Annual HMIS security Training

1. Annual HMIS security Training The Institute for Community Alliances

2. Training overview • 1. Training Purpose • 2. User Responsibilities • 3. Security and Privacy Essentials • 4. WISP System Security Features • 5. WISP Policies • 6. Data Visibility Explained

3. Training purpose • Resources: • WI Policies: • http://www.icalliances.org/index.php/data-and-reports/pit/doc_download/559-hmis-policy-and-procedure-may-2014 • HUD HMIS Data Standards/Data Dictionary: • https://www.onecpd.info/resources/documents/HMIS-Data-Dictionary.pdf • 1. All users are required to attend annual security training to retain their WISP license (Page 7 of HMIS Policies and Procedures Manual updated 5/15/2014.) • 2. Training is based on privacy and security standards set forth in the HUD Data Standards and by the Wisconsin HMIS Advisory Board. • 3. Forthcoming changes from HUD will be incorporated in the near future.

4. User responsibilities • Take appropriate measures to prevent unauthorized data disclosure. • Report any security violations. • Comply with relevant policies and procedures. • Input required data fields in a current and timely manner. • Ensure a minimum standard of data quality by accurately answering all the HUD Universal Data Elements for every person entered into HMIS. • Inform clients about the agency’s use of HMIS. • Take responsibility for any actions undertaken with one’s username and password. • Complete required training. • Read the WISP News email newsletter.

5. Security and privacy essentials • NEVER share your username and password with anyone. • NEVER share your password with HMIS System Administrators. • NEVER rely on Post-It Note security. • Do not set your internet browser to save your WISP password. • Do not access WISP client data on a public computer (i.e. library.) • Do not access WISP client data in a public setting (i.e. coffee shops.) • Do not access WISP client data over unsecured public wi fi (i.e. free city wifi.) • Do not access WISP on computers that do not have locking screens.

6. Wisp system security features • User passwords are a minimum of 8 characters long, with a minimum of 2 numbers. • Strong passwords are important: https://howsecureismypassword.net • Passwords expire every 45 days. • Passwords can be alternated, meaning only two distinct passwords are necessary. • WISP System Admins do NOT know your passwords. • WISP is equipped with an audit trail tool that tracks all successful and unsuccessful log-in attempts, including user, IP Address, date and time, and client data access (adds, deletes, views.) • WISP is encrypted and secure:

7. WISP POlicies WISP Privacy and Security standards are set forth in Section 3 (pages 16-21) of Wisconsin Statewide HMIS Policies and Procedures Manual. Key Items (Not an Inclusive List:) • Client level data/personally identifiable information (PII) should be extracted from HMIS only in very limited and specific cases (3.1). • Hard copies of client data should be extremely rare and destroyed immediately after it has been used. Hard copies must never be left unattended or unsecured (3.1). • Electronic copies must be stored securely and accessible only via password protected means (3.1). • ICA does not generate ART reports with client names or SSNs and will not do so in the future (3.1, 3.2).

8. WISP Policies, Continued • Only de-identified aggregate data will be released by ICA, with limited exceptions (3.2). • Grantors and funders are not granted automatic access to WISP. Access by funders is only allowed when agreed upon in writing by both parties and must be a voluntary agreement. That is, funding must not be contingent upon access to client level WISP data (3.3). • All persons subject to data collection in WISP must be able to access the Baseline Privacy Policy upon request (3.4). • All persons subject to data collection in WISP have the right to inspect their data in the system for accuracy and request changes where evidence is provided that data are inaccurate or incomplete (3.4). • WISP users found in violation of any security protocols will be sanctioned after a review of the violation (3.7).

9. Wisp data visibility explained • Access to client level data and information is determined by the structure of two primary system elements: • User Access Level • Provider Setup

10. Wisp data visibility explained - USERS • Your user access level will have an impact on what elements of the system you can see.

11. Wisp data visibility explained - Provider

12. WISp Data visibility explained – provider

13. WISP Data Visibility Rules • The user can always see the data the parent provider has entered (i.e. a Level 3 provider can see data entered at the Level 2 provider.) • The user can always see their own provider’s data (including data entered while using Enter Data As function.) • An agency administrator can always see the provider data entered. • System Admin IIs (ICA staff) can see every provider’s data, even closed data. • Data visibility changes are not retroactive. • If the item has a lock icon attached, it has its own distinct security settings that can be set and adjusted. • Each data element has its own security setting, determined by its assessment security:

14. WISP Data Visibility – The Locks • 1. Open • Information is available/visible to all providers. Known also as “Global” sharing. • 2. Open with Exceptions • Information is available/visible to all, EXCEPT those listed in the Deny Groups section of Provider Admin. • 3. Closed with Exceptions • Information is not available/visible to anyone, EXCEPT those listed in the Visibility Groups section of Provider Admin. • 4. Closed • Information is not available to anyone outside that specific provider.

15. Wisp data visibility – Changing the locks • Client data visibility can be changed on a client by client basis. • Changes can be made from the default to another desired setting. • Changes made at a client level do NOT alter or change the Provider visibility setting defaults.

16. WISP Data visibility – Green or Red? • Common* Green Lock/Open Items • Profile • Household • Demographics • Universal Data Elements • Shelter Stays • Services • Referrals • Program Entry/Exit** • Common* Red Lock/Closed Items • Case Notes • File attachments • Case Plans/Goals • Program/Agency Specific Data Elements *Denotes the typical settings, will vary by agency and program type

17. Questions? General Help Desk: wisp@icalliances.org Northeast Region Coordinator: Jennifer.Allen@icalliances.org Northwest Region Coordinator: Carrie.Poser@icalliances.org Southern Region Coordinator: Maggie.Carden@icalliances.org Milwaukee CoC: Nancy.Monarrez@icalliances.org Racine CoC: Adam.Smith@icalliances.org www.icalliances.org/wisconsin