Training Guides & Resources

(right click and "save as" to save to computer)

• 5.2 Basic Functions Training Guide
• HMIS Reporting 101

HMIS Resources

• HMIS Training Plan
• Data Entry For HMIS Critical Data Standards Changes
• HMIS New User Training Request Form

Schedule

Report Training/Management Training/User Training – Role Specific	Tuesday 9am -11am and 2pm to 4pm
Refresher Training/"What's New" Training	Wednesday 2p.m to 4p.m
New User Trainings	Wednesday 9am – 11:30 am Thursday 1:30p.m to 4:00p.m

1. New User Group Trainings: Hands-on training conducted in a computer classroom where the new user can undergo initial HMIS software training.
2. Refresher Trainings: Additional training offered to existing users for the purpose of increasing a user’s HMIS knowledge and proficiency. These trainings are designed according to user role, program type, and user needs. Refresher trainings will be conducted either one-on-one or in a small group
3. Report Trainings: This training is designed for agency executives and administrative staff who will use the system data for performance measurements, grant writing, and funding reports.
4. Program Specific Training: Personalized training for program managers and their staff as requested and/or as recommended by the HMIS Committee.
5. Agency Management Training: This training ensures Program Managers, HMIS Security Officers, and Points of Contact attend H4H-sponsored HMIS trainings, stay current with the HMIS policies and procedures, and relay updated information to all HMIS users at his/her agency.
6. "What’s New?" Trainings: Training conducted once a quarter on the HMIS enhancements and system upgrades.

HMIS FAQs

What if I cannot login to the HMIS?

• Check to see if the caps lock key is pressed.
• Username is your first name, space, last name. Your username is not case sensitive. See screenshot below.
• Your password is case sensitive and should include one capital letter, one number, and one special character such as ! @ # $ % ^ & { ( } [ / ] ) . ?
• If you get locked out of the HMIS because you attempted login three times unsuccessfully, wait 15 minutes and the system will reset itself automatically.
• If you forget your password, click on the “Forgot Password?” button on the HMIS sign-in screen. A temporary password will be issued and sent to the Email address on file in the HMIS Department.

You Might Not Be Able to Log In To HMIS If Your Security Awareness Is Expired.

Your HMIS account has been deactivated due to your Security User Agreement being expired. Every HMIS user must have a signed security agreement updated annually. Please submit a service request to us hmis.support@havenforhope.org. Your account will be reactivated for the next 24 hours following the receipt of your service request. Please go to "my stuff", review the Security Awareness Presentation. Click on “View Security Awareness Presentation” in the top right corner to see if there is any new information about HMIS Security. You will be held accountable for violating this agreement if files are accessed inappropriately or if the system is misused. Once you have read the presentation, select “Add New” and complete the security form. Your account will be updated for one more year.


Once you have selected “add new”, towards the bottom left hand of the page, click on the arrow to make a selection. Once “yes” is selected, select save on the bottom right page and you are set for the next 365 days. Please contact us if you have any issues updating your security awareness training.

Where can I view a member’s current bed check-in?

The member’s housing information can be viewed in three different locations. They are as follows:
a. On the member’s profile screen when first accessing the file under, “On Campus Housing”.



b. The “Client Information” tab. Select “Client Background”. Select “Housing History”.

The housing history information will render.

c. The “Residential” tab. Click on “Bunk/Room History”. Select “Housing History”.

The housing history information will render.

What if I do not have time to complete a workflow?

• A workflow does not need to be completed if time doesn’t allow. However, an exit MUST be completed within two days of the client’s exit from campus per the HMIS Data Quality Plan.
• To exit a workflow properly, click on the rain drop
• 
• A pop-up screen will open with two options.
• Workflow progress may be saved and closed, or, if the workflow is not needed at all, it may be cancelled.
• If workflow progress was saved and closed, it is important to complete the information within two days of the member’s exit from the program.
• The status will read “Exited from Program” although the exit is not properly completed.