Step 1: Use Enter Data As (EDA) mode to select provider Chicago Coordinated Entry System (CES) - Skilled Assessors Project (1474).

1. Click Enter Data As on the top right of the HMIS Homepage.

    

   

2. Click the  icon next to the provider Chicago Coordinated Entry System (CES) - Skilled Assessors Project (1474). Please note that data may be entered under other projects for Special Populations (i.e. those individuals in need of Observational Assessments only). You will need to select the project to view the assessments for these individuals. These details are being established and will be identified for the Matching Team.

Step 2: Once reviewing the One List for the individual or family with the highest prioritization in need of a referral, the matching process can be initiated. Please ensure that you are in EDA mode for the Skilled Assessors Project (or other appropriate one) prior to searching for the client (or Head of Household).

1. Select ClientPoint and begin to search for the client from the One List either by entering their name or client ID number. You will be directed to the Summary Tab following the client search and selection.

    

2. Select the Service Transactions Tab. This tab contains the Eligibility Search feature which should be used to determine the appropriate match for each client.

    

   

    

3. Select the Eligibility Search icon to begin the matching process.

Step 3: Match the individual or family to an appropriate housing provider based on the community’s prioritization standards.

1. Highlight the appropriate selection from the Eligibility Service Code Quick List based upon the project type for which the VI score indicates the individual or family would be eligible. The Eligibility Service Code Quick Lists Selections are connected to the project type below:

    

   Project Type	Eligibility Service Code Quick List Selection
   Permanent Supportive Housing (PSH)	Homeless Permanent Supportive Housing
   Rapid Re-housing (RRH)	At Risk/Homeless Housing Related Assistance Programs
   Permanent Housing with Short-Term Supports	Transitional Housing/Shelter
   Transitional Housing for Youth (Permanent Housing for ages 18-24)	Transitional Housing/Shelter

    

   Once the term has been highlighted, select Add Selected Service Terms.

    

   

    

2. Within the Eligibility Service Search Results window, click the  icon to add the project type (previously identified) to the Selected Eligibility Service Terms window.

   

    

   Note: Clicking on the  icon next within each column will provide details regarding the eligible, potential, and ineligible programs.

    

   Eligibility Status:	Features:
   Eligible	List of projects from which the client’s assessment responses indicate that the individual and/or household would be eligible for referral and subsequent housing.
   Potential	The assessment answers that are tied to project eligibility have been left unanswered. Selecting the box in front of the project will allow you to view the questions that were not answered and could not allow an eligibility determination. The client may still be connected to the project, but will need the missing information to be identified and completed in the assessment prior to the match. The Skilled Assessor and client’s current project (if applicable) should be contacted to help ensure that the missing information is entered to enable a connection to the appropriate housing project.
   Ineligible	List of projects from which the client’s assessment responses indicate that the individual and/or household is not eligible for referral. The magnifying glass icons are in front of each project and can be selected to view the reasons for ineligibility.
   	For Youth: Please check the ineligible options if the Youth does not appear to be able to be matched for a project based on their set up as a Scattered-Site or Project-Based program. This should not prevent a Youth from getting connected to a project. However, the Youth should ideally be connected to a Project-Based program if they have responded to the assessment questions indicating their need for additional support. Please complete the match to a Scattered-Site project if a Project-Based option is not available. However, the matching email sent to the provider should appropriately identify their need to provide other support for the Youth.

    

    

    

    

3. Click Continue to see the providers within the selected project type.

    

   

    

4. Select the  icon next to the provider to which the individual and/or household will be matched.

    

   

    

5. Ensure the provider is listed under the Selected Providers section. A match can be made to an “ineligible project” if the Youth was found in need of a Project-Based program, but an opening does not appear to be open for him or her.

    

   

    

    

6. Change the Referral Need Status to CES: Matched awaiting response by Housing Provider and click Save ALL. This Need Status indicates that the Housing Provider has not reviewed the referral and selected an initial response. It will be used to assess whether the Housing Provider has responded to the match and within the appropriate timeframes.

