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Homeless Continuum
of Care
for Roseville, Rocklin,
Placer & Nevada Counties

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 Homeless Resource Council of the Sierras region, including required US Department of Housing and Urban Development (HUD) reporting.


Below are the resources and forms used by participants in the Homeless Resource Council of the Sierras HMIS program. 


License Documentation

HRCS Policies & 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


For new HMIS end users:
End user agreement
 

Coordinated Entry

Nevada-Placer County Vulnerability Assessment Tool

Nevada County Coordinated Entry Paper Form

Placer County Coordinated Entry Paper Form

HMIS By Name List Access

By Name List - Pending Housing & Exit Workflow 
Exit Form - Coordinated Entry


Resources for Data Collection

HMIS Data Collection Forms
Client Release of Information
Entry Form – ES, SO, & PATH SO
Entry Form – PSH, RRH, TH, & HP
Exit Form – All Projects (except HP)
Exit Form – HP
• Annual Assessment
Update Form

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


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 screen shots)

Interim and Follow Up Review Workflow SP5.11

Managing Households - Workflow

Receiving a Referral Workflow

Referral Workflow for End-Users 5.11.x

ROIs & Visibility Explanation

Service Transactions Workflow

SkanPoint Data-Entry Workflows

Update-Annual Assessment Workflow



Program Specific Workflows

Rapid Rehousing Workflow

Shelter Point v. 5.2.3 Data Entry Workflows

Street Outreach Diagram

Street Outreach Workflow SP5.11.x

 
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


Chronic Homeless Definition

HUD's Definition of Chronic Homelessness

HUD's Definition of Chronic Homelessness – Flowchart

Understanding Chronic Homelessness SP 5.12.x



System Performance Measures

System Performance Measures - Introductory Guide

System Performance Measures - Performance Measures in Context

 
Reporting Resources

CoC APR Guidebook - Excerpt

CoC APR Technical Notes and Training Tips

Sage - Coc APR Guidebook

Data Completeness Report (0252)