HIFIS CC Roles and Responsibilities

SUGGESTED ROLES AND RESPONSIBILITIES OF THE HIFIS COMMUNITY COORDINATOR

This document is meant to serve as a guide outlining the roles and responsibilities of the HIFIS Community Coordinator (CC). Specific roles and their emphasis will vary according to regional circumstances and priorities.

Introduction: What is a HIFIS Community Coordinator?

HIFIS Community Coordinators (CCs) develop and sustain working relationships with key stakeholders in the community that are using or are interested in using HIFIS to collect data to be used locally to guide the strategic planning process for homelessness and to provide the federal government with shelter data exports. In addition, HIFIS Community Coordinators promote, co-ordinate, provide training, and oversee the implementation and ongoing administration of HIFIS in shelters and service providers.

In order for the Government of Canada (GoC) to receive the most comprehensive data possible, HIFIS Community Coordinators may also work with service providers that use other data collection systems. This is for the purpose of developing a national picture of homelessness.

A CC can have many important roles, and should not hesitate to seek assistance where needed. Some places assistance may be sought are: a Regional HIFIS Partnership Analyst (PA); National Headquarters HIFIS team; and community partners such as HIFIS-users or a local university. A Regional HIFIS PA is the primary contact for a CC on matters related to HIFIS.

Below are some roles a CC has been known to play with descriptions of what these roles can involve. These descriptions are meant to serve as a helpful guide or frame of reference, rather than a prescribed list of everything a CC should do.

Note: A helpful link to HIFIS-related information, including the benefits of using HIFIS, descriptions of reporting documents, and a CC Corner, is available on the HPS web site:

http://www.hifis.ca/initiative/analyse-des-donnees_data-analysis/index-eng.shtml

The Community Coordinator as HIFIS Promoter and Community Developer

• 1.1. A CC can promote the benefits of HIFIS to potential new users interested in learning about the software and the HIFIS Initiative (e.g. research aspects, legal aspects, reporting to funders etc).
• 1.2. CCs typically encourage service providers to upgrade to the most recent version of HIFIS and explain added features / improvements. For example Version 3.7 to be updated to 3.8 with new features such as a Case Management module. Service providers using a version earlier than HIFIS generation-3 should be especially encouraged to upgrade in order to improve data collection, and their satisfaction with the software.
• 1.3. Some work of the CC involves working closely with various community partners. In this capacity the CC may play the role of group facilitator of HIFIS users.
• 1.4. One model that has proven to work well for communities is having local HIFIS users meet as a group to discuss HIFIS issues. The CC can arrange and facilitate these meetings.
• 1.5. A more formal group that might be organized is a HIFIS Steering Committee. This committee can help oversee implementation of HIFIS and makes decisions on the development of DSPs between the CC and Service Providers and a Data Dictionary. The CC may facilitate / support the committee in its initial organization and ensuing operations.
• 1.6. The CC may offer to assist in the service provider’s choice of an in-house ‘point person’ who is trained on HIFIS to become the system’s administrator. The CC’s familiarity with the system can help the service provider determine who is the most appropriate staff member for the job.
• 1.7. The HIFIS Initiative is more than the just HIFIS software, it is also about collecting as much quality data on homelessness as possible. Therefore, the CC may wish to promote the importance of sharing homelessness data among non-HIFIS-users as well. In setting priorities and funding decisions, data is important not only to HIFIS-users but also to HPS Community Advisory Boards (CABs) or other local Homelessness Committee’s, municipalities, provinces, Community Entity staff, and other relevant stakeholders. Therefore, work of a CC may include:
• • Identifying non-HIFIS-users with their own software who may want to share data.
  • Conducting an Environmental Scan and listing all shelters (Emergency, Transitional and VAW) in the community whether they utilize HIFIS or not in a Shelter List.
  • Creating fact sheets and / or using National HIFIS Bulletins to be shared within the community to disseminate information about HIFIS to a broader audience, including CAB or local homelessness committee members, whether or not they are HIFIS-users.

