HMIS Utilization

Purpose of HMIS: The Homeless Management Information System (HMIS) and its proper and timely use are crucial to effectively capturing real-time data on homelessness in Colorado and informing funding and programmatic decisions.

What Is HMIS: HMIS is a locally-administered database that collects, stores, and centralizes real-time data about people experiencing homelessness and housing opportunities. To maximize HMIS and effectively capture real-time client- and community-level data, HMIS data entry should be timely, consistent, accurate, and complete.

HMIS Management & Access: To get started in HMIS, please reach out to your Continuum of Care (CoC) appointed HMIS Lead Agency. The HMIS Lead Agency can help you set up your program in HMIS, as well as set up staff training and access to HMIS. If you are not sure who your CoC HMIS Lead Agency is, please reach out to the SHV Program Manager.

Utilization Requirements: SHV Project Partners receiving DOH Tenancy Support Services (TSS) funds (i.e., TSS grantees) are required to utilize HMIS as outlined below and in their grant agreements. All other SHV Project Partners are strongly encouraged to utilize HMIS as outlined below.

Project Partners shall utilize HMIS for intake, SHV program enrollment, service provision (as applicable), moves and housing exits, discontinuance of program participation by a Household, and reporting. Project Partners must work with their CoC HMIS Lead Agency to gain access to HMIS and to create a new project in HMIS specifically for SHV program participants within their Project.

HMIS Compliance: Project Partners must fully comply with all HMIS rules and regulations including, without limitation, the following:

• Perform data entry within five (5) days of intake, program enrollment, service provision (as applicable), moves and housing exits, annual assessments, and discontinuance of program participation by a Household.
• Run regular data quality checks to ensure data is accurate.
• Sign all required CoC HMIS agreements and adhere to all CoC HMIS policies and procedures. (These agreements are available from the CoC HMIS administrator for each CoC.)
• Submit and update data in the HMIS database as requested/necessary to complete any required reports.
• Provide other information as requested by DOH for reporting and program evaluation purposes including, without limitation, the number of Households, the status of each Household, the location of units, the progress of the Households, and any other information deemed relevant by DOH.
• Ensure there is a current HMIS Client Consent Form on file for each Household.