About the Homeless Management Information System
What is the HMIS?
The Homeless Management Information System (HMIS) is a database specifically designed to capture client-level, system-wide information over time on the characteristics and services needs of men, women, and children experiencing homelessness. HMIS allows the aggregation of data across homeless service agencies to generate unduplicated counts and service patterns of clients served. HMIS also allows CFTH to monitor the performance of The Way Home CoC as a system. The Department of Housing and Urban Development’s (HUD) National Data and Technical Standards establish baseline standards for participation, data collection, privacy, and security. Implementation of HMIS is a requirement to receive HUD McKinney-Vento funding. CFTH is the HMIS administrator for The Way Home CoC.
Is my agency required to use HMIS?
All agencies receiving HUD McKinney-Vento funding for serving people experiencing homelessness are required to participate in the HMIS. Beginning in 2011, Emergency Solutions Grant (ESG) and Supportive Services for Veteran Families (SSVF) providers are also required to participate. Additionally, your agency may have to use the HMIS if you operate certain programs funded by the Veterans Administration, Health and Human Services, Substance Abuse and Mental Health Services Administration, or other government and/or private funders. Domestic violence providers are prohibited from entering client data into the HMIS because of the Violence Against Women Act (VAWA).
Can my agency still use HMIS even though it is not required?
Yes, the more information we have, the better! We would be very pleased to have your agency participate in the HMIS if you provide homelessness or related services. The information entered by direct service providers helps provide a more accurate picture of homelessness in Harris, Fort Bend, and Montgomery Counties. If your agency is interested in participating in the HMIS, please email hmis@homelesshouston.org.
What are the benefits of using HMIS?
Having access to the HMIS represents a strategic advantage for service providers. The HMIS software we use allows multi-level client data sharing between organizations, as well as client case coordination and electronic referrals to permanent housing. Our locally developed information sharing model can prevent service duplications and enable collaboration between various homeless service providers while limiting access to sensitive data. Client privacy is very important to us! In addition to the standard data collection and reporting functionalities, the HMIS software includes a comprehensive case management module, bed management, performance measurement tools, ad-hoc reporting capabilities, software customization options and more. Participation in the HMIS puts agencies at an advantage when applying for future funding opportunities as many funders – both national and local – require HMIS participation.
What HMIS software is currently used in Harris, Fort Bend, and Montgomery Counties?
The Way Home CoC currently uses a software called ClientTrack. Developed by ClientTrack, Inc. and now part of Eccovia Solutions, this software is compliant with the latest HMIS Data Standards as well as HIPAA privacy standards. For more information about ClientTrack, please visit their website.
What should I do if I experience a problem using HMIS or if I have general questions?
The preferred way to communicate with CFTH’s HMIS team is to send an IssueTrak ticket. IssueTrak is a help desk software application available to all active HMIS users. Any questions, requests, or other issues should be submitted through IssueTrak. Every ticket submitted is assigned a tracking number, allowing the HMIS team to effectively address each concern. For general questions about the HMIS, or if you have problems accessing IssueTrak, please send an email to hmis@homelesshouston.org.