CARES Inc.

Homeless Management Information System (HMIS)

About CARES Regional HMIS

The Homeless Management Information System (HMIS) is a secure, computerized data collection system used to produce an unduplicated count of persons using homeless services. The system is used by multiple agencies to capture client-level information over time regarding the characteristics and service needs of individuals and families experiencing homelessness. This information is then used for reporting, grant writing and community planning.

All recipients of HUD funds for homelessness and homelessness prevention services are required to participate in the HMIS. This includes recipients of Emergency Shelter Grant (ESG) funds, Supportive Housing Program (SHP), Shelter Plus Care (S+C), Section 8 Mod Rehab for SRO, and Housing Opportunities for Persons with AIDS (HOPWA). In addition, HUD encourages participation of other federal programs that serve homeless persons. Participation of other organizations that do not receive HUD Continuum of Care funding is voluntary, but strongly encouraged in order to achieve an accurate picture of homeless services in the community.

 

Database Software

While the HMIS is a nationally mandated database, each participating agency or group of agencies may either build their own database or contract with a vendor. CARES Regional Database uses Foothold Technology's AWARDS software, chosen for their dedication to not-for-profit case management software services, an excellent product, great customer service and the security of their database software. AWARDS is an internet based system which users access with an assigned log-in and unique password. There is no data sharing in the CARES Regional HMIS, so each user has access only to the client data within the agency and program(s) needed to perform their duties. Security and privacy of all consumers in the HMIS is of paramount importance to CARES and participating agencies, driving towards ever evolving privacy and security precautions within the database itself and the policies and procedures surrounding its use.

 

Training

CARES offers a variety of training and user-group opportunities for our HMIS clients. These are listed under the CARES events calendar. CARES provides trainings in person, both at our offices and on-site as well as web-based trainings, reviews and technical assistance.

Ongoing training is offered for new and current users who need a refresher on the basics. Training sessions will be provided in 3-4 hour sessions for which attendees are required to sign up in advance. Users participating in each training session are expected to be computer-literate and to attend the full training session.

Additionally, Advanced User trainings, Program Director and Administrator trainings, recurring user-groups and periodic CoC updates will be held regularly to help agencies best use and monitor the HMIS system and accompanying software. A list of all available trainings and groups, along with registration information, is available and regularly updated on the homepage. All trainings and user-groups are available remotely via webinar to accommodate those who cannot attend in person.

The Cares Regional Google-Group is also available to community members, both with and without HMIS access, who wish to keep up on the latest HMIS policy, procedure, trainings and groups available. That can be accessed here: http://groups.google.com/group/cares-regional-hmis/about?hl=en .

If your agency or CoC has specific training needs, please contact our staff (contact information below). CARES can provide basic computer training as needed by your agency. Additional HMIS training is also available at any time to keep your agency's HMIS running smoothly and ensure the quality of your data and reporting.

 

Technical Assistance

All concerns with utilizing the HMIS system should be directed to the HMIS System Administrator at CARES, who can be reached by phone at 489-4130 x103, by e-mail at hmis@caresny.org or through the HMIS (AWARDS) internal messaging and helpdesk modules for confidential e-mail capability. CARES offers assistance to agencies who would like to better integrate the use of the HMIS software into existing procedures though telephone and web conferences as well as occasional site visits. Assistance in gathering agency-wide or county-wide aggregate information for funding sources and grant writing is also available when a written request is made at least a week in advance.

CARES will provide, at no additional fees, the following TA services:

• Access for questions and concerns with the Software Solution Provider, Foothold Technology
• Assistance with HUD mandated reporting on an agency/CoC level
• AHAR and CoC Grant Application reporting
• Annual and Quarterly CoC reports on basic, aggregate client demographics
• Creation, deletion and monitoring of user log-ins and passwords
• Daily helpdesk (work days) for standard helpdesk issues
• Evaluations and strategies for better use of the HMIS in regards to HUD reporting
• Monitoring of HUD policy and procedure regarding HMIS with regular CoC updates
• Monthly New User Trainings (in a group setting)
• Monthly user-groups on topics chosen with user-input
• Quarterly Advanced User Trainings (in a group setting)
• Remote access to all in-house trainings upon request
• Regular updates on HMIS policy, procedure and the database via a variety of mediums
• Rapid turn-around for addressing all help desk tickets (one business day)
• Ongoing CoC level data quality checks and follow-up

Additional fees may be assessed for HMIS TA services that are not within the normal scope of CARES Inc.'s HMIS System Administrator duties; including, but not limited to, the following:

• Agency/Program evaluation for use of the database beyond HUD requirements
• Agency specific report and form building
• Agency specific training on non-HUD mandated features of the database
• Customized internal or external reports not related to HUD
• Large helpdesk requests due to user error
• Program level data quality and clean-up assistance
• Training on basic computer skills which compliment the use of the HMIS, including but not limited to; internet, Excel, keyboarding and MS Word Document creation

 

 

For more information, please contact
Allyson Thiessen, HMIS System Administrator
(518) 489-4130 ext. 103
athiessen@caresny.org