HMIS 101: How To Become A Participating Organization In AKHMIS

AN ORGANIZATION THAT WANTS TO BEGIN PARTICIPATING IN AKHMIS

If an organization wants to become a participating agency in the AKHMIS, their representative will need to complete the required new organization paperwork before getting set up to enter data in AKHMIS.

The new organization should contact ICA (Institute for Community Alliances) to start the enrollment process. Organizations will need to complete the following paperwork:

• AKHMIS Organization Partnership Agreement: Must be signed by each CHO's (Covered Homeless Organization) Executive Director on an annual basis. ICA will retain the original document. The AKHMIS Organization Partnership Agreement states the Organizations commitment to adhere to the policies and procedures for effective use of the AKHMIS.
• Alaska CoC Statewide Interorganizational Data Sharing and Coordinated Services Agreements: Must be signed by the Executive Director of each CHO participating in data sharing related to the AKHMIS.
• Complete a New AKHMIS Organization Request.
• Create a new Project Request: A New AKHMIS Project Request form must be submitted for each project needed by the organization.

Once all the required new organization paperwork has been completed, ICA will begin the process of configuring the organization's providers/projects in AKHMIS. When that process is complete, ICA will contact the organization with provider/project setup details and the organizations users may begin New End User Training.

Please note that the process of getting a new organization created in AKHMIS may take several weeks to be fully completed once all participating organization paperwork has been received. Users from new organizations are not able to begin New User Training until this setup process is complete.

AN ORGANIZATION THAT IS CURRENTLY PARTICIPATING IN AKHMIS AND NEEDS TO HAVE A NEW PROVIDER/PROJECT CREATED

If an organization is already participating in AKHMIS and have a new project or funding source, the organization representative should submit a New AKHMIS Project Request that will allow ICA to configure data collection appropriately for the new provider/project in AKHMIS. If a project will operate in more than one Continuum of Care (CoC), one form will need to be completed for each CoC.

Please have the following information available when completing the New AKHMIS Project Request form:

• The staff person at your organization who can provide accurate information and answer questions about the project;
• Knowledge of the funding source, including when the grant starts/started;
• For federally-funded projects, the grant identifier from the contract or grant; and
• For shelters and housing projects, knowledge of the number of beds and units per this funding source.

If questions arise while completing the form, please contact the AKHMIS Help Desk for assistance.

AN ORGANIZATION THAT NEEDS TO ENTER DATA OR REPORT ON BEHALF OF ANOTHER ORGANIZATION

If an end user from one organization needs to access data in another organizations providers, the two organizations can enter into a Coordinated Services Agreement that will coordinate client-level data entry and allow an end user to enter data on behalf of and/or report on behalf of another organization. If your organization needs a Coordinated Services Agreement, please contact the AKHMIS Help Desk.