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1、FUNCTIONAL and TECHNICALREQUIREMENTSDOCUMENTHMIS Implementation Project Implementation Collaborative On behalf of Continuum of Care Continuum of Care Continuum of Care Continuum of CareMonth, YearDeveloped by:Functional Requirements Document Authorization MemorandumI have carefully assessed the Func
2、tional and Technical Requirements Document for the (System Name). MANAGEMENT CERTIFICATION - Please check the appropriate statement._ The document is accepted. _ The document is accepted pending the changes noted._ The document is not accepted.We fully accept the changes as needed improvements and a
3、uthorize initiation of work to proceed. Based on our authority and judgment, the continued operation of this system is authorized._NAMEDATEHMIS Project Manager_NAME DATEHMIS Lead Agency Director_NAMEDATECoC Chair/ Co-Chair_NAME DATECoC Chair/ Co-ChairFUNCTIONAL REQUIREMENTS DOCUMENTTABLE OF CONTENTS
4、Page #1.0GENERAL INFORMATION11.1Purpose11.2Scope11.3Project References11.4Acronyms and Abbreviations11.5Points of Contact11.5.1Information and Coordination12.0CURRENT SYSTEM SUMMARY23.0FUNCTIONAL REQUIREMENTS AND USER IMPACTS23.1Summary of Functions23.1.1Functional Requirements33.2Summary of User Im
5、pacts43.2.1User Organizational Impacts43.2.2User Operational Impacts53.2.3User Developmental Impacts54.0PERFORMANCE REQUIREMENTS54.1Specific Performance Requirements54.1.1Accuracy and Validity54.1.2Timing64.1.3Capacity Limits64.1.4Failure Contingencies65.0ADDITIONAL SYSTEM REQUIREMENTS65.1System Des
6、cription65.2Systems Integration75.3Customization and Flexibility76.0EQUIPMENT AND SOFTWARE76.1Equipment76.2Software86.3Communications Requirements86.4Interfaces87.0SECURITY8NOTE TO AUTHOR: Highlighted, italicized text throughout this template is provided solely as background information to assist yo
7、u in creating this document. Please delete all such text, as well as the instructions in each section, prior to submitting this document. ONLY YOUR PROJECT-SPECIFIC INFORMATION SHOULD APPEAR IN THE FINAL VERSION OF THIS DOCUMENT.The Functional Requirements Document provides the user a clear statemen
8、t of the functions required of the system in order to solve the CoCs information problem.Light blue highlighted text throughout this template identifies where your CoC will need to inject or customize information.1.0 GENERAL INFORMATION1.1PurposeThe purpose of this functional and technical requireme
9、nts document is to provide documentation to prospective HMIS solution providers on the requirements of to implement and operate a Homeless Management Information System.1.2ScopeThis Functional and Technical Requirements Document will outline the functional, performance, security and other system req
10、uirements identified by the as the proposed information system solution for a Homeless Management Information System.1.3Project ReferencesKey documents needed as supporting references to this document are listed below and must be taken into consideration by prospective solution providers while respo
11、nding to the details outlined in this document: Housing and Urban Development (HUD) Homeless Management Information System (HMIS) Data and Technical Standards, July 20041.4Acronyms and Abbreviations1.5Points of Contact1.5.1Information & CoordinationProvide a list of the point(s) of organizational co
12、ntact (POCs) that may be needed by the prospective solution provider for informational and coordination purposes. Include type of contact, contact name, department, telephone number, and e-mail address (if applicable), and project oversight function. POCs may include HMIS Lead Agency Staff, CoC Lead
13、 Agency Staff, or CoC subcommittee member (if any portion of the implementation process is going to be overseen by the subcommittee member). Oversight responsibilities include software implementation and training, financial administrator, problem resolutions, etc. Below is a list of Point of Contact
14、s relevant to this project:Contact NameContact TypeDepartment Telephone NumberEmailOversight FunctionHMIS Lead AgencyImplementationFinancialTrainingCoC Lead AgencyGeneral GovernanceHigh Level DecisionsProblem Resolution2.0 CURRENT SYSTEM SUMMARYThe does not currently have a community-wide data colle
15、ction system. 3.0 FUNCTIONAL REQUIREMENTS AND USER IMPACTSIn this section, list and describe the functions you want your HMIS to be able to do. Describe proposed data collection and flow. If functions from an existing system are to be incorporated, describe these functions. Explain (in non-computer-
16、oriented language) how the proposed system will interact with the service delivery system it is meant to support. Identify products and other systems that will be could be used with, or become part of, the proposed system. Describe the relationship between the project and other community capacities
17、being developed concurrently. 3.1Summary of FunctionsThe requires a technology based solution for a community-wide data collection and management system whose primary function is to: Expedite and streamline the process of delivery of service to homeless individuals and families Determine the size an
18、d scope of the homeless problem at the local level Assess service needs and gaps across the community Plan services and programs appropriately to address local needs Measure progress in addressing homelessness Measure performance of individual programs and the system as a whole3.1.1Functional Requir
19、ementsIn order to accomplish the above articulated need, the requires a community-wide data collection and management system that includes the following functionality: Client Management Services Client specific tracking of intake process, including program entry and exit Socio-demographic data, incl
20、uding capacity to record family and household relationships Retention of client specific historical data Outreach Program Client Management: Ability to house incomplete records with a process for adding records to primary database when record is indicated complete Case Management Client specific ass
21、essment of needs Retention of client specific historical data Ability to track client specific goals and outcomes Ability to share client level data across agencies Flexibility for data sharing to accommodate agency selected data element masking (ability to close part or all of a client record to ot
22、her agencies), including the ability to impose time limits on the sharing of all or part of a client record Service Tracking Service Delivery Management: Ability to document and retain history of client specific services received by client, including ability to document planning, scheduling and foll
23、ow up on delivery of services Referral Management: Ability to document and retain history of client specific referrals, including follow up, reminder capabilities, and status/outcome Bed Management Day-to-day management of community bed capacity at the agency level Capacity to house real time inform