The Community Coordinator as Planner

• 2.1 In consultation with shelter providers, CCs assist in determining the guiding principles for implementing and administering HIFIS.
• 2.2 The CC may work with service providers to help them develop a work plan around their implementation of HIFIS.
• 2.3. In developing this work plan, some questions that may be helpful to consider are:
• • 2.3.1. Are there barriers to HIFIS usage for this service provider, such as having adequate equipment?
  • 2.3.2. How can these barriers be addressed?
  • 2.3.3. Are there any customizations that might be made to HIFIS to better allow HIFIS to meet the service provider’s needs?
  • 2.3.4. Who in the community is familiar with HIFIS and are they able to offer any supports?
  • 2.3.5. Who in the service provider organization should be trained on HIFIS software? For example, Administrative Staff such as bookkeepers for funder reports, System Administrators to better understand HIFIS software, or managers and Executive Directors to pass on training to staff?
  • 2.3.6. When is a good time for the service provider to implement HIFIS (e.g. when to install, train staff, etc.)? Availability of staff for training can be a key determinant.
  • 2.3.7. What is the best way to transition from one database to another (if the service provider was using another system)?
  • 2.3.8. How can changes be facilitated in the client management procedures (e.g. book-ins, book-outs etc.)?
• 2.4. Once the above issues are addressed, the CC should be in a better position to oversee and assist the service provider in their implementation of HIFIS.
• 2.5. This phase may also be an opportunity to begin planning how / when some key deliverables will be prepared and submitted to the National HIFIS team, for example, a Work Plan, shelter list, signed DSPs, and Training Records.

Community Coordinator as Liaison Person

• 3.1. There are many participants / stakeholders who may be involved at various levels in the implementation of HIFIS. These include: Regional HIFIS PAs (primary contact); National Headquarters staff; HPS Service Canada staff (such as City Facilitator); local CABs or homelessness committees; Community Entity; provincial and municipal government officials; private sector partners; other funders; and a variety of service providers. One role the CC can play is to assist with the timely flow of HIFIS-related information between the relevant parties in their community.
• 3.2. The CC is asked to update the National HIFIS Team on what is happening in their area with such documents as: Work Plans; Data Sharing Protocols (DSPs); update reports; data exports; and a final report. Details of these documents are outlined in the contractual agreement with the HIFIS Initiative.
• 3.3. The CC may pursue strategic partnerships in their community as a means of building community capacity to implement and sustain HIFIS.

The Community Coordinator as a HIFIS Trainer and Technical Assistant

• 4.1. In the capacity of HIFIS trainer, the CC works with HIFIS users to identify their training needs and coordinate training.
• 4.2. The CC then helps to arrange the required training on the HIFIS software for the service provider. The CC can provide this training or request assistance from NHQ. Further training may be required as staff-turnover occurs within the HIFIS user’s organization. Experience has shown that the number of repeat visits can be reduced if sufficient time is allowed for the initial training session to be substantial and thorough.
• 4.3. The HIFIS Help Desk can assist CCs with technical issues by e-mail, phone or with Adobe Connect.
• 4.4. In those instances where an NHQ HIFIS staff-person is being used to train, the CC can liaise with the service provider to help organize the training.
• 4.5. In order to coordinate efforts, it is beneficial for the CC and the HIFIS team (particularly the Regional HIFIS PA) to have regular communication.
• 4.6. In consultation with the HIFIS team at NHQ, the CC may assist with the development of training tools on HIFIS software for the use of HIFIS trainers.
• 4.7. The CC may undertake an evaluation of the training sessions in order to understand the results, as well as to conduct any follow-up action that may be appropriate.
• 4.8. Upon completion of the training, the CC may help to facilitate HIFIS software integration into the day-to-day operations of the service provider.
• 4.9. The CC can assist the service provider in monitoring technical aspects of system functioning, speed, and database back-up procedures of HIFIS.
• 4.10. The CC may assist in developing customized reports on HIFIS usage and data for interested parties.

The Community Coordinator as a Facilitator of the HIFIS Data Sharing Protocol Process

• 5.1. The CC can be an important liaison between NHQ and service providers for the purpose of obtaining signed DSPs that allow the export of non-identifiable data from the service provider to the National HIFIS Team.
• 5.2. Once an aggregate community database is created, the CC can take on the management of data as guided by the DSP. Possible examples include responding to data requests from media or researchers.
• 5.3. A community interested in managing its own DSP (between the CC and Service Provider) will also need to reach agreement on a common data dictionary and interview guidelines. The CC can facilitate this process by assisting in the development of these documents and monitoring their usage.
• 5.4. At times, the CC may work with a Data Analyst (including an HPS Data Analyst) to analyze exported data and develop community reports.

The Community Coordinator as Data Analyst

• 6.1. The CC may assist in the design and development of a HIFIS Community Database.
• 6.2. The CC helps to ensure that data collection and data exports occur in a manner that is consistent with the DSP signed by the service provider.
• 6.3. The CC helps to identify and correct inconsistencies in the HIFIS Community Database.
• 6.4. CCs may wish to partner with organizations, local universities and researchers who have an expertise in data analysis.
• 6.5. The CC may access data from service providers to assist in such areas as data analyses, and developing Community Reports.
• 6.6. The CC may wish to look at previous examples of Community Reports for guidance on what is typically contained.
• 6.7. The CC may perform a variety of other tasks as required related to the manipulation and analyses of aggregated data and the interpretation of results. This assistance is provided in order to produce analytical reports for community stakeholders and the HIFIS team that are as accurate as possible.

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