HMIS - Tennessee Valley Coalition for the Homeless

Homeless Management Information System (HMIS)

Homeless Management Information System (HMIS) is a class of database applications used to confidentially aggregate participant-level data on the characteristics and service needs of homeless populations in the United States. The U.S. Department of Housing and Urban Development (HUD) provides financial support for HMIS.

Planners and policymakers at the federal, state and local levels use aggregate HMIS data to obtain better information about the extent and nature of homelessness over time. For example, HMIS can be used to produce unduplicated counts of homeless persons, understand patterns of service use, and measure the effectiveness of homeless programs.

The Tennessee Valley HMIS brings together homeless assistance providers across our 12-county region to coordinate housing assistance and supportive services. Participating service providers use HMIS to understand local and regional characteristics of homelessness, develop cost-effective solutions that address local needs, maintain accountability with funders and donors, and celebrate milestones within their communities.

To find out more, please follow the link that best describes your situation:

I’m not using HMIS and would like to learn more.

No single individual or organization should fight the problem of homelessness alone. Become a contributing HMIS organization and discover the strength in numbers.

Benefits for Communities:

Food pantries, churches, etc. can track the number of times individuals and families use their services and to avoid service duplication and ensure that they are connected to other services and resources in their community that will help them attain housing stability and self-reliance.
HMIS provides a “snapshot” of homelessness and housing instability in your community and documents year over year trends. Each year, an aggregate report without personal identifiers is sent to the U.S. Congress highlighting local needs and the benefits of continued funding in our region.

Added Benefits for Agencies, Organizations, and Churches:

As an HMIS member agency, you may request customized reports and statistics for tracking your own goals and outcomes for staff and financial supporters.
The HMIS system knits together homeless assistance providers across our 12-county region for better coordination and cost-effective interventions. Access to the online, secure HMIS system is quick and easy.
Front line staff can follow a client’s story, from homelessness to housing, and can then determine if the client is receiving best possible services or if the client is taking advantage of services from several providers.

Services Provided to You by the HMIS Lead Agency:

Free user training and technical assistance will be provided. The HMIS Lead will meet all program monitoring requirements for your federally-funded programs.

Please contact your HMIS recruiter to schedule a phone call, introductory meeting, or demonstration.

My organization has decided to join HMIS. We’re ready to take the next step.

Please contact us if you have not already done so.

Please complete the New Agency or Program Form before or during your first meeting with your HMIS recruiter. This form will provide valuable information for optimizing your HMIS program set-up.

Every staff member using HMIS must complete the HMIS User Confidentiality Agreement and the Background Check Release Form. Please give these signed documents to your HMIS recruiter as soon as possible. HMIS user training cannot proceed before this step is completed.

Please note: The HMIS background check is limited to criminal history for the sole purpose of ensuring that individuals with a felony record of fraud or identity theft do not have access to protected personal information.

The HMIS background check does not include a credit check or employment verification.

Next, the HMIS recruiter will “walk through” the HMIS Agency Partnership Agreement, Disaster Recovery Plan, and the HMIS Security Checklist with you. Note: The HMIS Security Checklist must be updated annually during an agency site visit.

HMIS user training is the final step to becoming a contributing HMIS organization. Your HMIS recruiter will let you know what to expect, and what to do when you need technical assistance.

I work for a contributing HMIS organization and need information or resources.

HMIS Data Entry Personnel:

HMIS Consent Poster: This poster must be displayed prominently in common areas with client access and may not be used as a substitute for completing the HMIS Informed Consent Form.
HMIS Data Entry User Guide
HMIS Informed Consent: Informed consent must be obtaining before entering participant data and must be renewed annually. Consent may be withdrawn at any time without losing benefits or services. However, please inform the participant that HMIS data may still be entered in HMIS per the requirements of the funding agency but will not be shared with other agencies without written consent.
HMIS Participant Withdrawal: Please contact your HMIS Administrator before completing this form with the participant.
HMIS Policies and Procedures Manual
VI-SPDAT: Vulnerability Index Service Prioritization and Decision-Making Assessment Tool

Program Managers and Supervisors:

CoC Program HMIS Manual
ESG Program HMIS Manual
HUD-VASH Program HMIS Manual
PATH Program HMIS Manual
VA Program HMIS Manual
VA Medical Center Codes (VA MC codes)

Agency and System Administrators:

Training and Materials for HMIS Users

Thank you for joining the Coalition to bring data-driven solutions for lasting change to our communities. Together, we will ensure through data that everyone counts!