Minnesota’s Homeless
Management Information System
(HMIS) User Training
ServicePoint 5.6
Wilder Research
Morning Topics (Intake)
 HMIS overview and data privacy(no computers)
 Adding clients, creating households
 Program entry and assessments
 Completing the Self-Sufficiency Outcomes Matrix (SSOM)
 Entering service transactions
Afternoon Topics (Updates, Exit & Reporting)
 Making updates
 Ending service transactions, program exit, and case plans
 Reporting in ServicePoint and ART
 Final knowledge check
You and your agency
 Name, organization, job duties
 Type of program (shelter, transitional housing, supportive hsg, etc.)
 Clients served (single clients only, families, youth, DV victims, etc.)
 HIPAA-covered?
 Program funding sources
Your HMIS experience
 Your familiarity with HMIS (rate 1-10)
 Will you gather information from clients, or do non-HMIS users?
 Any concerns/questions before we begin?
 What do you hope to get out of today’s training?
What is HMIS?
 Homeless Management Information System
 Internet-based database of clients experiencing
homelessness or who are at risk of homelessness
 Minnesota’s HMIS is statewide and is used to produce
reports required by both HUD and state funders
─ Pilot phase in fall 2003
 Goal of Minnesota’s HMIS:
─ To provide standardized and timely information to improve access
to housing and services and strengthen our efforts to end
 Over 600 licensed HMIS users in MN from 200+ agencies
What types of data are in HMIS?
 Client demographics (age, gender, ethnicity, etc.)
 Characteristics of households served (type of
household, sources of income, disabilities, etc.)
 Types of services provided
 Additional information based on funding source
─ Housing history
─ Barriers to housing stability
─ Client outcomes 6 months after exiting program
How are HMIS data used?
 Agency-level reports to state and federal funders
 CoC and state-level reports to improve homeless service
 Understanding program outcomes
─ Returns to shelter among FHPAP and LTH clients
─ Returns to the FHPAP program
─ New supportive housing study at Wilder
 Project Homeless Connect events
 Annual Homeless Assessment Report (AHAR)
─ National report that collects HMIS data from each state
Uses of HMIS data
Example: Statewide Data
FHPAP Statewide Service Report, 2010
Why use HMIS?
 Centralized place to store client information required by
multiple funding sources
 Consistent report formats across programs
 Provides an unduplicated count of clients:
─ Agencies throughout the state enter data about the clients they
─ Unless they have a data-sharing agreement with other
providers, agencies can’t see if their clients are served by other
agencies, BUT…
─ The system can find and collapse duplicate records (based on
names and social security numbers) when Wilder runs systemwide reports
─ Unduplicated counts are more accurate
Why use HMIS?
 Better understand the characteristics and needs of your
 Evaluate the impacts of your programs
 Compare your clients and programs with statewide data
 Create data-sharing agreements with other agencies
 Strengthen efforts to end homelessness:
─ Attract and maintain funding through better data
─ Contribute to program planning efforts
─ Evaluate programs and progress toward achieving goals
Who oversees HMIS?
 25-member Governing Group
─ Representatives from each of the 13 Continuum of Care regions,
veterans, youth, DV shelters, etc.
─ Makes key decisions about HMIS requirements, software, and
how data are used
 Key agencies:
─ HUD, DHS, and Minnesota Housing: funders who determine
what information to collect and due dates for reports
─ Bowman Systems: designs the ServicePoint software
─ Wilder Research: administers and manages HMIS,
communicates with users (you!), and runs statewide reports
Wilder’s role
 Help desk: Email and phone availability weekdays for
user questions
 Report design
 HMIS Training: new user trainings, refreshers, webinars,
and user groups
 Program evaluation and data analysis
 XML: one agency currently uploads data into HMIS and
two more are in the works
 Support Continuum of Care Regions
Data privacy and protection
 Security features of the HMIS database:
─ Internet communications are SSL encrypted
─ Database is encrypted; servers are stored in a vault
─ Minnesota’s HMIS is a “closed” system
─ HMIS is not linked with other databases
─ Audit trail follows users’ actions in the system
─ Each HMIS user has a unique username and
Data Privacy & Protection
 HMIS password protection
─ Do not share your username and password with anyone!
─ Clients sign their consent form with the understanding that only
licensed users will enter and have access to their personal
─ Sharing your password is a violation of your user agreement and
your clients’ trust
─ Any action taken under your username and password can be
traced back to you
─ Do not give your username and password to coworkers, IT staff,
supervisors, or anyone else
─ Password sharing can result in license termination
Your intake process: HMIS & data privacy
 Data privacy when using ServicePoint:
─ Log off when leaving your computer
─ Do not use ServicePoint in areas where your
computer screen could be seen by the public (coffee
shop, library, etc.)