24、ation on availability of community housing capacity, including private landlord units (Housing Registry) Information and Referral Real time link to communitys Information and Referral database of available resources (i.e., 2-1-1) OR capacity to build and maintain an integrated I & R within the commu
25、nitys HMIS Electronic submission of applications for mainstream resources Benefits eligibility assessments HUD HMIS Data and Technical Standard Compliancy System must meet all of the compliancy standards for data collection as well as the baseline compliancy standards for privacy and security outlin
26、ed in the HUD HMIS Data and Technical Standards Reporting Capacity Capacity to generate program, agency, community, and, if applicable, collaborative level reports. Standard, built-in reports and forms required by the U.S. Department of Housing and Urban Development(HUD), including the SHP Annual Pr
27、ogress Report, HUDs Annual Homeless Assessment Report (AHAR) table shells, data validation reports, an unduplicated client count report, and basic client demographic reports Integrated ad hoc reporting capacity that maintains user level security restrictions while allowing for user flexibility in ch
28、oosing tables and fields as well as filtering and conditional report aspects. Capacity to import and export data through XML and CSV formats, including ability for regular, community initiated imports and exports and ability to securely strip data of identifiers and manage data transmission while in
29、suring a high accuracy of un-duplication rate. System Security Integrated technical safeguards to ensure a high level of privacy and security, including Back end server(s), including data encryption and transmission Administrator controlled user name and password access Automatic timeout/log-off Adm
30、inistrator controlled user level read, write, edit and delete capabilities Administrator controlled user level module and sub-module access Automated audit trail Information Security Industry Standard encryption and SSL certifications (currently 128-bit) All technical safeguards required to be HIPAA
31、 compliant All security safeguards required for compliancy to the HUD HMIS Data and Technical Standards3.2Summary of User ImpactsThe purpose of this section is to summarize the anticipated impacts and associated costs (detailed in the following subsections) of the proposed system on the existing org
32、anizational and operational environments of the user, as well as to the user during the development of the system. Organizational impacts may include the modification of responsibilities and the addition or elimination of responsibilities that will be necessary to use the proposed system.Use the Sta
33、ffing Worksheet and the HMIS Staffing Models document in your workbook to identify new staff for the HMIS and/or any new roles and responsibilities for existing staff.3.2.1User Organizational ImpactsThe project will require at least one new staff position at the HMIS Lead Agency whose sole responsib
34、ility is the administrative, project management, and training duties of the HMIS on behalf of the Continuum of Care. Financial management of the HMIS will be overseen by the finance department of the HMIS Lead Agency.Additionally, a new data (HMIS) governance structure has been put in place to overs
35、ee and manage the communitys data. This new structure replaces the idealism of “sole source” data in agency silos with “community source” data that provides cross-agency data for planning and evaluation. Oversight of the HMIS will be regulated to a HMIS subcommittee of the CoC and monitoring of the
36、HMIS will be performed by the CoC Monitoring committee.Agencies will continue to have access to their data and reporting, but publication of community-wide data will be authorized by the CoC.3.2.2User Operational ImpactsIn anticipation that the HMIS will eventually replace a variety of agency-level
37、manual, homegrown or less technologically advanced client management systems, a primary organizational impact for agency-level staff will be the external administration and oversight of their data and collection processes. While some supporting manual processes are likely to remain, agencies will be
38、come dependent on staff external to their agency (i.e., the HMIS Lead Agency staff) to ensure the availability and usability of a system upon which they will heavily rely. This organizational impact will inherently cause some angst on behalf of the agency-level staff and has been acknowledged and ad
39、dressed through Agency Participation Agreements.Users will interact with the system in real-time via the web. Agencies will be expected to acquire and maintain a secure and reliable internet connection adequate to facilitate data entry by their staff. Questions on the software and data entry will be
40、 facilitated by the HMIS Lead Agency as opposed to direct contact with the software vendor. Agencies will need to alter their intake forms and internal processes to accommodate the expected data collection and data entry, including timeliness protocols set forth in the HMIS Policy and Procedures Man
41、ual. To meet compliancy standards, data will be collected and documented in the HMIS on all clients and will meet the CoCs Data Quality Standard also set forth in the HMIS Policy and Procedures Manual.In the event of staffing complications or natural disasters, agencies will maintain a manual intake
42、 and assessment process which will be sufficient to complete the data entry upon staffing or natural disaster resolution.3.2.3User Developmental ImpactsAll users will be required to participate in a series of trainings prior to access to the system, including basic HMIS, ethics, client privacy and c
43、onfidentiality, data security, and software.Agencies may continue a parallel system based on their prior data collection processes until such time that the new system is deemed stable. 4.0 PERFORMANCE REQUIREMENTSThis section provides a detailed description (in non-computer-oriented language) of the
44、 performance requirements of the proposed system.4.1Specific Performance Requirements4.1.1Accuracy and ValidityThe system will employ numerous data quality assurance techniques, including but not limited to: Input masks Drop down lists with standard responses Record data completeness requirements Ba
45、sic data logic warnings (i.e., Gender: Male with Pregnancy status: Y)4.1.2TimingThe system will be available online 24 hours per day, 365 days per week with the exception of scheduled and pre-notified system maintenance downtimes. Data will become immediately available for use, both during input and for reporting unless otherwise negotiated with the hosting vendor. The hosting vendor will ensure that system resour
