Background

The HMIS Account Update & Testing Form can be used for a variety of tasks to inform the HMIS Helpdesk about the user at your agency. Only Agency Administrators should submit this form on behalf of the users at your agency.

Topic Covered in This Article

Agency Information Section
HMIS User Section
HMIS Skill Test Information Section
Reminders

Agency Information Section:

Only designated HMIS Agency Admin (HMIS AAs) are to submit the HMIS Account Update & Testing Form. HMIS AAs are the first-tier support for their Agency Users and provide guidance on the required trainings for the User's access role. HMIS AAs also review and verify which Users at their agency will need HMIS access for their primary job responsibilities.

Agency Name

List the Agency Name set up in OC HMIS

Agency Administrator Name/Email

Designed Agency Staff that will take on the responsibilities of HMIS Agency Admin. This staff is responsible for managing HMIS access and user account set up for their agency.

List any other email addresses to send a

notification when this account is created

Additional notification emails (optional) any other staff who should be copied on account set up confirmations. For example, additional HMIS Agency Admins and/or HMIS Users.

HMIS User Section:

The HMIS Account Update & Testing Form is used for the following:

Setting up new HMIS Users
Updating User's access role
Approving Partner Agency's users to be granted to access to your agency
Transferring HMIS Agency Admin roles to new designed staff
Deactivating user accounts that no longer need HMIS access or is no longer employed with your agency

A new HMIS User	This is a new User at your agency that requires an account set up. There is a follow up question to verify if this User ever had an OC HMIS account. If so please select "Yes" and include the previous agency name so the HMIS Helpdesk can transfer over the User 's account. Additional follow up questions: Select the access role the User needs and verify if the User needs OC Coordinated Entry System (CES) access.
Completing the HMIS training again due to inactivity	If an HMIS User does not log into HMIS for 60 days, their HMIS account will be locked automatically. The User will receive a notification two (2) calendar days prior to the account being locked. The User will be required to complete the HMIS training to regain access to OC HMIS.
An exiting and active HMIS User who need Agency Administrator access	Users will need to complete the HMIS Agency Administrator Training prior to having their access role updated from Agency Staff to Agency Administrator.
An exiting and active HMIS User who need access to Individual and/or Family Coordinated Entry System	Users will need to complete the HMIS Coordinated Entry System (CES) Training prior to having their access role updated to access the CES. There is a follow up question to verify the User's primary role at your agency, this information supports the CES Lead/Admin Team with CES care coordination.
An exiting and active HMIS User who need access to my agency	The Primary Agency's HMIS AA will review and approve Partner Agency's Users to have access to their agency. The Primary Agency's HMIS AA will submit the form on behalf of their Partner Agency's Users. There is a follow up question to verify if this User can be granted delete access at your agency. If this access is granted, the User will be able to delete enrollments, files, locations or assessment under your agency.
An exiting and active HMIS User who needs a different access role (specify changes of access role in comments)	An example would be if a Read Only User completed the necessarily trainings to have their access role updated to Agency Staff with data entry access.
An exiting and active HMIS User who completed the Looker Training and need access to save in embedded Looker	This user will be granted additional access to have the option to save custom Looker reports in OC HMIS.
No longer in need of access to HMIS as part of their primary job duties	The user is still employed at your agency but at this moment does not need access to OC HMIS for their job responsibilities.
No longer employed at our agency	Please notify the HMIS Helpdesk as soon as you're made aware this User is no longer employed at your agency. This is to ensure OC HMIS is secured and only accessed by authorized personnel.
Other	Only use this option if the above options does not fit your request.

HMIS Skill Test Information Section:

If you selected one of the options below a HMIS Skill Test is required:

A new HMIS User
Completing the HMIS training again due to inactivity

What you'll need from the User that completed the HMIS Skill Test before filling out the HMIS Account Update & Test Form:

3 Test Client Unique Identifiers (Client ID)
2 Practice Agency Names the Test Clients were enrolled in (Project Name)
A pdf copy of the training site Program Roster

Reminders:

HMIS Agency Admins are advised to request the User's Online Training Transcript to verify they have completed the required training for their assigned HMIS access role.
Please review and ensure the information entered into the HMIS Account Update & Testing Form is accurate to avoid set up delays.
HMIS Agency Admins may include up to 5 User Set Up per form submission.