─ And…do not share your password!
Data privacy & protection: key forms
 Posted data privacy notice (available in English
and Spanish at
 Client Notification and Consent form
 Release of Information form
 User Policy form
Data privacy & protection: Client
Notification and Consent form
 Alerts the client that their
information will be
entered into the HMIS
database and can be
accessed by agency staff
and Wilder Research
 Client can choose
whether or not to sign the
 Read the instruction page
before giving the form to
a client!
HMIS Consent forms
 Most clients agree to include their name and
other identifying information in the system
─ It is important to give them the choice and explain
how the information is stored and used
 United Way programs: The United Way should
be included on the HMIS consent form as a
Data privacy & protection: Client
Notification and Consent form
 Signed form = enter identifying information (name & SSN)
─ Each adult must sign their own form
─ Adults sign for their minor children
─ Unaccompanied youth may sign on their own behalf
─ Record the client ID number on the case file
 Unsigned form = enter client anonymously
─ Households can have both identifiable and anonymous members
─ You can always change the client from anonymous to identifiable
once the consent form is signed
─ Never enter a client’s name and SSN until you have signed consent!
Data privacy & protection: Other issues
 You must continue to use other data privacy notices
required by your agency, such as the Tennessen
 Talk to staff at your agency to make sure you are
following all required rules.
 In the event of an investigation, consult the legal advice of
your agency. Some information requires a court order for
release; other times, you may be required to comply with
a subpoena or search warrant
Data Privacy and Protection: Sharing
Client Information
 All agencies can share de-identified (aggregate level)
demographic information from reports
─ Example: Agency X served 309 clients in 2007, 59% of whom
were single adult males.
 Funders may monitor information entered into HMIS
─ Don’t have direct access to HMIS
─ Do have the authority to ask you to log into the system when
doing an onsite check
 Non-HMIS users can access paper forms
─ Data privacy rules that cover paper records extend to HMIS
Sharing data
 Your agency can decide to share data with up to
10 other agencies currently using ServicePoint
─ Clients then given an additional choice if they want to
share their data with the agencies you select
─ If you feel this might be useful contact Wilder staff
Data Privacy & Protection: ROI form
 The ROI is only for agencies that choose
to share client records with other agencies
 Most agencies do not share data
 ROI allows the client to choose:
─ Which (if any) agencies his/her information can
be shared with
─ Which parts of his/her record may be shared
 Domestic violence shelters, youth service
providers, and HOPWA providers may not
share data with other agencies
 HIPAA-covered agencies can share under
specific circumstances
─ Contact Wilder for details
Data privacy & protection: User Policy
 Initial each box and sign the back
 Indicates that you will be a good steward of the system:
─ Do not look at clients’ records unless you serve them
─ Keep your password secure
─ Log off each time you leave the computer
─ Do not share your account with other staff
─ Only submit client ID numbers and/or initials—never full names-in emails, faxes, or phone conversations to protect client
─ Notify Wilder Research if you leave your agency – failing to do
so is a serious violation
HMIS forms
 Forms are available to start collecting
─ Developed based on grant area and mirror
ServicePoint question order
─ Not required, but provided as a helpful template for
data collection
─ Programs not yet using HMIS should collect the
information on forms for later data entry
─ You can add additional questions or information to
the forms as you see fit
Data Entry Forms
 Available on the HMIS website
Data Entry Forms
 Tailored to your funding source & always up-to-date
─ Are you using the most recent version?
 Clearly explain which questions are required for different groups (all
clients, heads of household only, adults only, etc.)
 Word format – editable
HMIS Data Entry Steps: Entry-based
Log on to ServicePoint
Search for clients/create new records
Go into backdate mode
Set up a household
Complete ROI/security information
Enter clients into a program & complete assessments
Complete SSOM (FHPAP, LTH)
Enter service transactions (HPRP, FHPAP)
Make mid-program updates
Exit clients from a program
Complete case plans (THP)
Run reports in ART
HMIS Data Entry Steps: Service-based
programs (ESP, ESGP)
Log on to ServicePoint
Search for clients/create new records
Go into backdate mode
Set up a household
Complete ROI/security information
Complete assessments
Enter service transactions
End service transactions
Run reports in ART
HMIS Workflow
 Use your Required Steps workflow sheet.
