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HMIS Resources
This page serves as a centralized resource for training materials, guides, and support related to the Homeless Management Information System (HMIS) used within the TN-500 Continuum of Care. Whether you're new to HMIS or looking to stay up to date with best practices and system updates, you'll find the tools and information you need to ensure accurate data entry, compliance, and effective service delivery. Start exploring the resources below to support your work and enhance our community’s efforts to end homelessness.
HMIS Data Element Resources
By clicking on the buttons below, you’ll find training resources related to various HMIS Data Elements. Each section includes guidance on recording data elements, data collection best practices, interview techniques, trauma-informed care principles, common data entry errors, and other helpful tips.
HMIS (ClientTrack) Training Videos
Explore the training videos below to learn how to navigate our HMIS system, ClientTrack. Each video walks you through important features, common tasks, and best practices to make data entry and reporting easier and more accurate. Simply click on the title to view the video.
01
This video covers how to access ClientTrack, how to log-in, and new user set up (passwords and security questions).
03
This video covers navigating the “Home” workspace, including the user dashboard, action buttons, and available menu options.
05
This video shows you how to report an issue with the system and how to submit a support ticket to the CRHC Data Team via the “Help” button.
07
This video shows you how to enroll a client into a project using the Client Intake workflow. Part 2 covers Program Enrollment, Universal Data Assessment, Barriers/Special Needs, Client Income, and more.
11
This video shows you how to add a Housing Move-In Date (HMID) for a client in ClientTrack.
13
This video shows you how to exit a client from your program in ClientTrack.
02
This video covers basic system navigation of ClientTrack including workgroups, workspaces, and the global search bar.
04
This video shows you how to properly search for a client in ClientTrack in order to avoid duplication of profiles.
06
This video shows you how to enroll a client into a project using the Client Intake workflow. Part 1 covers Basic Client Information and Family Members.
08
This video shows you how to record a Current Living Situation (CLS) for a client in ClientTrack.
10
This video shows you three different ways to record a service for clients in ClientTrack.
12
This video covers how and when you should complete update and annual assessments in ClientTrack.
HMIS (ClientTrack) Report Tutorials
Explore the resources below to learn how to run HMIS reports in ClientTrack. You’ll find guides that walk you through how to locate, generate, and understand reports, plus helpful tips for verifying data and making the most of your reporting tools.
Title | Type | Description | Link |
|---|---|---|---|
Annual Performance Report (APR) | Federal | This report evaluates annual performance of CoC-funded projects and helps HUD assess the effectiveness of housing and supportive service programs for people experiencing homelessness. | |
Consolidated Annual Performance and Evaluation Report (CAPER) | Federal | This report summarizes how HUD Formula grant funded projects (such as ESG, HOME, CDBG, HOPWA) performed over the year, including who was served, how funds were used, and key housing outcomes. | |
System Performance Measures (SPM) | Federal | This is a HUD-required report that evaluates how well our entire homeless response system, not just individual projects, is performing to monitor our community’s progress in reducing homelessness and improving housing outcomes. | |
CSV Export | Federal | This report is a set of files containing all client-level data about project enrollments that are required by HUD for reporting. | |
HMIS Active Clients | BNL (ClientTrack) | This report will show you all clients who are/were active and enrolled in the project(s) chosen for at least one day during a certain time period. | |
HUD Data Quality | HMIS (ClientTrack) | This report measures how complete, accurate, and timely your project’s data is compared to HUD’s data quality standards and requirements. | |
HMIS Data Entry Timing Report | HMIS (ClientTrack) | This report tracks how quickly project data is entered into HMIS after client interactions, entries, or exits, helping to monitor timeliness and compliance with HUD data entry standards. | |
Case Assignments | Enrollments (ClientTrack) | This report shows which staff members (case managers) are assigned to which clients or households. | |
Clients in Programs | Enrollments (ClientTrack) | This report shows how many clients are enrolled in the project(s) chosen during the selected time-period. | |
Enrollment Demographics | Enrollments (ClientTrack) | This report summarizes the demographic characteristics of all clients enrolled in the selected project(s) during the selected time-period. | |
Clients Served | Services (ClientTrack) | This report shows all clients who received a service, how many services, and what services they received in the selected project(s) during the selected time-period, organized by household. | |
Service Summary | Services (ClientTrack) | This report summarizes project level totals of services provided to all clients in a selected project during the selected time-period, organized by type of service. | |
Service Summary by Case | Services (ClientTrack) | This report summarizes client/household level totals of services provided to all clients in a selected project during the selected time-period, organized by type of service. |