HMIS Resources

If your agency/organization would like to join HMIS, your Agency CEO/Executive Director must follow the steps below and email your documentation to HMIS@sacstepsforward.org.

• Read HMIS Privacy & Security Plan, the HMIS Data Quality Plan,  and the HMIS Policies and Procedures Manual.
• Complete HMIS Partner Agency Agreement Form
• Complete Inter Agency HMIS Data Sharing Agreement Form (Sacramento CoC Agencies Only)
• Complete Request to Add/Edit Agency Google Form
• Complete Initial Security Audit Checklist Google Form

*You will also need to review the steps in the next tab for “Program Requests.”  

Request a New Program
If you would like to request a new program, please either fill out the Sacramento CoC-503 New Program Form or the Yolo CoC-521 New Program Form.  Once we have received your submission, we will set up a meeting to discuss your program request.  If you have any questions, please email us or join our office hours.

Note: If you are new to HMIS, please visit the “Request New Agency Access” tab and follow the listed steps.

Update Housing Inventory
If you need to add or edit Program Housing Inventory in HMIS, please fill out the Sacramento CoC-503 Housing Inventory Form or the Yolo CoC-521 Housing Inventory Form. 

If you would like to request HMIS access for a new user, please follow the steps below. If you have any questions, please contact us.

1. Supervisors complete the HMIS New User Registration online form.
2. Supervisors fill out and sign the Staff Verification for HMIS Access pdf.
3. New Users fill out and sign the HMIS End User Agreement pdf.
4. Either the supervisor or the new user sends an email to HMIS@SacStepsForward.org with BOTH documents attached. 
5. Upon receiving correct documentation, HMIS will reply directly to the new user with training and quiz directions.

• HMIS Training Manual 
• Training Videos: Part 1, Part 2, Part 3, Part 4, and VI-SPDAT Training
• VI-SPDAT Training Manual and Appendix Documents
• HMIS Gender and Sexual Orientation Quick Guide
• Sac LGBT Center’s Gender and Orientation Definitions
• HMIS Privacy Security Plan
• Sacramento Data Quality Plan
• HMIS Policies and Procedures Manual

New: Job Aids

• How to Edit or Delete a Service
• How to Exit a Client
• How to Reopen a Enrollment (aka “Undo” an Exit)
• How to Process Referrals From the Community Queue
• How to Process Referrals for CAS Shelter Providers ONLY
• Adding ROIs for a Household
• How to Anonymize a Client

• How to Run a Program Roster
• How to Run a HIC Report (Housing Inventory Count)
• How to Run a Program Roster (for 2023 HIC and PIT Reporting)
• Running the ROI Error Reports for the 2023 Security Audit

To regain access to the system, consider trying these options below:

• Have you forgotten your password?  Try the “Forgot Password” link on the HMIS login page to reset your password.
• Have you been locked out?  HMIS accounts will lock you out after three unsuccessful attempts to access the system.  The good news is that you are only locked out for an hour.  Return a little later and either try your password again or use step one above to get a temporary password.
• Is your account inactive because you have accessed HMIS in the last 30 days?  HMIS staff will have to reactivate your account.  Please send us an email.
• Still having trouble? Make sure you are logging into the Sacramento and Yolo County HMIS system login page.

Are you having trouble choosing an acceptable password?  Please review the HMIS system’s password requirements and restrictions:

If you are unable to resolve your login or password issues on your own, please send us an email or join our open office hours for one-on-one assistance.  Please note that it may take the department 24-48 hours to respond to an email.

• BitFocus Clarity Help Site 
• 2022 HMIS Data Standards 
• HMIS Data Dictionary
• 5 Years of Growth (2018 – 2022) 
• HMIS Data Standards Manuals
  • VA Programs
  • PATH Programs
  • RHY Programs
  • HOPWA Programs
  • HUD-VASH Programs
  • CoC Programs
  • ESG Programs
  • YHDP 

This list includes commonly required documentation for a variety of housing opportunities including Permanent Supportive Housing (PSH) or housing through a program with the Sacramento Housing and Redevelopment Agency (SHRA). Please obtain as many of these documents as possible to assist your client in obtaining housing.

• Housing Documents Checklist 
• Identification Applications
  • CA Birth Certificate
  • Social Security Card
  • CA ID Card
• Establish History of Homelessness
  • Homelessness Certification Form (SSF)
  • Homelessness History Mapping Tool (SSF)
  • Chronic Homelessness Certification Form (SSF)
  • Third Party Homelessness History Verification (SSF)
  • Self-Certification Form (SSF)
• Establish Disability Status
  • Disability Certification (SSF)

• HMIS Consumers Informed Consent & Release of Information Forms
  • Sacramento
  • Yolo
• VI-SPDAT Coordinated Entry Client Consent Forms
  • Sacramento
  • Yolo
• Request to Revoke HMIS Consent
• HMIS Consumer Notices
  • HUD Funded 
  • Non-HUD Funded
    
• HMIS Privacy Statements
  • HUD Funded
  • Non-HUD Funded
    
• Sacramento & Yolo County Agencies Participating in HMIS