 Workflow depends on whether your program is
entry-based or service-based
 Entry-based programs:
─ HUD, HPRP, LTH, FHPAP, THP, DHS-Youth, United Way
─ Must record entry/exits for reporting (services still required
 Service-based programs:
─ ESP and ESGP only – must record services for reporting;
entry/exits not required
Logging On
Logging On: Internet Browsers
 Preferred Browsers
Chrome (best)
Firefox (if you can’t use Chrome)
Safari (if you can’t use Chrome)
 Don’t use
IE (Internet Explorer) if possible
Logging On: Website Address
 (training site)
 (live site)
 Do not use an internet search engine to find the site- type it in.
─ There are ServicePoint sites for other communities that look similar to
Minnesota’s HMIS site.
Logging On: Homepage
 Top section
─ Backdate mode; ART
 Left-hand section
─ ClientPoint (access data entry) and other modules
─ Reports, “Last viewed,” “Favorites,” and Logout
─ Use triangles:
to expand,
to minimize
 Center section
─ News: click on a headline to see all details
─ Follow-up list (THP programs and Matrix)
Logging On: Homepage
 Last Viewed
─ Click on “last viewed” to see a list of clients you have
previously viewed in your current session.
─ If you have just logged in, this will be blank.
 Favorites
─ Click on “favorites” to see clients whose records you
commonly use and would like to access from session to
─ Clicking on the star next to the client’s name selects them as a
 Use arrow to minimize
Backdate Mode
Backdate Mode
 All information entered into ServicePoint is
attached to a specific date.
 Backdate mode resets most dates in the system
to a date in the past.
 Tells the system that any data entered in
backdate mode is current as of that date.
─ Example: today is April 15th. You are entering forms
for a client who started your program on March 29th.
Backdating to March 29th tells the system that the
information was current as of that date.
Backdate Mode
 When to backdate?
─ Use built-in reminder
─ Whenever you go to a client’s record, you will see a
pop-up reminder asking you if you want to choose a
backdate or stay at today’s date.
Backdate Mode
 The date you use for backdate mode will usually
be one of the following:
─ The client’s program entry/service start date
─ The client’s program exit date
─ The last date of a reporting period, if you are making
updates after the report period has ended
Backdate Mode: Date Icons
:“choose date” – brings up calendar
: “clear date”
: “set to current date
 These icons appear whenever you see a date
field (not just in backdate mode)
Backdate Mode
 How do I know if I am in backdate mode?
─ You will see a yellow bar at the top of the screen.
 What happens if I forget to backdate?
─ Information will show up as “missing” when you run your reports.
The only way to fix this is to re-enter all of the data in backdate
mode. Don’t let this happen to you!
 When should I get out of backdate mode?
─ When you are finished entering data for a client
Backdate Mode
 When do I leave backdate mode?
─ Only when you are completely finished with the client
or household member’s record
 How do I leave backdate mode?
─ Click on the
next to the backdate
─ Make sure set a new backdate for each new client
you enter into the system – check their program entry
or service start date first.
Backdate Mode
 When isn’t backdating required?
─ When you are viewing client information only
─ If today’s date is your intended backdate (not common)
Example: you are entering data the exact same day the client
started the program.
─ When making updates, if you are making the update in
the system before the end of the report period
Searching for a Client or
Adding a New Client
Searching for an Existing Client Record
 Option 1: Global Search (fastest)
─ Access from any section of the system
─ Type a client name or ID number into the search bar
 Option 2: ClientPoint
─ Click on “ClientPoint” module
─ Search by client name (top section) or ID number
(second section)
Creating a New Client Record
 Enter name/demographics and search first to see if your
client is already in the system
 Check the list of possible matches
─ If there is a match, click on the green plus sign
─ If there is not a match, click “Add Client With This Information”
─ Confirm backdate in pop-up reminder
For anonymous clients (about 3% of all records):
 Leave ID, name, and SSN fields blank
 Complete demographic information
 Click “Add As Anonymous Client”
Demographics Pointers
 Date of birth is a required field.
─ If necessary, enter 01/01/(approximate year of birth)
 Social security number
─ Clients can refuse or may not know (especially for children)
 SSN & DOB data quality:
─ Enter “refused” for anonymous clients and clients who refuse to
provide a SSN/DOB.
 Secondary race is optional
─ If there is no secondary race, leave it blank
 Don’t know and refused
─ Use only if this is how the client responds
Summary Tab
Summary Tab
 First screen you will see when you enter a client
 Summary page highlights client basics
─ Name and demographics
─ Release of Information
─ Households
─ Entry/exits
─ Services
How to use the summary tab
 Best for existing clients to check and update
small details like date changes
─ Confirm services, entry/exit dates
─ Confirm household members and look for “date
removed” problems, etc.
