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.

View System Performance Measures Resources

Find By Resource Type

CoC Resources

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: September 2018

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: September 2018

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: September 2018

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: September 2018

Client-Level System Use and Length of Time Homeless Report

The Client-Level System Use and Length of Time Homeless Report is designed to provide a general summary of information in an individual client’s HMIS history that is relevant to chronic homelessness.

Date Published: April 2018

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: March 2018

CoC HMIS Data Collection Templates

These templates provide Continuum of Care (CoC) Program recipients with recommended phrasing and ordering for collecting clients’ responses to HMIS data elements for CoC Program-funded projects at project entry, project annual assessment, and project exit.

These templates were revised in October 2017 to comport with the HMIS Data Standards.

Date Published: October 2017

Sage CoC APR Guidebook for CoC Grant-Funded Programs

The Sage CoC APR Guidebook is intended to assist with the data entry into Sage for all CoC recipients, including recipients of funds under the CoC Program, Supportive Housing Program (SHP), Shelter Plus Care (S+C), and Section 8 Moderate Rehabilitation Single Room Occupancy (SRO).

Date Published: April 2017

CoC APR: Sage HMIS Reporting Repository Templates

To help users understand what they will be reporting in the Sage HMIS Reporting Repository, HUD has published several templates. These templates allow users to know what data they are reporting in Sage. It is not intended to replace electronic data collection in Sage.

Date Published: April 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

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

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: September 2018

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: September 2018

HUD-VASH Program HMIS Manual

The HUD-VASH Program HMIS Manual is intended to support data collection and reporting efforts of HMIS Lead Agencies and HUD and VA program grantees administering HUD-VASH vouchers. This manual provides information on HMIS setup for HUD-VASH funded projects, including HUD-VASH OTH.

Date Published: September 2018

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: September 2018

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: September 2018

Federal Partner Process for Requesting HMIS Data Standards Changes and Services

Federal partner agencies may complete these forms to request technical services related to the HMIS Data Standards. The Data Standards Mini Team will consider the statement of need and prioritize the request based on available resource and the level of support requested.

Date Published: June 2018

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

Sage ESG CAPER Guidebook for ESG-funded Programs

The Sage ESG CAPER Guidebook is intended to assist with the data entry into Sage for all ESG recipients. The Guidebook also instructs ESG subrecipients on uploading their ESG CAPER CSV directly into Sage.

Date Published: September 2018

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: March 2018

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: June 2017

ESG CAPER: Sage HMIS Reporting Repository Template

To help users understand what they will be reporting in the Sage HMIS Reporting Repository, HUD has published several templates. These templates allow users to know what data they are reporting in Sage. It is not intended to replace electronic data collection in Sage.

Date Published: October 2017

Sage CoC APR Guidebook for CoC Grant-Funded Programs

The Sage CoC APR Guidebook is intended to assist with the data entry into Sage for all CoC recipients, including recipients of funds under the CoC Program, Supportive Housing Program (SHP), Shelter Plus Care (S+C), and Section 8 Moderate Rehabilitation Single Room Occupancy (SRO).

Date Published: April 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

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

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