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HMIS 101: How Does An HMIS End User Licenses Work?
How HMIS End User Licenses work
HMIS end user licenses (used to access AKHMIS) are provided to individuals at AKHMIS-participating organizations who need access to HMIS for their job responsibilities.
HMIS end user licenses are provided per individual. Anyone who needs to access AKHMIS must first complete training with the ICA to obtain their own license. Sharing of licenses or passwords is prohibited.
How to get a AKHMIS End User License
Supervisors are required to request the AKHMIS End User License and the BusinessObjects License for their staff via the AKHMIS Help Desk.
- Every individual must successfully complete prerequisite training to obtain an HMIS end user license: Privacy & Security Training
- New End User Training to learn how to navigate and enter data into AKHMIS (or Refresher Training, for returning users)
- Practice Cases
Both new and returning end users are required to participate in all training requested of them by ICA staff.
Once an end user has successfully completed training and demonstrated that they can meet data quality requirements through Practice Cases, they will be given access to AKHMIS.
What to do when an AKHMIS user no longer needs a license
Supervisors at participating organizations must advise ICA of AKHMIS end user staff turnover or changes in HMIS user responsibilities. Supervisors must notify the AKHMIS Help Desk within 24 hours of any HMIS end users termination of employment at an organization, so ICA can deactivate their license to prevent them from accessing the AKHMIS after they leave. Supervisors must also notify the AKHMIS Help Desk when an HMIS end user no longer needs access to any of their currently assigned projects in AKHMIS, as HMIS end users are kept to the minimum level of access to data in AKHMIS to preserve the privacy of clients.
End User License Cost
Every AKHMIS end user license incurs a yearly fee, currently paid for by the AK CoCs through HUD CoC and AHFC grants. The AK CoCs reserve the right to change the license acquisition and allocation process based upon funding availability.
BusinessObjects Licenses
The BusinessObjects license is an add-on license available to AKHMIS end users for increased reporting ability. The cost of a BusinessObjects license is paid for by the AK CoCs through HUD CoC and AHFC grants. The AK CoCs reserve the right to change the BusinessObjects license acquisition, allocation, and associated costs.
Annual End User Training Requirements to Maintain License
When HUD Data Elements and/or Alaska Data Elements changes occur, at the discretion of ICA, end users may be required to complete recertification training on data collection requirements, data entry workflow, or AKHMIS policies and procedures. End users who do not complete recertification training in a timely fashion may have their licenses suspended until training has been completed.