 Skip for new clients and proceed with data entry
on separate tabs
Client Profile
Client Profile
 Enter additional demographic information on this
─ Date of birth
─ Date of birth data quality
─ Gender
─ Race
─ Ethnicity
Client Profile: organization demographics
 Client record
─ This is the only place where the SSN/SSN data
quality can be updated. Click on the pencil to access.
 Universal Profile
─ For updating/correcting other demographics.
─ If correcting data, click the green bar to the left of the
data to delete the previous information.
 Client demographics (less important)
─ Repeats information in the profile. Fields can be
updated with the pencil, but it is faster to update in
the profile section.
Client Profile: organization - optional
 Client notes
─ Add notes about the clients or data entry reminders
for your own use
 File attachments
─ Pictures, consent forms, etc.
 Client Incidents
─ Replaces “infractions” section. Originally designed to
track when a client was removed from programs due
to behavior issues or other problems.
─ Use as you see fit
Creating a household
 This step is only required if you serve households
─ Reports will correctly identify single clients when the household
section is left blank
Basic Steps:
 From households tab, click “Start New Household”
 Search for and add all household members (first pop-up)
 Specify household relationship information (second popup)
Household Setup Pointers
 Skip this step if you are serving single clients on their
 Add all household members first. Do not click “Continue”
to the second pop-up until all members appear in the
“selected clients” section.
 Households can have both anonymous and identifiable
 Each household must have a head.
Managing Households
 “Manage Household” button
─ Click to make corrections, updates, and add or delete
household members
─ Members can leave and re-join household at different
dates and with different relationships – contact
helpdesk for more information. Often, changes can
be made to entry/exits & services without requiring
any changes to the household.
─ New “Household History Report” button shows
household changes over time (type, members,
relationship, etc.)
Managing Households
 Switching between household members’ records
─ You may wish to go into another household
member’s record to view or update their information
─ To do this, click on a household member’s name from
the households tab, OR
─ Use drop-down list at the top of the screen to switch
between household members’ records
ROI and Security
 Only for agencies that share HMIS client
records with other agencies (very few)
 ROI section tells the system it is ok to share
data beyond the client name with certain
 Contact Wilder to review your security or if you
would like to talk about sharing data
ROI/Security: Data Privacy Timeout
 Know your padlocks:
─ Red padlock = client data can only be seen by you
and other HMIS users at your agency
─ Red padlock w/exclamation point = client data could
be shared with other selected agencies (if your
agency is set up to share data or has shared in the
─ Green padlock = client data can be seen by anyone
in Minnesota with a ServicePoint license (call Wilder
Program Entry/Assessments
Entering clients into a program
 Entry/exits tell the system the date range the client or
household was in your program
 Not required for ESP and ESGP programs
Basic Steps:
 Click “Add Entry/Exit” in the entry/exit tab
 Pop-Up 1: Specify basic program information (provider and
type; if in backdate mode, start date is already set)
 Pop-Up 2: Complete assessments – will match to provider
─ Household data sharing (if applicable)
─ Funder-specific assessment questions for each person in the
Entry Pop-Up 1: Program Information
 Include household members in the entry/exit
─ Check box next to HH type to include everyone, or check specific
individuals only
 Provider: select your client’s specific program
─ Often associated with a funding source
─ Do not leave at the default (too general)
 Type:
─ HUD, HPRP, VA programs select their program as the type
─ All others: Basic
Selecting the correct provider
1. What provider should a user at this agency pick
for a HUD client? An LTH client?
2. What providers should the user never pick?
Entry Pop-Up 2: Assessments
 What is an assessment?
─ Information collected from clients describing their
situation on the day they enter your program
─ Every funding source has its own assessment with
different questions (although many questions are
shared among funders)
─ Assessments store data in layers to capture
information as a client moves among programs or
returns again for services.
Assessments – All programs except UW
 For single clients:
─ Complete the All-Inclusive Assessment required by your
 For households:
─ Complete the Household Data Sharing Assessment in head of
household’s record
─ Then complete required questions in the All-Inclusive
Assessment for all household members
─ Funder-specific assessment: check box turns green
information is completed for each member
Assessments – United Way programs
 Required for all heads of household
─ Each family should have one member designated as
head of household
─ Clients on their own are also considered a head of
 Complete the UW assessment specific to your
program type
─ Supportive housing for families/homeless youth
─ Market rate re-housing for families/homeless youth
─ Shelter program for youth
Assessments – clients served by multiple
 Clients served by more than one funding source
at the same time (HUD and LTH, United Way
and LTH, etc.) need to have all required
questions for each funding source completed
─ Responses will carry over to other assessments,
saving data entry time
 If a client is served by a United Way program
and another funding source (HUD, LTH, etc.) at
the same time, follow the other funding
source’s data entry rules
Assessments at Entry: Pointers
 It is critical to select the correct provider and type, since
each provider is tied to a different funder-specific
 Household data sharing: click “Add Household Data” to
 Funder-specific assessment: check box turns green
information is completed for each member.
