Homeless Management Information System

 

The Long Island Homeless Management Information System (HMIS), also known as AWARDS, is computer software developed by Foothold Technology that helps agencies with program administration, operations, and reporting. HMIS can be used for many different functions including maintaining client and agency information, bed/unit availability, and service delivery. Some of the typical benefits of an HMIS include:

  • Improved service delivery and prompt referrals for clients
  • Immediate access to important client information
  • Quick and easy preparation of reports for funders, stakeholders

The United States Department of Housing and Urban Development (HUD) requires that all CoCs across the country receiving HUD grants must install and utilize some level of HMIS automation.  LICH implemented the HMIS on Long Island in 2004, and continues to oversee the strategic direction of the HMIS.  LICH staff manage the daily operations of the HMIS, providing technical support, training and program customization as needed. 

 

Trainings and User Groups

Trainings for HMIS users of various skill levels - beginner and intermediate (advanced users are probably conducting the trainings or writing new software!) - are scheduled throughout the year on an as-needed basis.  User group sessions are designed for specific groups of users, such as agency administrators or fiscal personnel, whose primary HMIS focus is administrative. 

We do not currently have any training or user group sessions scheduled at this time.  If your agency would like to schedule a training or user group session, please contact us (516) 742-7770. 

 

What's New With HMIS

In March, 2010, HUD published revised final HMIS Data Standards.  The March, 2010 Data Standards revise and replace the July, 2004 HMIS Data and Technical Standards by which client- and program-level data reporting have been guided. 

 

In order to report accurate and complete information in accordance with HUD’s new data standards, various modifications have been implemented in the HMIS.  These modifications may be found in the following areas:

 

  • Universal Data Elements
  • Program Specific Data Elements

In addition, a new set of Program Descriptor Data Elements has been added to capture data regarding agency programs, such as Program Type, Target Population, and Site Information. 

 

To assist Long Island HMIS users with navigating the additions and modifications to the HMIS resulting from HUD’s March, 2010 Data Standards, we developed a guidebook entitled "Homeless Management Information System:  New Data Standards and Functionality."  We hope users find the guidebook to be useful, and are always available to answer any questions. 

 

  Past HMIS News

On January 1, 2010, the Long Island Coalition for the Homeless (LICH) implemented a new HMIS Help Desk response system.

Help Desk inquiries are submitted in the same manner in which they have been submitted in the past:  users submit inquiries via the Help Desk button in HMIS.  Under the new response system, inquiries are directed to Julee King of LICH as the primary point of contact, and are directed for response as follows:

  • Client-level inquiries:  Inquiries identified as requiring access to client-level data are directed to Renee Adamowicz of ALLSector Technology.
  • Program-level inquiries:  Inquiries identified as requiring access to program-level data are addressed by Julee King of LICH or are directed to Renee Adamowicz of ALLSector Technology, depending on the level of access required in order to properly respond to the inquiry.
  • Data-entry inquiries:  Inquiries requesting assistance with entering data in HMIS but that do not require access to client-level or program-level data in order to properly respond to the inquiry are addressed by Julee King of LICH.
  • Report inquiries:  Inquiries requesting assistance with generating reports in HMIS but that do not require access to client-level or program-level data in order to properly respond to the inquiry are addressed by Julee King of LICH.

Foothold Technology continues to serve in its capacity as software provider, and provides additional assistance with inquiries, as needed.  By “fielding out” the Help Desk inquiries, we hope that users will more easily experience the functionality and convenience of HMIS. 

We are excited about this new Help Desk response system, and look forward to working with all of the region's HMIS users!

 

Forms

Sample HMIS Intake Form

 

Homelessness Prevention and Rapid Re-Housing Program (HPRP)

The American Recovery and Reinvestment Act of 2009 (ARRA) established the Homelessness Prevention and Rapid Re-Housing Program (HPRP). The program is designed to assist households at risk of homelessness and households that are literally homeless.   HPRP regulations require Grantees to enter client-level data in an HMIS, and to report program performance data to HUD. 

 

  Forms

The following forms will assist Grantees and Subgrantees in capturing the universal data elements that must be reported for each client assisted with HPRP funds. 

PDF Document HMIS Data Collection Elements Instructions
  HPRP HMIS Intake Template
  HPRP HMIS Income Template
  HPRP HMIS Housing Services Provided Template
  HPRP HMIS Financial Assistance Provided Template
  HPRP HMIS Participant Exit Template

 

  Deadlines

Date Report Period Covered
April 10, 2010 2nd Quarter QPR January 1, 2010 - March 31, 2010
July 10, 2010 3rd Quarter QPR April 1, 2010 - June 30, 2010
October 10, 2010 4th Quarter QPR July 1, 2010 - September 30. 2010
November 30, 2010 APR October 1, 2009-September 30, 2010

 

  More Information and HPRP Resources

E-Snaps on HUDHRE.info - Training and FAQs

E-Snaps - Login

FederalReporting.Gov

HPRP on HUDHRE.info - Training and FAQs