HMIS Guides and Tools

These resources are intended to assist Continuums of Care (CoCs), HMIS Lead Agencies and System Administrators, HMIS users, and HMIS vendors in designing, implementing, and maintaining an HMIS. Resources available include templates and tools, sample policies and procedures, training modules, and manuals.

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CoC Resources

HMIS Data Standards

HMIS data standards have been established by the Department of Housing and Urban Development (HUD), the Department of Health and Human Services (HHS), and the Department of Veterans Affairs (VA) to allow for standardized data collection on homeless individuals and families across systems. The 2017 HMIS Data Dictionary and the 2017 HMIS Data Standards Manual are the documentation of requirements for the programming and use of all HMIS systems and comparable database systems, effective October 1, 2017.

Date Published: June 2017

CoC Program HMIS Manual

The CoC Program HMIS Manual is intended to support data collection and reporting efforts of HMIS Lead Agencies and CoC Program recipients. This manual provides information on HMIS program setup and data collection guidance specific to the CoC Program and the legacy programs: Supportive Housing Program (SHP), Shelter Plus Care (S+C), and Single Room Occupancy for the Homeless (SRO) that have not yet renewed under the CoC Program.

Date Published: December 2016

ESG Program HMIS Manual

The ESG Program HMIS Manual is intended to support data collection and reporting efforts of HMIS Lead Agencies and ESG recipients and subrecipients. This manual provides information on HMIS program setup and data collection guidance specific to the ESG Program.

Date Published: December 2016

CoC HMIS Data Collection Templates

These templates provide Continuum of Care (CoC) Program recipients with tools for collecting HMIS data elements for their CoC Program-funded projects at project entry, project annual assessment, and project exit. The templates accompany the HMIS Recordkeeping Requirements Start Up Training Video.

These templates were revised in October 2016 to reflect critical data standard changes that went into effect October 1, 2016.

Date Published: October 2016

CoC APR and ESG CAPER HMIS Programming Specifications

These programming specifications outline the programming for the Annual Performance Report (APR) and Consolidated Annual Performance and Evaluation Report (CAPER) as reported using the 2014 APR Data Dictionary Version 5 elements. HMIS Administrators and vendors should use the APR specific programming specifications, which provide clarity on programming to comply with the Sage HMIS Reporting Repository (Sage) requirements.

Date Published: March 2017

HMIS Data Standards Tutorial

This multi-segmented tutorial explains certain data elements that must be collected and entered into a CoC’s HMIS for clients served by projects that participate in HMIS.

Date Published: June 2016

HMIS Project Set Up Tool

The HMIS Project Set Up Tool provides a general framework to support project setup in HMIS by system administrators. It assists system administrators in ensuring that all HMIS participating projects are set up using the appropriate HMIS project types and are collecting the required data elements.

Date Published: January 2016

e-snaps CoC APR Guidebook for CoC Grant-Funded Programs

The e-snaps CoC APR Guidebook for CoC Grant-Funded Programs is intended to assist you with the data entry into e-snaps for all SHP, S+C, SRO, and CoC grant types, with the exception of SHP and CoC grants for HMIS Dedicated Projects. You should refer to this guidebook after your data is extracted from HMIS or a comparable database and you are ready to enter data into e-snaps.

Date Published: March 2015

e-snaps APR Guidebook for HMIS Dedicated Projects

The e-snaps APR Guidebook for HMIS Dedicated Projects is intended to assist with the data entry into e-snaps for HMIS dedicated projects funded under the SHP and CoC Programs, and will only review those questions required for HMIS dedicated projects.

Date Published: March 2015

CoC HMIS Recordkeeping Requirements Start Up Training Video

This video provides an overview of the data collection requirements for projects funded under the Continuum of Care (CoC) Program interim rule, describes when data must be collected from clients, and outlines what recipients need to consider in order to prepare for data collection under the newly published 2014 HMIS Data Standards. 

Date Published: September 2014

2014 HMIS Data Standards Community Training

This PowerPoint is intended for CoCs to use when training their communities and HMIS users on the new data standards. It is a high-level look at the changes in the 2014 data standards and provides the context in which the changes were made.  

Date Published: September 2014

2014 HMIS Data Standards Mapping

This spreadsheet shows the changes made to the Universal and Program Specific data elements in the 2014 HMIS Data Standards. It also provides a history of each element and response from 2004, 2010, and 2014. 

Date Published: September 2014

HMIS Project Descriptor Data Elements Manual

This manual is intended to serve as a reference and provide basic guidance on HMIS Project Descriptor Data Elements (PDDEs) for CoCs, HMIS Lead Agencies, HMIS System Administrators, and users.

