Homeless Management Information System
of Cincinnati/Hamilton County

Agencies must be a part of the Cincinnati-Hamilton County Continuum of Care for the Homeless.

• If you are a current or recent HUD SHP or ESG grantee, you are already considered eligible to participate.

• If you intend to apply for these funds in the next two years, contact the CoC Facilitator.
• If you are not a grantee, but you provide services to homeless clients, you may request permission to participate in HMIS; contact the CoC Facilitator.

Agencies must sign an agency agreement which specifies responsibilities and rights under the system, including the agency's obligation to data quality and client confidentiality.

> Sample of the Agency Agreement

> HMIS Policies and Procedures

> Sample Consent, Intake and exit forms, customizable for each agency

> User Agreement to be signed by each staff person accessing VESTA

> To request an agreement for your agency, contact VESTA technical support.

Agencies must pay a fee to contribute to the community wide costs of the system.

Fees are sliding scale, based on agency budget. Fees are billed annually in the quarter in which implementation occurs.

> See details on fees, financial assistance and benefits agencies recieve for participation.

Agencies must have computers that meet minimum hardware and software standards.

> Minimum computer standards.

A small stipend is available to reimburse agencies for a portion of the costs associated with computer equipment and connectivity. In simplest terms you must be able to "surf the internet" and view this page from the computer on which you wish to view VESTA.

> Information on the HMIS stipend available to reimburse selected computer costs.

> Some Hardware, Software and other technology Vendors and Discounts

Each user must sign an agreement, be approved, be trained, and the computer he/she is working on must be approved.

1. A User Agreement must be signed by each staff member assigned to do data entry in the system, and by his or her supervisor. Usernames and passwords are only assigned after this is recieved.

> Sample of the User Agreement. (Sign and fax back to HMIS)

2. Training: All users must recieve training in Policies and Procedures, Confidentiality and consent protocols and VESTA software prior to using VESTA. To schedule training, contact the training coordinator.

 

3. Each computer a user is working on must be approved.

> Minimum Standards for computers

4. A digital certificate must be installed on each approved computer. The digital certicate assures that only approved users at approved locations may access the VESTA software and HMIS data. If you have changed computers and need a new installation, contact HMIS support.

 

5. During the installation process, additional one-on-one training is available.