07.09 Bulletin
Homeless Management Information System (HMIS) 
Implementation Instructions for
Projects Funded by Minnesota Housing to Serve Long-Term Homeless Households
  
Recipients of Minnesota Housing Ending Long-Term Homelessness funds are required to use Minnesota’s Homeless Management Information System (HMIS) to collect and report participant information.  Recipients that have different entities managing or leasing property, administrating subsidies and/or providing services must determine which entity will administer HMIS. The best practice is to have the entity that works closest with the participant (usually the service provider) collect and enter the data in HMIS. Reporting responsibilities should be determined based on project management needs. Developments and partnering organizations should have formal agreements outlining HMIS responsibilities (i.e., how participant data will be collected, who will enter data and who will run and submit reports and how costs will be paid).  

Once the HMIS entity has been determined, the owner or grant administrator should complete the information on the last page of this bulletin and submit it to Minnesota Housing to complete the loan closing or grant agreement process.

The HMIS entity(s) should contact Wilder Research (the HMIS administrator) to start the HMIS set-up process at least 90 days before leasing begins. Reporting agencies must register for and complete HMIS training, receive user names, passwords and licenses and complete the program setup process before the HMIS can actually be used to enter data and run reports.  Attend the HMIS training as close to the start date of the project as possible so that you don’t forget how to use the system by the time you start entering client data into HMIS.
 
Information and forms for using HMIS for the Ending Long Term Homeless Program can be found at http://www.hmismn.org/forms/LTH-MFHA.php .  For each long-term homeless household served, data from the following forms will need to be entered in HMIS no later than 30 days after the move-in date:  
o	Universal Profile
o	Household information (when more than one person)
o	Long-term Homeless All Inclusive Assessment includes:
•	Universal Assessment (for each adult in household)
•	Residence, Housing Cost and Subsidy Assessments
•	Barriers to Housing Stability Assessment
o	Service Transactions
o	Exit information 

The data collected in HMIS will help to evaluate progress in ending long-term homelessness, plan appropriately to meet the needs of people experiencing homelessness, and demonstrate the effectiveness of appropriate interventions. Your participation is essential for success. 

Thank you!

Checklist to get set-up for HMIS: 
 
1.	Determine your project start date – when participants will move into housing.  Staff should be ready to use HMIS by the time the project starts leasing. Minnesota Housing will contact the HMIS provider prior to start up to check on readiness.
2.	Complete the attached contact information sheet and submit to Minnesota Housing prior to loan closing or grant agreement. 
3.	Contact Wilder Research at (651) 280-2700 or hmis@wilder.org  to schedule training and orientation to get setup in HMIS.  Contact should be made to Wilder at least 90 days prior to leasing.  Schedule the training as close to your project start date as possible so that you don’t forget how to use the system by the time you start entering client data into HMIS.  (NOTE: Providers already using HMIS just need to contact Wilder to add the LTH program to the agency setup).

4.	You will need to tell Wilder the designated person{s} to be trained and hold the user license{s} for your agency.  Fees include a one-time set-up fee {$100}, a training fee {$50}, and an annual user license fee {$250}.  These fees are allowable administrative expenses for the development or program.    
5.	All required data needs to be entered in HMIS within 30 days after the tenant moves into housing and be kept up to date for quarterly reporting.   

6.	Grantees must follow the Minnesota Government Data Practices Act (Chapter 13 of Minnesota Statutes) and the client notification and consent practices specific to HMIS.  

7.	Reports are due to Minnesota Housing quarterly, generally 30 days after the end of the report period. Minnesota Housing will send reminder notices and instructions when LTH HMIS reports are due. 

8.	Once you have completed entering all of the required data for each household during a report period, you will run data checking reports to test for accuracy and completeness. Make any needed corrections and then run the required reports. When you are satisfied the data in the reports is correct, save and email copies to Minnesota Housing. 
	
	QUESTIONS: 
	If you have questions about or problems using HMIS please contact the HMIS help desk at Wilder. 
	Phone (651) 280-2700 and ask for HMIS help or email: hmis@wilder.org 

MORE INFORMATION:
	Data entry requirements, forms and instructions for using HMIS for the Long-Term Homeless Program can be found at http://www.hmismn.org/forms/LTH-MFHA.php   

HMIS Contact Information for LTH Projects
Complete and Submit to Minnesota Housing
   DEVELOPMENT AND OWNER/ADMINISTRATOR INFORMATION	
Development/Project Name:  	     	
Development/Project Address:  	     	
Owner/Administrator Name:  	     	
Owner/Administrator Address:	     	
Owner/Administrator Contact Name:	     	
Owner Phone:  	     	
Owner E-mail:    	     	
Projected Occupancy or Start Date for Long-term Homeless Households: 	     	Total # of Long-Term Homeless Units:   	     	

 SERVICE PROVIDER INFORMATION	
Primary Service Provider 	     	
Primary Service Provider Contact Name	     	
Address:  
	     	
Phone:  	     	
E-mail:      	     	
Indicate below the responsible entity for implementing HMIS:  
  HMIS PROVIDER INFORMATION	
HMIS Provider Entity 	     	
HMIS Provider Contact Name	     	
Address:  
	     	
Phone:  	     	
E-mail:      	     	
Anticipated contact date for Wilder Research training and HMIS set-up (At least 90 days prior to leasing)	     	

Questions may be directed to Vicki Farden (651.296.8125; vicki.farden@state.mn.us) at Minnesota Housing.  Complete this form and send to your appropriate contact:
Susan Haugen/Vicki Farden/Elaine Vollbrecht
Minnesota Housing Finance Agency
400 Sibley Street, Suite 300
St. Paul, MN  55101