Date Published: September 2014

CoC Program Funding for HMIS User Guide and FAQs

This user guide provides an overview of HMIS and the CoC’s responsibilities in relation to HMIS, and describes how CoC Program funds can be used by the HMIS Lead and by other recipients to support the implementation of HMIS.

Date Published: August 2012

HMIS Budgeting and Staffing Toolkit

This document provides an overview of eligible activities that can be funded within SHP budget categories, presents a variety of funding strategies, and discusses alternative staffing models.

Date Published: March 2011

HMIS Data Quality Monitoring Toolkit

This toolkit provides CoCs, HMIS lead agencies, and homeless service providers with guidance and tools needed to develop a community-level HMIS data quality plan. This toolkit will assist in the development of a data quality plan and protocols for ongoing data quality monitoring. 

Date Published: August 2010

HMIS Data Warehousing Curricula

These curricula and resource documents serve as guides for communities interested in developing a data warehouse. A data warehouse is a central database integrating information from more than one source of the same type of system and/or from more than one source of different systems. A warehouse rearranges the data into a schema  that allows for more effective and efficient reporting and analysis.

Date Published: October 2008

HMIS Project Management Topics and Tools

This resource provides guidance to CoCs implementing HMIS in their communities and assists HMIS project managers by describing primary tasks associated with managing an HMIS and providing sample documents to support those activities. 

Date Published: May 2010

Worksheet for HMIS Software Capacity Evaluation

This tool is designed to help CoC and HMIS staff assess if a HMIS meets the community's data collection and usage needs. This tool can identify areas for needed change or support the development of functional requirements for a RFP for HMIS vendors.

Date Published: October 2010

Emergency Solutions Grants Program: Preparing for HMIS Participation Webinar

This webinar was designed to assist CoCs in understanding and implementing the steps necessary to prepare ESG recipients and subrecipients for meeting HMIS participation requirements.

Date Published: October 2011

HMIS System Administrator Training: HMIS 101: Modules 1-4

The HMIS System Administrator Training series provides staff with the basic information needed to operate or participate in an HMIS.

Date Published: August 2011

HMIS Federal Partner Grantees Resources

PATH Program HMIS Manual

The PATH Program HMIS Manual is intended to support data collection and reporting efforts of HMIS Lead Agencies and PATH Program grantees. This manual provides information on HMIS program setup and data collection guidance specific to the PATH Program.

Date Published: December 2016

RHY Program HMIS Manual

The RHY Program HMIS Manual is intended to support data collection and reporting efforts of HMIS Lead Agencies and RHY Program grantees. This manual provides information on HMIS program setup, data entry, data collection guidance specific to this this program, and reporting guidance for projects receiving funding from the RHY Program.

Date Published: December 2016

HOPWA Program HMIS Manual

The HOPWA HMIS Program Manual is intended to support data collection and reporting efforts of HMIS Lead Agencies and HOPWA Program grantees. This manual provides information on HMIS program setup and data collection guidance specific to the HOPWA Program.

Date Published: March 2015

VA Programs HMIS Manual

The VA Programs HMIS Manual is intended to support data collection and reporting efforts of HMIS Lead Agencies and VA program grantees. This manual provides information on HMIS program setup and data collection guidance specific to the VA Programs that use HMIS.

Date Published: March 2015

Veteran Homelessness: A Supplemental Report to the 2010 AHAR to Congress

This annual supplemental report is intended to provide policymakers, practitioners, and the general public with information about the extent and nature of veteran homelessness.

Date Published: October 2011

Veteran Homelessness: A Supplemental Report to the 2009 AHAR to Congress

This annual supplemental report is intended to provide policymakers, practitioners, and the general public with information about the extent and nature of veteran homelessness.

Date Published: December 2010

VA HMIS National Call Training Webinar

The VA National Call Training provides an understanding of the core concepts of a VA Participation in the HMIS. The training provides an overview of the VA's Long-Term HMIS and Data Management Plans. It also reviews the data collection requirements for each of the VA programs, Grant and Per Diem, HUD- VASH, and SSVF.

Date Published: May 2011

VHPD HMIS Data Quality Standards and Policies

This document summarizes HMIS data quality standards and policies so that data submitted portrays valid and true information.

Date Published: May 2011

VHPD HMIS Data Collection Template Instructions

This document provides data collection instructions for data required to be collected for VHPD.

Date Published: May 2011

VHPD Summary of Data Standard Applicability and Collection Requirements

This document provides a list of data standards that establish uniform definitions for the types of information to be collected and protocols for when data is collected and from whom.