Assessments Tab
Assessments Tab
 Service-based programs (ESGP, ESP) complete
assessments in the assessments tab
 Select an assessment from the drop-down list and click
“Submit” to view questions
 Use the drop-down at the top of the screen to switch
between household members’ records.
Assessment Questions
Housing Status
 On all assessments, except United Way
 Required for all clients, including children
 Refers to the client’s housing status the day before
starting your program.
 Can be completed for all clients using the Household
Data Sharing Assessment
 See data entry forms for definitions of each of the
response options
 HPRP clients cannot pick “stably housed” at program
Disability of Long Duration Question
 United Way programs:
─ Answer for head of household only
 All other programs:
─ Required for all clients, including children.
 Must go into each client’s record individually to answer
─ Entry-based programs: When entering a client in the
entry/exit pop-up, click on a household member’s name on
the left-hand side of the pop-up window to bring up that
member’s assessment.
─ Service-based programs: use the drop-down at the top of
the screen to switch between household members
Disability of Long Duration Question
 Questions to help identify if your client has a disability:
─ Do you have a diagnosis of disability or a documented disability?
─ During the last 2 years have you been told by a doctor or nurse that you
have a disability?
─ Do you feel you need to see a health professional about a disabling
─ Do you have substantial impairments that affect your ability to carry out
daily activities?
 Answer “yes” if the client can answer yes to any of the
above questions – no documentation necessary
Disability Sub-assessment Pointers
 HUD:
─ Record for all clients, including children!
─ Parents may answer questions on behalf of their children
─ Record for all adults 18+ and unaccompanied youth
─ “Long term w/substantial impact” and “currently receiving
services” questions are optional
 Not required for HPRP, FHPAP, ESP or United Way
Disability Sub-assessment Pointers
 Disabilities that REQUIRE documentation
─ Mental health problem, physical disability,
developmental disability, chronic health condition
 Data entry change for FY 2011-12: Can now
record in HMIS regardless of documentation.
 New steps:
─ If client has documentation: disability determination
should be “yes.”
─ If client does not have documentation: disability
determination should be “no.”
Disability Sub-assessment Pointers
 Disabilities that do not require documentation:
─ Substance abuse (alcohol, drug, or both), traumatic
brain injury, vision impaired, HIV/AIDS, hearing
impaired, other
 Always record in HMIS. Disability determination
for the above disabilities is always yes—even if
the client does not have documentation.
Veteran Status and Domestic Violence
 Veteran Status
─ State and federal funders: answer for each adult 18+
─ United Way: answer for head of household
 Domestic Violence Victim/Survivor
─ State and federal funders: Answer for answer for all adults 18+
and unaccompanied youth
─ United Way: answer for head of household
 Use the Households Overview box to switch between
household members’ records
Cash Income Pointers
 HUD and HPRP:
─ Record income for every person in the household, including
─ Assign income to a HH member if that income leaves the
household when that member departs
─ Record SSI payments received on behalf of a child in the child’s
─ TANF, child support and alimony can be recorded on the adult
recipient’s record
Cash Income Pointers
─ Record income for all adults 18+ and unaccompanied youth
─ Enter general HH income and income paid on behalf of children
(i.e. TANF) in head of household’s record
─ Enter earned income in record of the adult who earns the income
 United Way
─ Record on head of household’s record only
─ Enter all household income (including income brought in by other
adults and children) on the head of household’s record
 Not required for ESP, ESGP, or DHS-Youth
 Programs funded by HUD and a state or United Way
source should follow HUD rules
Non-Cash Benefits Pointers
 HUD and HPRP:
─ Record benefits for every person in the household, including
─ Assign non-cash benefits to all household members for whom
benefit is intended (ex: food stamps recorded on everyone’s
 LTH, THP, FHPAP, United Way:
─ Record all benefits received by any member of the household in
the head of household’s record only.
 Not required for ESP, ESGP, or DHS-Youth
 Note for programs dually funded by HUD and
another state program or United Way:
─ Follow HUD rules for both cash income and non-cash benefits.
