HMIS Policy


About our HMIS
Our Homeless Management Information System (HMIS) used by our CoC is a HIPPA Compliant information system designed to collect aggregate data and demographics for the community and government and other grant funders.
Our HMIS data is collected in a regional HMIS implementation, along with other CoC’s in Virginia. Information is collected from the Richmond, Fredricksburg, Western (us) and Balance of State CoC’s. This regional HMIS is named HCIS, and both names are used interchangeably.

HMIS data is required to receive homeless assistance funding from HUD (U.S. Dept. of Housing and Urban Development), DHCD (Virginia Department Housing and Community Development), and SSVF Programs (Veterans Administration). In other cities, it is also required by United Way funders.

Partner Agencies have access to a common set of tools and agree to uphold standards of privacy and confidentiality as a condition of continued use. Homeward provides training and technical assistance to agencies and users participating in the system.

You may visit the Homeward HCIS website to access HMIS up to date policy documents that cover our HMIS region. http://homewardva.org/hcismenu

Online HUD Data Manuals

The 2017 HMIS Data Standards (ALL AGENCIES)
Dictionary and Manual are the documentation of requirements for the programming and use of all
HMIS systems and comparable database systems,1 effective October 1, 2017.

Program Specific Data Manuals

CoC Grant HMIS Manual
The Continuum of Care (CoC) Program HMIS Manual is intended to support data collection and reporting efforts of Homeless Management Information System (HMIS) Lead Agencies and CoC Program recipients. This manual provides information on HMIS program setup and data collection guidance specific to the CoC Program and the legacy programs: Supportive Housing Program (SHP), Shelter Plus Care (S+C), and Single Room Occupancy for the Homeless (SRO) that have not yet renewed under the CoC Program.

SSVF HMIS Manual
Manual specific to HMIS collection for VA/ SSVF Programs.
SSVF Repository Training

HOPWA HMIS Manual
The Housing Opportunities for Persons with AIDS (HOPWA) HMIS Program Manual is intended to support data collection and reporting efforts of Homeless Management Information System (HMIS) Lead Agencies and HOPWA Program grantees. This manual provides information on HMIS program setup and data collection guidance specific to the HOPWA Program.

ESG HMIS Data Manual
The Emergency Solutions Grants (ESG) Program HMIS Manual is intended to support data collection and reporting efforts of Homeless Management Information System (HMIS) Lead Agencies and ESG recipients and subrecipients. This manual provides information on HMIS program setup and data collection guidance specific to the ESG Program.