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  • Become an HMIS Participating Agency

    Become an HMIS Participating Agency

  • Welcome and thank you for your interest in becoming an HMIS Participating Agency.  We have a lot of information below to help you understand what it means to be an HMIS Participating Agency.  But first, let's get some information about you.

    • Details about the Person Completing this Request 

    • What is HMIS?
      The Homeless Management Information System (HMIS) is a federally mandated database used to collect information about the services being provided to people experiencing homelessness and people at risk of becoming homeless in our communities.

      Our Homeless Management Information System (HMIS) is a database where over 150 community organizations record data about the clients they are serving in over 500 different programs.  HMIS is not a program that your clients can be enrolled in nor is it a referral system for helping your clients find housing or shelter opportunities.

      HMIS Participating Agency Expectations
      To become an HMIS Participating agency, your executive leadership must review and agree to abide by our HMIS Policies and Procedures Manual, HMIS Data Quality Plan, and HMIS Privacy and Security Plan.  Your executive leadership will also need to review and sign our HMIS Partnership Agency Agreement and our Inter-Agency HMIS Data Sharing Agreement.

      The next step to becoming an HMIS Participating Agency involves requesting that we create one or more progams for you in HMIS so you have a place to enter data about the services you are providing.  Once you have completed this form, you will need to visit our New HMIS Program Request form and submit a program build request.

      The last step to becoming an HMIS Participating Agency involves requesting individual user access for your staff members via our HMIS User Access Request form.  You must complete background checks for your staff and verify that they have passed them as part of the request for user access.  Your staff will need to complete HMIS training and pass their quiz to be granted access to the system.

    • Partnership Agencies

      Partnership agencies are created when two or more separate organizations are collaboring on a program.  This allows staff from both organizations to access the program data.  Examples of these could be a Sacramento County department and a community organization who is providing services as a sub-contractor.

    • If any partner organizations are not yet participating in HMIS, please ask them to complete this form for their individual agency.  We will not be able to create a partnership agency until all partner organizations are established as HMIS Participating Agencies.

  • Agency Information

    Agency Information

    • Staff Contact Information 

    • Leadership Roles at your Agency

      We need to collect names and contact information for individuals at your organization who can answer questions we may have about your HMIS Participation. We are looking for these three specific roles:

      • Executive/CEO/Director: This individual is authorized to sign agreements on behalf of your organization and is ultimately responsible for the actions of your staff in our HMIS.
      • Partner Agency Security Officer: This individual is responsible for conducting your agency's HMIS Annual Security Audit and working with HMIS to resolve any issues.  They are tasked with enforcing privacy and security rules with all HMIS users in your organization, including addressing any security breaches HMIS identifies. 
      • HMIS Lead: This individual is the senior most staff member who will be actively working in HMIS.  They are the point person for addressing all data quality issues, including reviewing the work of individual HMIS users who may need retraining.

      These three roles may be held by one or more staff members of your organization.  Please consider the work you plan to do in HMIS and determine who will be be able to meet these needs.

  • HMIS Documents

    HMIS Documents

  • As we mentioned before, there are several documents that need to be reviewed by your agency's executive staff, including two that need to be signed and submitted to HMIS.  All HMIS Participating Agencies and their staff are expected to be familiar with the following documents as you will be held to the standards listed there.

    • HMIS Policies and Procedures Manual
    • HMIS Data Quality Plan
    • HMIS Privacy and Security Plan

    Your Executive Staff Member must read, sign, and then upload the HMIS Partnership Agency Agreement and the Inter-Agency HMIS Data Sharing Agreement below.

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  • Submit Your Request

    Submit Your Request

  • Next Steps

    Thank you for applying to becoming an HMIS Participating Agency.  We look forward to reviewing your submission.  We will reach out to you when your agency has been created so we can set up a meeting with you.  To expidite your onboarding into our HMIS, please have your staff take the following steps.

    • Your Security Officer must complete the HMIS Security Audit Checklist form.
    • Your HMIS Lead must submit a New HMIS Program Request form.

    As always, if you have any questions or need assistance, please email HMIS so we can provide you with support as soon as possible.

  • Next Steps - Participating Agency

    Thank you for requesting your new participation agency.  Your next step will be to complete a New HMIS Program Request form, where you can provide details about the collaborative program.  If you are working on multiple programs together, please submit one form for each program.

    As always, if you have any questions or need assistance, please email HMIS so we can provide you with support as soon as possible.

  • Thank you for your interest in our HMIS.  We will review your submission and determine how best to integrate your work into the efforts of Sacramento Steps Forward and the work of your local Coallition of Care.

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