Assessments: Barriers
 Required for DHS-Youth
 No longer required for LTH, FHPAP, or THP
clients starting the program on or after July 1,
 SSOM section replaces barriers for LTH and
FHPAP programs
DHS Youth Assessments
 DHS Youth Step 1 Assessment
─ Complete in program entry pop-up
─ The assessment describes the client’s situation at
program entry
 DHS Youth Outcomes Assessment
─ Complete in the Assessments tab
─ Tracks actual start and end dates for each outcome
─ Update as youth start or complete outcomes
Assessments – United Way
 Part 1 (first half of assessment):
─ The assessment describes the client’s situation at
program entry. Complete in the program entry pop-up.
 Part 2 (outcome tracking):
─ Update in real time as clients start or complete
─ Initially complete in the program entry pop-up, but
make updates in the assessments tab.
─ Start/end dates allow for multiple sets of information to
be entered over time
─ Best practice is to make regular updates; monthly is
best, but quarterly may be enough
LTH Sub-assessments
 3 sub-assessments for each single client or head of
─ Current residence (record at entry; update when client moves)
─ Housing cost (record at entry; update twice yearly before
running housing cost and subsidy reports)
─ Housing subsidy (record at entry; update twice yearly before
running housing cost and subsidy reports)
 At entry, question responses should be based on
client’s housing status the day they start the program
Question History
 Question history shows:
─ Which HMIS user at your agency answered the question
─ The date the response was accurate for (i.e., the backdate)
─ How the client responded to the question
 To view question history:
─ Click the colored bar to the left of any question
─ A pop-up will open showing what day the response was
─ The day should match the program entry date (entry-based
programs) or service start date (service-based programs0
SSOM (Self-Sufficiency Outcomes Matrix)
 Required for LTH and FHPAP programs
 LTH (see data entry & reporting tip sheet):
─ Complete for all adults 18+ and unaccompanied youth
─ Initial (at entry), interims (every 6 months), exit
─ All domains except credit required
 FHPAP (see data entry & reporting tip sheet):
─ Complete for the head of household & single clients
─ Initial (at entry), interims (6 months after entry and every 3
months thereafter)
─ 11 domains required
 Matrixes are grouped by program, if the client has
matrixes for multiple programs
 Key buttons:
─ “Add
new matrix” – use for initial matrix
─ “Add new point of measurement” - use for interim/exit
matrixes (provider is already pre-set for you)
─ Summary button
Service Transactions
7. Service Transactions
 Required for HPRP, FHPAP, ESGP, and ESP
Basic Steps
 Click Service Transactions tab
 Click “Multiple Services”
 Check boxes next to other household members’ names
and complete service transaction information
 Click “Save and Exit”
Service Transactions
HPRP Reminders:
 Only record one type of assistance at a time
 Financial assistance transactions cannot exceed 3 months
 For rental assistance transactions, start date = 1st date of
month the assistance will cover
─ Exception: if client enters the program mid-month, use the program
entry date as the start date
 Financial assistance start date: for rental assistance only
─ Start date = first day of month the assistance covers
 Only use the “# of units” and “unit type” fields if you are
recording back payments
Service Transactions
General Reminders
 Provider must match the entry/exit provider
 Entry-based programs: Start date can never be before
program entry date; end date can never be after program
exit date
 ESGP and ESP: start and end dates must coincide with
the time the client was in the program
 FHPAP services must pick from accepted list
 If cost is entered for FHPAP financial services, source
field is required
 Case management services often span the entire time
the client is in the program
Mid-Program Updates
Making Updates
Funding Source
Fields to Update
Updates Required For
How often
All clients, including children
Annually (before APR is due)
All clients, including children
Annually (before APR is due)
All adults 18+
Twice yearly (before reports are
All adults 18+
Twice yearly (before reports are
Current residence
Heads of household
When client moves
Housing cost
Heads of household in
supportive housing
Twice yearly (before reports are
All adults 18+
Every 6 months
All single clients and heads of
6 months after entry, and every
3 months thereafter
As youth set and complete
As clients set and complete
Housing subsidy
All clients
Heads of household
Heads of household in
supportive housing for
homeless families only
United Way
Annually (before reports are
Making Updates: FAQs
 Where do I make an update?
─ In your funder-specific assessment.
─ Use the Assessments Tab to access your assessment
 Do I need to be in backdate mode?
─ It depends on the date you are making the update:
─ If you are making the update before the report period ends,
you do not need to backdate.
─ If you are making the update after the report period has
ended, you should backdate to the last date of the report
period. This will make sure the information appears on your
Making Updates - Disabilities
 If there aren’t any changes, no data entry is needed
 Check documentation for mental health problem,
physical disability, developmental disability, & chronic
health condition
─ If documentation is present, disability determination should be
─ If documentation is not present, disability determination should
be “no”
 Enter any newly-identified disabilities
Making Updates – Income/Benefits
 Update “income/benefit received in the last 30 days”
questions if they have changed (Y to N or N to Y)
 Record changes in income as needed:
─ Put an end date on income/benefits that have ended.
