TITLE

Homelessness and Poverty Data & Analytics Advisory Committee

Working Title: Data & Analytics  Advisory Committee

CHARTER DATE

TBD

TIMELINE

Ongoing

OBJECTIVE

Create and maintain a committee made up of stakeholders and participating Homeless Management Information System (HMIS), OPUS agencies that will focus on advising the Data & Analytics Team and the Poverty and Homelessness Board on improvements to the Homeless Management Information System, analysis (Tableau dashboards, data quality reports, system-wide reports), adjacent or partner systems, and prioritization of work. The HMIS Agency Admin group acts in an advisory capacity to the Data & Analytics Advisory Committee.

MEETING FREQUENCY

The HMIS Stakeholder Committee will meet monthly or as needed, but not less than 4 times per year. Meeting frequency may be adjusted.

SPONSORS

Lane County Poverty & Homelessness Board 

ROLES & RESPONSIBILITIES

The Data & Analytics  Advisory Committee will:

• Acts as liaison between the Poverty & Homelessness Board (PHB) and the HMIS Lead Agency, with the following responsibilities:
  • Reviews data quality reports and recommends a quality improvement program to the PHB.
  • Takes appropriate action to ensure accountability and improved performance per approved program.
• Acts within the scope of  federal requirements, as well as state and local requirements
• Supports and protects the rights and privacy of service users.
• Collaborates with the HMIS Lead on all policies the HMIS Lead is required to develop including Privacy, Security, and Data Quality Plans as required by federal regulation.
• Conducts an annual review of HMIS performance and functionality, using the HMIS work plan to measure progress.
• Reviews, revises and recommends an HMIS data privacy plan, data security plan, and data quality plan
• Reviews HMIS administration and recommends any changes needed to ensure compliance with HUD requirements
• Makes recommendations to ensure consistent participation in the HMIS by CoC and ESG recipients and sub-recipients.

• Advises the Poverty &Homelessness Board on recommended improvements related to the Homeless Management Information System (vendor capacity and system evaluation, data collected, data quality, analysis, user support, data privacy)             
• Approves HMIS Policies & Procedures
• Approves HMIS access to new Participating Agencies 
• Advises the Poverty and Homelessness Board on system status
• Advises the Data & Analytics Team on dashboard prioritization
• Reviews HMIS Security Incidents
• Participates in the bi-annual evaluation of the system  

SCOPE

The Lane County Homeless Management Information System and other adjacent or partner systems supported by the Lane County Human Services Division Data & Analytics section

OPERATING PRINCIPLES

The Data & Analytics Advisory Committee is committed to the standards set by the Governance Charter of the Poverty & Homelessness Board (PHB). All members adhere to established agreements and ground rules. When guidance is not established, the HMIS Stakeholder Committee will follow basic Robert’s Rules of Order.

The Data & Analytics Advisory Committee is committed to the HUD HMIS Data Standards and companion standards for the other Federal funding partners. 

All reasonable efforts will be made to ensure meetings are accessible for all members, including those with disabilities. Conference Call venues will be standard. If meeting in person, reasonable efforts should be made to allow for flexibility with meeting format, location, etc. Meeting date/time/location will be determined by the group and will consider accessibility and convenience for members to the greatest extent possible.  

DECISION PATH & AUTHORITY

The Data & Analytics Advisory Committee is authorized to recommend dashboard prioritization to the Data & Analytics team. Following a vendor evaluation, the HMIS Stakeholder Committee is authorized to recommend the status quo or a request for proposals to the Poverty & Homelessness Board (PHB). Changes to policy or procedures related to HMIS reviewed and the recommendation(s) will be submitted to the PHB (CoC Board) for approval. If resource allocation is needed for implementation, they will be presented to the PHB Board for final approval. Committee decisions will typically be based on a consensus process of those members present. If there is a specific decision that must be made and there is no consensus, the decision will be made by Lane County staff.

TEAM SUPPORT AND LEADERSHIP

The All member PHB will provide support and guidance for the Data & Analytics Advisory Committee, including:

• Providing feedback and final approval for work plans designed by the group
• Promotion and support for approved committee plans
• Oversight with respect to the designated plans

MEMBERSHIP

The Data & Analytics Advisory Committee voting membership shall consist of the following seats:

1. Poverty & Homelessness Board member
2. Data Quality or HMIS End user
3. Data Quality or HMIS End User
4. HMIS Agency Administrator
5. HMIS Agency Administrator
6. Local Government
7. Local Government
8. CoC Lead
9. Coordinated Entry Lead
10. HMIS Lead
11. HMIS System Administrator
12. Technology Services Business Analyst

Membership will consist individuals with interest in the following areas

• Technology
  1. Data visualization
  2. End-User support
  3. Data Privacy 
  4. System Capacity and Functionality
• Project Type
  1. Community Service Centers
  2. Homeless Day Access Centers
  3. Street Outreach 
  4. Emergency Shelters
  5. Transitional Housing
  6. Rapid Rehousing
  7. Permanent Supportive Housing
  8. Rental Assistance 
  9. Front Door Assessors
  10. Homelessness Prevention 
  11. Energy Assistance
  12. Rental Assistance
• Population
  1. Veterans
  2. Families, Singles or Youth
  3. Black, Indigenous, People of Color (BIPOC)
  4. Gender
  5. Low-income
  6. Homelessness

Additional members may participate in an advisory, non-voting manner as requested by the voting membership. 

The subcommittee shall nominate and select a sitting committee member to be the Chairperson of the subcommittee. The responsibilities of Chairpersons include convening and presiding over meetings, developing meeting agendas, identification and recruitment of members from the public to ensure wide community representation, and providing reports to the PHB as requested.

SELECTION PROCESS

Members with full membership authority may nominate individuals with expertise related to the scope of work to join the committee.  Nominees shall complete a simple application to document this expertise. The group may also open the application process to the public. Through discussion, the group will select nominees to recommend for addition to the committee. Final nominee(s) will be brought before the full PHB for approval.

STAFFING

A staff person from the Human Services Division will be available for support. This person may assist in organizing meeting date/time and location, agenda setting, providing necessary materials, recordkeeping, and overall facilitation, as requested. Materials will typically be sent at least one week prior to the next meeting date. 

MEMBER ACCOUNTABILITY

Each committee member is responsible for fully and actively participating in the work of the committee in order to achieve the goals as described in this charter and subsequent work plans. Each member accepts their responsibilities diligently and agrees to carry their share of the group’s work. Members unable to meet obligations may suggest a replacement or alternate, to be approved by the membership. 

TERMS

Members shall serve for a term of one year. Terms may be renewed upon approval of the full PHB. Terms shall typically run on the calendar year.