HMIS User Access Policies & Procedures
This guide is available to help agency leadership and new HMIS trainees to understand the policies and procedures around user access to the Missouri Homeless Management Information System.
Requesting New Users
Only authorized representatives, as designated by the signatory of the Agency Partner Agreement, and the signatory of the Agency Partner Agreement, are able to request new users. A new user, for the purpose of this guide, is someone who does not currently have access to the Missouri HMIS under the specific agency.
When requesting a new user, there are a handful of things authorized representatives need to keep in mind. First, the standard new user training period is 14 calendar days. Our new user training is multi-step and requires that the trainee be able to pay close, undivided attention to the training materials. The amount of time required for each trainee varies based upon the different training(s) they need to complete and their proficiency in using computers and learning how to use new software. It is vitally important that users be able to demonstrate proficiency in using the HMIS training site prior to being granted access to the real HMIS site.
Our multi-step new user training includes the completion of a User Policies and Responsibilities form, receiving a passing grade on our Security & Privacy Awareness Test, our Data Standards Training Test, our MoHMIS Basics test, and the completion of a one to four step practice case. After each practice case step, an ICA representative will review the practice case to ensure it is completed properly. If any mistakes were made, the trainee will be required to make corrections before they're moved onto the next step or informed that they've completed their practice case. The 14-day period includes the time necessary for ICA to check the trainee's practice case. In the event that a trainee will need to complete more than one practice case, each additional practice case will have its own 14 calendar day training period.
When a new user request is submitted, ICA will review the request to ensure that it has been properly completed and determine if an HMIS license is currently available that can be set aside for the individual. If a license is available, the user will be sent the first steps of their training and the authorized representative who requested their access will be copied on that email. That email will include the date by which the initial steps and first practice case must be completed, as well as if we anticipate that the trainee will be required to complete more than one practice case due to the wide variety of projects for which they will have access. If a license is not currently available to be set aside for the individual, the authorized representative who submitted the new user request will receive notification from the region's manager which will outline the steps in requesting an additional license.
If the user does not complete the steps by the deadline included in the email, their training will be considered closed. If the individual still needs training once the 14-day period has ended, a designated authorized representative will need to submit another User Access Request form, at which point the process will restart from the beginning. Please note that there is no automatic notification when a user does not complete their training within the 14-day window. At any time in the process, authorized representatives can contact the helpdesk to inquire about a user's progress in training.
Authorized representatives can access the User Access Request form here. If you have any questions about the new user policy or the User Access Request form, you can contact our helpdesk.
Modifying Current Users
A current user, for the purpose of this guide, is someone who currently has access to the Missouri HMIS under the specific agency. If a user has access to the Missouri HMIS under another agency, they are considered a "new user" for the other agency.
To request access rights changes for current users, authorized representatives also utilize the User Access Request form. Depending upon the changes requested, the user may or may not be required to complete additional training. If they are, they will be notified and will have 14 days to complete the training. If they do not complete the training, the adjustments will not be made and a new User Access Request form will need to be submitted.
Removing Current Users
In accordance with the Agency Partner Agreement, agencies must notify ICA within 3 business days when a user no longer needs access to the HMIS. This includes when a user changes positions within the agency and no longer needs access, as well as when an individual leaves the agency. ICA is able to program, in advance, the deactivation of a user account, so we are able to accept advance notice, too. Notifications should be sent via email to mohmis@icalliances.org or by contacting us here.