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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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 through September 30, 2019. The FY 2020 Data Standards will be effective October 1, 2019. Additional FY 2020 resources will be posted throughout the spring and summer.
Date Published: May 2019
HMIS Software Vendor Capacity Checklist
This checklist provides HMIS Leads, system administrators, and CoC data leadership with an assessment framework to ensure that HMIS Software Vendors, solution providers, and other relevant HMIS stakeholders are fulfilling the roles and responsibilities that may be required by the CoC to ensure the operation of an effective HMIS implementation. The checklist provides an overview of both HUD HMIS requirements of an HMIS software as well as common technical and functional features that many community require or expect.
Date Published: April 2019
HMIS System Administrator Checklist
This checklist provides HMIS Leads, system administrators, and CoC data leadership with an assessment framework to ensure that HMIS Leads, system administrators and other relevant HMIS stakeholders are fulfilling the roles and responsibilities that may be required by the CoC to ensure the operation of an effective HMIS implementation. The checklist provides an overview of the activities, duties, and tasks that a CoC may require of its HMIS Lead as well as the plans, policies, and procedures that a CoC should have in place to govern its HMIS implementation.
Date Published: April 2019
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: April 2019
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
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
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
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
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
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: January 2019
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
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
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
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 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 through September 30, 2019. The FY 2020 Data Standards will be effective October 1, 2019. Additional FY 2020 resources will be posted throughout the spring and summer.
Date Published: May 2019
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 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
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
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