CMIS Agency Adminstrators

CMIS Agency Adminstrators

INTRODUCTION

As the CMIS lead agency, Housing Alliance Delaware requires each CMIS-participating Agency Partner (AP) to authorize at least one Agency Administrator, to establish a point of contact on CMIS-related matters on behalf of the agency. HAD recommends this role be filled by the Executive Director, Program Director, or Program Manager to ensure proper oversight.  Housing Alliance Delaware expects that authorized Agency Administrators are able to uphold the responsibilities outlined in this article.
These responsibilities are to be followed regardless of the Agency Administrator's status as a CMIS end user.

This article can be edited at any time, based on the needs of our community.

CMIS AGENCY ADMINISTRATOR OBLIGATIONS


ADHERENCE TO CMIS POLICIES AND PROCEDURES

As the Agency Partner's main point of contact for CMIS policies and procedures, the Agency Administrator is responsible for ensuring that major processes outlined in the CMIS Policies & Procedures Manual, Agency Partner Agreement, and CMIS Privacy Policy are completed and upheld, on behalf of the agency.

These include but are not limited to:
  1. Ensuring that all CMIS confidentiality, data security, and data privacy policies and processes are followed by the AP.
  2. Understanding and adhering to (if applicable) the expectations outlined in the CMIS User Policy Agreement.
  3. Understanding that if outlined policies and procedures are not the responsibility of the Agency Administrator (as prescribed by the agency), that those responsibilities expected by Housing Alliance Delaware are communicated and delegated within the agency.
  4. Notifying HAD of any potential concerns or violations relating to CMIS data privacy and data security.

CMIS PROVIDER / PROJECT MANAGEMENT

  1. Notify HAD of new projects within ten (10) business days prior to their operational start, whether a project will be CMIS-participating or not. 
  2. Completing a Provider Setup Form for all new projects to be set up in CMIS. The Agency Administrator may request assistance from HAD, but dates of operation and terms of grant(s) used for the project must be collected prior to provider setup.
  3. Notify HAD within ten (10) business days of a project’s termination, and work with HAD on all aspects of provider closeout.
  4. Communicate with HAD of any bed or unit inventory changes within the AP’s projects. At minimum, this will occur during the annual Housing Inventory Count (HIC).

CMIS LICENSE AND USER MANAGEMENT

  1. Provide the number of CMIS licenses needed on behalf of the agency during HAD’s license renewal process (during the summer).
    1. The number of licenses should be a relative reflection of the number of end users the agency needs for the upcoming CMIS contract year.
    2. Invoicing will be based on the number of licenses requested by the agency, even if requested licenses from this process are unused.
    3. Additional DE-CMIS licenses can be requested throughout the year by contacting HAD. An additional invoice may be generated by HAD to complete this request.
  2. Coordinate the onboarding or removal of CMIS end users on behalf of the agency.
    1. This process will begin by contacting HAD for a User Policy Agreement to be sent to the prospective end user, and signing it to approve the end user's onboarding.
    2. The completion of CMIS training is dependent on the AP and prospective end users must be provided the tools and environment to complete CMIS training before getting access to the system.
    3. Notify HAD within five (5) business days when a CMIS end user no longer requires a CMIS license due to separation from employment, position transfer, or change in assignment.

OVERSEE CMIS DATA ENTRY AND DATA QUALITY

  1. The responsibility for completeness and accuracy of CMIS reports generated by HAD is the responsibility of, and dependent upon, the accuracy and quality of the data entered by the subject Agency and its Users. Housing Alliance Delaware suggests authorizing an Agency Administrator that will champion their agency's data and strive for its accuracy and quality. This is possible through:
    1. Checking that all projects are consistently being updated in CMIS through client Entries, Interims, and/or Exits. All data entry guidelines are outlined in the CMIS Policies & Procedures Manual and User Policy Agreement, and taught during CMIS training.
    2. Running the Data Quality Framework (DQF), ESG CAPER, and/or CoC Annual Performance Report (APR) reports, or utilize Eva, monthly to review data entry and data quality of the agency's projects.
    3. Distributing data quality reports run by Housing Alliance Delaware that are sent to APs on a quarterly basis. The Agency Administrator will also monitor the data review/cleanup that end users must do to improve data quality.
  2. Housing Alliance Delaware may contact the Agency Administrator to address data quality errors. It is the responsibility of the Agency Administrator to respond to these inquiries, which may require contacting an end user to resolve the issue.
  3. HAD will provide guidance to minimize future similar data errors. HAD hopes that the Agency Administrator will build this knowledge while sharing this guidance with their agency's end users.
  4. Agency Administrators should be proactive with reaching out to Housing Alliance Delaware should technical assistance be needed. Agency Administrators must provide Housing Alliance Delaware ample time to investigate and/or determine solutions for assistance requested on behalf of the agency.
  5. If a custom report is needed to review and/or submit an agency’s data, the Agency Administrator must contact HAD with reporting needs in a timely manner. 

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