─ If amount has changed, put an end date on the record showing the
old amount. “Receiving income source” should always be “yes”
(esp. important for correct HUD reporting). Create a new record
showing the new amount.
─ Add new income/benefits as needed.
 Update for:
─ All adults & unaccompanied youth (LTH, THP at exit, FHPAP at
─ All clients, including children (HUD/HPRP)
Making Updates - LTH
 Residence:
─ Update only if the client has moved.
 Housing cost:
─ Update if housing cost has changed and the client is in sitebased or scattered-site supportive housing.
─ A housing cost record must be entered any time a client is in
supportive housing. The amount can be “0” if applicable.
 Housing subsidy
─ Update if housing subsidy has changed and the client is in sitebased or scattered-site supportive housing.
─ A subsidy record must be entered any time the client is in
supportive housing. “No subsidy” is an option.
Program Exit
Exiting Clients
Basic Steps
 End all service transactions (FHPAP, HPRP, ESP,
 Entry-based programs: exit client from program and
answer funder-specific exit assessment questions
 All programs except United Way: Complete remaining
exit information for all household members
 United Way programs: update income and outcomes for
head of household in your program-specific assessment
Exiting Clients: Ending Services
 Ending services is easiest through the Summary tab
 You can also use the Service Transactions tab:
─ Click either “View Entire Service History” or “View Previous
Service Transactions”
─ Then click “Services” tab (caution: the system will not default to
the Services tab! You must click it)!
Exiting Clients: Program Exit
 Click pencil under exit date from either the Summary tab
or the Entry/Exit tab
 Pop-up screen 1: Exit information that copies onto all
household members’ records
─ Exit date, reason for leaving, destination
 Pop-up screen 2: Exit information that must be
answered for each household member individually
─ Household members are listed on left side
─ Checkbox turns green after saving the exit assessment for each
household member
Exiting Clients: Program Exit
 All programs except United Way:
─ Update housing status for all household members, including
 Update income/benefits
─ HUD, HPRP: all clients, including children
─ LTH, FHPAP, THP: all adults and unaccompanied youth
─ United Way: update in head of household’s record
 Update disabilities (HUD, LTH,THP, ESGP)
 Update residence, housing cost, and subsidy (LTH)
Case Plans
Case Plans (THP programs only)
Basic Steps: Adding a Goal
 Go to Case Plans tab and click “Add Goal”
 Complete the “Household Members” section
 Complete the “Goal Data” section and save changes
Basic Steps: Follow-up
 Retrieve client’s goal information
─ Use list of outstanding goals on the home page or go to client’s
record and click on Case Plans tab
 Complete follow-up information
─ Update status, actual follow-up date, follow-up made, and
outcome at follow-up fields
10. Case Plans - Reminders
 Date goal was set = program exit date
 Case plan provider must match the entry/exit provider
 Target and projected follow-up dates = 6 months after
exit date
 Attempting to contact a client counts as a follow-up,
even if actual contact is not made
 To enter general notes not specific to a goal, use “Notes
About Client” in the summary tab or the assessments
Remember: Before you log on…
 Checklist:
─ Data privacy notice posted
─ Client consent form for each person (even if
─ All necessary data entry forms
─ “Required steps for HMIS” cheat sheet specific to
your funding source
─ Any other instruction documents you may need
 ServicePoint reports:
─ Not required by any funder
─ Useful to run because you can see information
immediately after adding it (no overnight upload)
─ Best reports: Entry/exit (entry-based programs), Client
served (service-based programs)
 ART (Advanced Reporting Tool) reports
─ Contain required funder reports as well as data checking reports
for your own use
ServicePoint Report: Entry/Exit
Basic Steps:
 Mouse over green “reports” tab, “provider reports,” and
click on Entry/Exit report
 Complete “Report Options” information
─ Entry/exit report has “entry/exit type” field. Select “basic entry/exit.”
 Click “Build Report”
 Explore data-checking features
─ Click on numbers in blue
Reports: Advanced Reporting Tool (ART)
 Counting reports (for funders)
─ General counts of clients and households served
─ Will tell you how many clients are missing data
─ But no client names or ID numbers
 Data check reports (for you)
─ Detailed list of all clients, organized by the same
categories found on the counting report
─ Will tell you which clients are missing data
(highlighted in red) or have other data entry errors
─ Client names and ID numbers
Running ART Reports
Golden Rules:
 Wait until one day after you have entered/updated your
data to run an ART report.
