Homeless Management Information System (HMIS)

What is HMIS and how can it help us end homelessness?

The Homeless Management Information System (HMIS) is an electronic database used to house characteristic and service needs information of individuals experiencing homelessness. The program was developed in in response to a mandate by Congress requiring states to collect data in order to receive funds from the Department of Housing and Urban Development (HUD) to address homelessness.

Why is this necessary?

Every two years, Sacramento Steps Forward (SSF) leads the community in conducting a Point-in-Time Count (PIT) of individuals experiencing homelessness in an effort to determine the number of homeless in our region.  Our team of staff and volunteers take to the streets for one night in January throughout the Sacramento region to talk to individuals experiencing homelessness in an effort to gather demographic and living condition data.  These counts are crucial for SSF to ensure proper funding is available for homeless service providers, as well as enough available beds and housing to move individuals into as soon as they are ready.

Our PIT Counts are important, but unfortunately, they’re not enough.  Using HMIS will help us to provide an accurate and more consistent representation of our region’s homeless population.  SSF, along with DHA and SHRA, are requiring all of our HUD-funded and County-funded homeless programs to participate in the HMIS. This effort allows for more accurate reporting of individuals experiencing homelessness and less duplication.  With more accurate data we are able to have a stronger impact on policy at the local, state and federal level.

Many of the homeless service providers in the Sacramento region are using HMIS and SSF is working to add new agency partners all the time. SSF conducts quarterly User Meetings to aid in community building and HMIS networking across the Continuum of Care.  These meetings serve as a place for communication about HMIS so we can better address the needs of our network of service providers and their front line staff.  SSF’s HMIS Program Manager, Manjit Kaur, provides on-going training and support for users via email, phone and onsite visits.

Data collection, in an effort to evaluate the effectiveness of homeless programs, is one of the five key components to ending homelessness in Sacramento.  HMIS plays a vital role in allowing us to assess the depth of homelessness in our region, and allows us to plan for, and create, solutions.


Have a Question?

For questions regarding user accounts, running reports, or training in HMIS, please contact:

Manjit Kaur, HMIS Program Manager
1331 Garden Hwy., Suite 100
Sacramento, CA  95833
Direct Phone#: 916.993.7703

Email: hmis@sacstepsforward.org

HMIS CLIENT INTAKE FORMS

HMIS Site – Log-In
HMIS Consumer Notice
HMIS Consumers Informed Consent & Release of Information Authorization
VI-SPDAT Coordinated Entry Client Consent Form
Sacramento & Yolo County Agencies Participating in HMIS

Adult Intake Form-CoC/ESG Programs
Adult Assessment Form-CoC/ESG Programs
Adult Exit Form-CoC/ESG Programs

Child Intake Form-CoC/ESG Programs
Child Assessment Form-CoC/ESG Programs
Child Exit Form-CoC/ESG Programs

HMIS NEW AGENCY/PROGRAM SET UP FORMS

Request to Add New Agency/Program to HMIS
Partner Agency Agreement
Inter-Agency HMIS Data Sharing Agreement
HMIS Data Quality Plan
HMIS Privacy & Security Plan
HMIS Privacy Statement

HMIS NEW USER SET UP FORMS

New User Account Request Form
HMIS New User Agreement
Upcoming Training and Meeting Schedule

HMIS TRAINING DOCUMENTS

Training Manual
VI-SPDAT Flowchart
HMIS Exit Destination Guidance
Working With The Referrals Tab
Reminder Checklist for the VI-SPDAT
Reminder Checklist for Rapid Rehousing Programs

HMIS RESOURCES & RELATED LINKS

Frequently Asked Questions About HMIS
Glossary of HMIS Definitions and Acronyms
Clarity Human Services – Help PortalHUD
HMIS News & Announcements

HMIS Data Standards Manual
HMIS Data Dictionary
HMIS Data Standards Tutorial

HMIS PROGRAM MANUALS

CoC Program HMIS Manual
ESG Program HMIS Manual
PATH Program HMIS Manual
RHY Program HMIS Manual
HOPWA Program HMIS Manual
VA Programs HMIS Manual

HUD REPORTING

e-snaps CoC APR Guidebook for CoC Grant-Funded Programs
HMIS Standard Reporting Terminology Glossary
CoC APR and ESG CAPER HMIS Programming Specifications
System Performance Measures Introductory Guide
System Performance Measures Tools
Frequently Asked Questions on HUD’s System Performance Measures
System Performance Measures: HMIS Review Handout
System Performance Measure Videos
2016 AHAR Frequently Asked Questions
Introductory Guide to the 2016 Annual Homeless Assessment Report (AHAR)
Notice CPD-16-060: 2017 HIC and PIT Data Collection for CoC and ESG Programs