Homeless Management Information system (HMIS)
The Homeless Management Information System (HMIS) is a centralized and localized database designed to help service providers record and share critical information regarding individuals experiencing homelessness or those at risk. CDSA serves as the HUD-designated HMIS Collaborative Applicant for both North Central Oklahoma (OK-500) and Southeastern Oklahoma (OK-507). In this role, CDSA is responsible for granting access, maintaining data quality, and producing reports for the U.S. Department of Housing and Urban Development (HUD). The use of HMIS is federally mandated for any Continuums of Care (CoCs) receiving federal funding.
CDSA’s role as HMIS Lead Agency spans a wide geographical area, covering:
- North Central Oklahoma, which includes 9 Tribal Reservations, 8 counties, and 6 agencies running over 21 programs.
- Southeastern Oklahoma, which covers 6 Tribal Reservations, 21 counties, and 7 agencies managing over 27 programs.
The system helps connect community organizations offering various services like emergency shelter, housing assistance, and prevention efforts. These services are captured within HMIS, ensuring comprehensive client data, which includes service needs, case management, and program participation. This data is invaluable not only for service delivery but also for local and state planning as well as maintaining eligibility for funding from various sources.
To ensure confidentiality and the protection of sensitive client information, access to HMIS is strictly regulated, requiring background checks and security measures.
WellSky Community Services is a specific management system used to facilitate data sharing between providers in real-time, enhancing collaboration and tracking services provided to those who are homeless or at risk.
ServicePoint has 4 Levels of Organization
Level 1- CoC
Level 2 – CDSA – HMIS Lead Agency
Level 3 – Agencies in the HMIS Collaborative
Example: Mission of Hope (MOH)
Level 4 – Agency Projects (Providers)
Example: MOH HUD Permanent Supportive Housing (PSH)
Types of Users
All agency users will be able to do data entry and run most reports, but not all accounts will have the same access to an agency’s information
Here are the used user types in HMIS starting with the most access:
System Administrator – Ensures database is in compliance with Federal and State funding partners. Supports participating agencies’ utilization of HMIS. Provides Ad-Hoc reports
Agency Admin – The point person for your agency. Agency Admin are designated to be the first person that can assist their own agency’s user. Reporting and ensuring data quality is part of their responsibilities.
Case Manager I, II, III – Case managers are able to run reports, create & edit client records, enter services.