Homeless Management Information System

HMIS

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HMIS - Homeless Management Information System

Since 2004, HUD has required recipients of Continuum of Care (CoC) Program funds to collect electronic data on their homeless clients in a Homeless Management Information System (HMIS). HMIS is a locally administered electronic data collection tool used to record and store client-level information about the numbers, characteristics, and needs of persons who use homeless housing and supportive services or homelessness prevention services.

HMIS is essential to efforts to coordinate client services and inform community planning and public policy. Through HMIS, homeless individuals benefit from improved coordination within and among agencies, informed advocacy efforts, and policies that result in targeted services. Analysis of information gathered through HMIS is critical to the preparation of a periodic accounting of homelessness in the Homeless Resource Council of the Sierras region, including required US Department of Housing and Urban Development (HUD) reporting.

Participating Agencies

Adult Protective Services – Placer County

Adult System of Care

AMIH

Bright Futures for Youth

City of Roseville

Community Beyond Violence

Connecting Point

Everyone Matters Ministries

FREED

The Gathering Inn

Hospitality House

Kids First

The Lazarus Project

Nevada County Behavioral Health

Nevada County Dept. of Social Services

Nevada County Health & Human Services

Nevada County Superintendent of Schools

North Tahoe-Truckee Homelessness Services

Placer County Health and Human Services

Placer County Human Services

Project GO

Salvation Army - Roseville

Sierra Community House

SPIRIT

Stand Up Placer

St. Vincent de Paul

Turning Point

Unity Care

Volunteers of America

Whole Person Care

Resources and Forms (This section is being updated)

License Documentation

HRCS Policies and Procedures Manual for HMIS

For New HMIS Participating Agencies:

  • Participation Agreement
  • Profile Form
  • Security Certification
  • Security Officer Declaration
  • Sample Privacy Statement
  • Authorized Users
  • End-User Account Request/Termination

Resources for Data Collection

Resources for Data Entry

  • Adding an Anonymous client
  • Case Management Workflows
  • Entry-Exit Workflow - Household SP5.11
  • Entry-Exit Workflow - Individual SP5.11
  • HUD Verification in ServicePoint
  • Interim and Follow-Up Review Workflow (Mediware Screenshots)
  • Interim and Follow-Up Review Workflow SP5.11
  • Managing Households - Workflow
  • ​WellSky Household Presentation April 2019
  • WellSky Re-Entering Client Duplicate Client Method
  • Receiving a Referral Workflow
  • Referral Workflow for End-Users 5.11.x
  • ROIs and Visibility Explanation
  • Service Transactions Workflow
  • SkanPoint Data-Entry Workflows
  • Update-Annual Assessment Workflow

Reporting Resources

  • CoC APR Guidebook - Excerpt
  • CoC APR Technical Notes and Training Tips
  • Sage - CoC APR Guidebook
  • Data Completeness Report (0252)

Chronic Homeless Definition

  • HUD's Definition of Chronic Homelessness
  • HUD's Definition of Chronic Homelessness – Flowchart
  • Understanding Chronic Homelessness SP 5.12.x

Program-Specific Workflows

  • Rapid Rehousing Workflow
  • Shelter Point v. 5.2.3 Data Entry Workflows
  • Street Outreach Diagram
  • Street Outreach Workflow SP5.11.x

Projects for Assistance in Transition from Homelessness (PATH)

The Projects for Assistance in Transition from Homelessness (PATH) program provides funds to each state, the District of Columbia, Puerto Rico, and the U.S. Territories of the Northern Mariana Islands, Guam, American Samoa, and the U.S. Virgin Islands to support services for individuals with a serious mental illness, as well as individuals with a serious mental illness and substance use disorder, who are experiencing homelessness or at risk of homelessness.

  • PATH Program HMIS Manual 2018
  • PATH Program Annual Report Manual
  • PATH Project workflow (Mediware)
  • PATH Report Mediware-Service Point

System Performance Measures

  • System Performance Measures - Introductory Guide
  • System Performance Measures - Performance Measures in Context

HUD HMIS Data Guidelines

  • CoC Program HMIS Manual - 2018
  • Data Collection Guide: Quick Reference Tool
  • HUD Data Standards Manual
  • HUD Data Dictionary
  • ESG (Emergency Solutions Grants Program) HMIS Program Manual 2018