Step 4. Closing the visibility of the Referral to the Housing Providers Group (a group of projects working in the CES to match individuals and households to permanent housing).

Referrals will be available to be viewed by all Housing Providers accepting matches and engaged in the CES process. There are selected providers to whom a referral may disclose information about the individual’s disability or health condition. In response, referrals to these projects should be locked and opened only the matched project.

Note: If the referral is to a provider that is not on the protected provider list, continue to Step 5.

1. Click on the Referral Tab and select the pencil next to the referral in need of protection and locking.

    

   

    

2. Select the pencil next to Need Information heading.

    

   

    

3. Select the  icon. The lock will be closed with conditions that include sharing the referral to the Housing Providers Group. Removing this group and only selecting the matched housing project will ensure that the referral is only visible to this single agency.

    

4. Click the  icon to remove the Chicago Coordinated Entry System (CES) - Housing Providers (Referrals) group. Next, search for the Housing Provider to which the match is being made and select the add button in front of the project. Click Exit.

    

   

    

5. Click Save & Exit.

Step 5. Assessment details: Opening the assessment completed by the CES Skilled Assessor to the identified housing provider.

1. From the Summary Tab, click the  icon next to the client’s Entry into the Chicago Coordinated Entry System (CES) - Skilled Assessors Project.

    

   

2. Click Save & Continue.

3. Ensure that you are viewing the Chicago CoC - Standardized Housing Assessment and click on the  icon.

    

   

    

4. Select the option that includes Future and Historical Answers. The default option is Futures Answers Only and will need to be changed to Future and Historical Answers to allow the housing provider to view the responses previously collected and entered into the assessment. Select Add Visibility Group.

    

   

    

5. Search for the project to which you referred the client and click the  icon next to the parent provider of the project. The parent provider is the agency name and not simply the project. For example, select All Chicago instead of All Chicago - Transitional Housing Project.

    

   

    

6. Click Save.

The lock icon will look like this: . Scroll down to the bottom of the assessment and click Save & Exit.

Step 6. Re-matches: If a referral is not successful, rematch the client to a new provider and lock the assessment details from the previous provider.

1. Complete Steps 1, 2, and 3 included above and then click the  icon next to the unsuccessful referral in the Referrals Tab.

    

   

    

    

2. Navigate to the Need Status and Outcome and change the Need Status of the unsuccessful referral to CES Team Only: Matched to Alternate Provider and click Save & Exit.

    

   

    

3. Repeat Step 4 (if necessary) and then navigate to the client’s assessment details by going to the Summary Tab and clicking the  icon that corresponds to the client’s Entry into the Chicago Coordinated Entry System (CES) Skilled Assessors Project.

    

   

    

4. Click Save & Continue.

5. Ensure that you are viewing the Chicago CoC - Standardized Housing Assessment and click the  icon to display the assessment’s visibility groups.

    

   

    

    

6. Remove visibility from the provider receiving the previous match by clicking the  icon next to the provider.

    

   

    

7. Repeat Step 5 to add visibility for the new provider.

Step 7. CES Transfer Requests: If a housing provider submits a Transfer Request, view the request and follow the CES Policies and Procedures when deciding to approve the request.

1. Ensure you are in EDA Mode and navigate to the client profile. Click the Assessment Tab.

    

   

    

2. Use the drop down box to select the Chicago Coordinated Entry System (CES) Transfer Request Form, and click Submit.

    

   

    

3. The CES Transfer Request Form will populate below.

CE Element

In October of 2020 HUD released the CE Element.  This will allow the matching team to collect data that was previously collected elsewhere.  Below you will see a screenshot of the Update Assessment as well as a screenshot of the Element.

"Rationale: The Coordinated Entry Event element is designed to capture key referral and placement events, as well as the results of those events. It will help communities understand the events that go into achieving desired (and undesired) results through the Coordinated Entry system. This data element is intended to standardize data collection on core components of Coordinated Entry like access, assessment, referral, and prioritization." - FY 2020 HMIS Data Standards Manual