Training Protocol


image001.jpg  Homeless Management Information System (HMIS)

Training Registration Protocol

 

HMIS New User Training:


Training Calendar:

HMIS New User Trainings are offered on the first and third Thursdays of every month.  In addition, the third Monday of each month is available for New User agency-specific on-site training as needed.   These training dates are available on a shared Google document.  Agency Technical Administrators (ATAs) have access to the link to this calendar and can view it for training details and updates regarding openings.

Registration:

New employees (or those new to using HMIS) can contact hmis@thechicagoalliance.org to request a link to the New User Training Registration Form.  The link to the Google document will be sent to the New User. 

The New User will be asked to specify their ServicePoint user role and the programs they will be entering data for within HMIS.  In addition, the New User will specify the exact training date that they would like to attend.  The registration form includes information about the need to attend the selected training and emphasizes this expectation.  In addition, the form asks for the supervisor’s contact information to ensure that he or she will be notified if the New User does not attend the selected training.

Once the registration is reviewed by the Chicago Alliance to End Homelessness HMIS Team, a confirmation email will be sent to the New User via an Outlook meeting invitation.  The invitation will include the date, time, and location of the selected training along with other helpful information.  The New User is encouraged to “accept” this information to confirm its receipt.

Licensure of New Users:

HMIS New Users will participate in the specific training designed to familiarize them with the ServicePoint site and to train them in the Chicago HMIS Workflow.  Following their successful completion of training, the New User will receive their user name and password.  The New User will gain access to the ServicePoint site at the close of the in person training.

New Users are encouraged to remain active users within the HMIS ServicePoint site.  They are asked to log into the site within two weeks following their training.  The New Users are asked to remain engaged with the site and the data entry and review process to both ensure appropriate interface with it and the entry of quality information.

Ongoing Training and Support:

At the close of the HMIS New User Training, participants and provided with information regarding the HMIS New Users Forum.  This New Users Forum is scheduled in approximately two to three weeks following their participation in their initial training.  The meeting takes place via webinar and is structured to allow New Users to share feedback regarding their training experience and to highlight any challenges they are experiencing when attempting to independently enter data into or access ServicePoint.  The New Users are encouraged to participate and to share their questions and challenges.   This session’s goal is to add one more means of supporting New Users as they navigate ServicePoint.


HMIS Specialized Training for Current Users:

Training Calendar and Announcements:

The Chicago Alliance to End Homelessness HMIS Team is working to create ongoing, specialized trainings to address the needs of Current HMIS Users.  In addition, the team is developing trainings that will continue to build upon both their data entry and reporting skills. 

The ongoing trainings for Current HMIS Users are detailed on the HMIS Training Calender.  The ATAs have access to this calendar and also receive training announcements via email from the HMIS team.  ATAs are asked to communicate the training announcements and details to their programs. 

Trainings may also be highlighted within the System News in the ServicePoint site.  Current HMIS Users are encouraged to continue to access the site and to review the System News to ensure that they receive all of the related information.

Registration for In-Person Trainings:

Current Users can contact hmis@thechicagoalliance.org to request a link to the Training Registration Form.  In addition, this link is emailed to the ATAs and can be received from their agency representative. 

The Current User will be asked to complete the information on the Training Registration Form to participate in the selected training.  Their attendance in the selected training is important and they are asked to register only if they can participate.  The registration form asks for the supervisor’s contact information to ensure that he or she will be notified if their Current User does not attend the selected training. 

Once the registration is reviewed by the Chicago Alliance to End Homeless HMIS Team, a confirmation email will be sent to the Current User via an Outlook meeting invitation.  The invitation will include the date, time, and location of the selected training along with other helpful information.  The Current User is encouraged to “accept” this information to confirm its receipt.

Registration for Online/Webinar-based Trainings:

Webinar-based Trainings allow Current Users to register for each session via a Go-To-Webinar link.  Once they complete the registration process, they will receive an email that confirms their participation and provides a unique login to use to join the training. 

Webinar-based Trainings allow for a number of Current Users to participate in the presented session.  It is important that the Current Users register only if they can attend the selected session.  Their supervisors will also receive notification if they do not attend the scheduled session.

 

Feedback:

Each training concludes with an opportunity for the participant to share their feedback regarding the content and presentation of each session.  The Chicago Alliance to End Homelessness HMIS Team will review this feedback to continue to ensure that high quality sessions are provided to each HMIS User. 

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