Date Published: May 2011

VHPD HMIS Data: Program Intake Form

This is a blank VHPD HMIS Data: Program Intake Form.

Date Published: May 2011

VHPD HMIS Data: Program Exit Form

This is a blank VPHD HMIS Data: Program Exit Form.

Date Published: May 2011

HMIS Vendor Resources

HMIS Data Standards

HMIS data standards have been established by the Department of Housing and Urban Development (HUD), the Department of Health and Human Services (HHS), and the Department of Veterans Affairs (VA) to allow for standardized data collection on homeless individuals and families across systems. The 2017 HMIS Data Dictionary and the 2017 HMIS Data Standards Manual are the documentation of requirements for the programming and use of all HMIS systems and comparable database systems, effective October 1, 2017.

Date Published: June 2017

HMIS Standard Reporting Terminology Glossary

This Glossary was created by HMIS vendors for HMIS vendors. This document is not intended to be a guidebook instructing communities as to what they must collect or need to do. Rather, the Glossary is designed to provide HMIS programmers a foundation upon which they can best program HMIS-required reports.

Date Published: January 2017

eCart (ESG-CAPER Annual Reporting Tool) and Guide

ESG recipients will use this tool to report aggregated ESG Program report information. eCart is a Microsoft Excel spreadsheet that is configured to load report level, aggregate information from an HMIS and produce all statistical information required by HUD on program participants served in ESG-funded projects. The information in eCart replaces all data previously collected on screen CR-65 in the eCon Planning Suite.

Note: The eCart Guide is embedded on the first tab of eCart.

Date Published: October 2016

APR Generation Tool Version 4.1

The revised APR Generation Tool (version 4.1) supports the recently revised CoC APR and ESG CAPER, as described in the HMIS Programming Specifications. The primary purpose of the revised APR Generation Tool is to allow CoC and ESG recipients to produce the required annual reports when their HMIS or comparable database is not yet programmed to produce reports for the CoC APR or the ESG-CAPER Annual Reporting Tool (eCart). An additional use of the tool is for HMIS vendors to test the programming of their system.

Date Published: September 2016

APR Generation Tool Version 3.7

The APR Generation Tool (version 3.7) can be used by grantees whose HMIS has not yet been programmed to generate an APR. This tool is a resource for vendors and communities to help them develop the CoC APRs. The APR Generation Tool can be used a) to understand the programming specifications in depth and b) as an option for programming the HMIS to generate an APR.

Note: The revised APR Generation Tool (version 4.1) supports the recently revised CoC APR and ESG CAPER, as described in the HMIS Programming Specifications.

Date Published: November 2015

CoC APR and ESG CAPER Table Shells

This resource provides table shells for CoC APR and ESG CAPER requirements.

Date Published: September 2015

ESG-CAPER CSV Requirements

This resource identifies the requirements to which vendors must adhere when programming the new ESG-CAPER report so that the ESG CAPER Annual Report Tool (eCART) is able to properly sort and organize data during the HMIS Comma-Separated Value (CSV) import process.

Date Published: July 2015

e-snaps CoC APR Guidebook for CoC Grant-Funded Programs

The e-snaps CoC APR Guidebook for CoC Grant-Funded Programs is intended to assist you with the data entry into e-snaps for all SHP, S+C, SRO, and CoC grant types, with the exception of SHP and CoC grants for HMIS Dedicated Projects. You should refer to this guidebook after your data is extracted from HMIS or a comparable database and you are ready to enter data into e-snaps.

Date Published: March 2015

CoC APR Questions Template

This is a template designed to assist grantees required to complete the Full CoC APR. It is a model of the data collected in e-snaps.

Date Published: April 2014

ESG CAPER Aggregation Tool

The tool provides a set of Excel files that enable an ESG recipient to aggregate ESG CAPERs from multiple subrecipients, when it is not possible for the ESG recipient to generate a single ESG CAPER in HMIS.

Date Published: August 2013

APR XML to CSV Parser

The APR XML to CSV Parser Utility is designed to be used by grantees to aid in the use of the APR Generation Tool.

Date Published: December 2011

CoC Full APR Grant Guide

This document provides grantees, project sponsors and HMIS vendors with a list of the questions on the CoC APR that are required for each grant (SHP, S+C and SRO) and component type.

Date Published: June 2011

HMIS XML 3.0 Schema Directory

This resource is a directory of files related to the official HMIS XML Schema version 3.0. This schema version incorporated the March 2010 HMIS Data Standards.

Date Published: April 2010