. Remember to complete the Re-certification Completion Form, otherwise we don’t know you completed!

What is the very latest I can complete this training?

As stated above, users who do not complete these trainings by the end of the business day on September 30 will have their accounts inactivated until such time as training is completed. However, users whose accounts have been inactivated must complete this training no later than December 31, 2016 at 11:59pm, or be subject to deletion.

Step 1: Watch these two training videos.

Required for all HMIS Users

HUD Data Standards PowerPoint

Statewide Data Sharing in Minnesota PowerPoint

October 1 2016 Federal HUD Fiscal year Change Document for Users – Another resource for you to understand the HUD data standards changes

Step 2: Optional. Watch program specific training videos as a refresher!

Optional, but strongly encouraged

With data sharing comes the creation of many new client records, as well as shared responsibility for data quality. We are therefore strongly encouraging you to review your program-specific data entry requirements by watching these videos. These are 15 – 30 minute overviews of your data entry workflow to learn how to be compliant with your funder’s reporting requirements. These, however, are optional and are not required for the re-certification process. If you are unable to prioritize before September 30, 2016, we encourage you to watch them as soon as you are able to prevent future data quality headaches!

Step 3: Complete the Re-certification Completion Form.

Required for all HMIS Users

This step will let us know you have completed the training requirements! If you do not complete this form by the end of the business day on September 30, your account will be inactivated even if you watched the required training videos (Step 1). Note: please make sure to type your username accurately on the form, as that is how we will be identifying the user that has completed the training.

Complete the Re-Certification Completion Form.

Beginning Monday, October 3rd, we will be regularly checking for new completions and re-activating accounts accordingly. You do not need to email the Helpdesk to let us know you have finished – we are cc’d on the confirmation email you will receive and will reactivate your account accordingly. After submitting the form, please allow for up to one hour for us to complete this process during normal business hours. If you cannot login after that time with your current password, please contact the Helpdesk.


Materials – Timeline

General HMIS Instructions: (New!) Coming soon! October 15

Supplemental User Guide: (New!) Coming soon! October 15