HMIS - Homeless Management Information System

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

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.

Participating Agencies

Advocates for Mental Ill Housing                              Placer County Health & Human Services

City of Roseville                                                        Project Mana

Community Beyond Violence                                    Roseville Home Start

Connecting Point                                                       Salvation Army - Grass Valley

Everyone Matters Ministries                                      Salvation Army - Roseville

Foothill Hospitality House                                          SPIRIT

FREED                                                                       St. Vincent de Paul

KidsFirst                                                                     Stand Up Placer

Lazarus Project                                                          The Gathering Inn

Nevada County Behavioral Health                             Thurmond Consulting                   

Nevada County Dept. of Social Services                   Volunteers of America of Northern California and Northern Nevada

Nevada County Health & Human Services

Resources & Forms 

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

​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 & 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)