─ ART uploads data from ServicePoint overnight
 Effective date:
─ HUD and HPRP APR: End of report period
─ All others: today’s date
 End date = one day after reporting period ends
 EDA Provider = ignore
 Always download a report to computer to view it.
Reports: Training Site ART Instructions
 Select a report to run:
─ Click on the triangle next to “Public Folders”
─ Click on the folder named “Test”
─ Click on the report named “Services Report”
 Run the report:
Effective Date = today’s date
Provider : choose all available providers on the list
Report Start Date = 01/01/2011
Report End Date = today’s date
Click “Run Query”
 Save to your computer as an Excel file:
─ See instruction document for details
Data Checking: What do I look for?
 Missing information (often highlighted in red):
─ Go into the client’s record in ServicePoint to complete
required information.
 “Head” field (designates a head of household):
─ Make sure that every household has a head: look for
households with no “H” (or more than one “H”).
─ If a household is missing an “H,” go into the household
head’s record in ServicePoint. Click on “Manage
─ Change “head of household” to “yes” and save
ART Reports: Notes on APR
 Clients are categorized based on answers to questions
in ServicePoint and HUD’s own definitions
─ If the category a client is reporting in doesn’t make sense,
contact the HMIS helpline for more information
 HUD does not automatically receive the APR. You need
to print it, combine it with other information (i.e. financial
data) and submit to HUD via e-snaps.
Data Checking: What do I look for?
 Problem: “Split” households (service-based prgms):
─ Sometimes one or more household members will appear
as single clients
─ This means that their services are not linked to the rest
of the household
 Solution: Delete and re-enter services
─ Delete any service transactions that do not include all
household members (delete from each person’s record)
─ Re-enter the transaction in the head of household’s
record, checking the boxes next to all household
members’ names.
Data Checking: What do I look for?
 Problem: “Split” households (entry-based prgms):
─ Sometimes one or more household members will appear
as single clients
─ This means that their entry/exits are not linked to the rest
of the household
 Solution: Delete and re-enter entry/exit
─ Delete any service transactions that do not include all
household members (delete from each person’s record)
─ Include the unlinked members in the head of household’s
Counting reports: What do I look for?
 Overall trends
─ Do the total number of households and clients served seem
correct? Check for excluded clients or clients who should have
─ Do the demographic breakdowns seem accurate?
 Missing information
─ If any of the categories have a “missing” category, run a data
check report to identify which clients are missing data.
ART: Helpful Hints
 Run data check reports early
─ Run one for your program today to practice
─ Identifying problems early saves time and stress
down the road
 Build data checking into your schedule
─ Run at least once/month (2x/month recommended) to
save time during reporting periods
─ Run reports one day after entering a large batch of
When can I use the system?
 Attend training (you’re here!)
 Send/give Wilder several things:
─ Payment (license, training, etc.)
─ Agency Agreement (for agencies new to HMIS)
─ User Agreement (signed by you)
─ List of services you provide (for agencies new to HMIS or those
with updates)
─ Business Associates Agreement (for HIPPA covered agencies
new to HMIS)
 If your agency is new to HMIS, your director will need to speak with
Wilder further
 Wilder will contact you with your username and password
 Live site:
For Help
 Consult on-line help (
 Consult co-workers
 Call or email Wilder Research (they will respond during
business hours: 8:30-4:30 M-F)
─ (651) 280-2780
─ (800) 328-2972 and ask for HMIS helpline
─ Email: [email protected]
Please use client ID number and initials instead of name in
 Wilder Research will consult Bowman Internet Systems
as needed
Resource Recap
 HMIS newsletter
─ Read immediately – only sent on an as-needed basis
 HMIS website (
─ Newly updated “Help for Users” section
─ Data entry forms and instructions
 Webinars (located in System News)
─ Funder-specific updates and details
 Data check reports
 Helpline (email or phone)
─ M-F, 8:30-4:30
Wilder Research Contact Information
Wilder Research
451 Lexington Parkway North
St. Paul, MN 55104
Local: (651) 280-2780
Toll-free: (800) 328-2972
Fax: (651) 280-3700
Email: [email protected]
Final Knowledge Check
 A client entered your program at the beginning of last
month. Use your “Required Steps for HMIS” packet and
complete the steps required by your funding source:
Add a client
Create a household – only if your agency services households
Enter client into a program
Complete Assessments
Complete the SSOM (LTH and FHPAP)
Complete a Service Transaction
Exit client from program
Set a goal in the Case Plan section – only for THP programs
Run an ART report
Call me to check your data entry when you have finished!
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