• AIRS – Alliance of Information and Referral Systems
  • AHAR – Annual Homeless Assessment Report
  • APR – Annual Performance Report
  • ATA – Agency Technical Administrator
  • CAPER – Consolidated Annual Performance and Evaluation Report
  • CES – Coordinated Entry System
  • CDBG – Community Development Block Grant CoC - Continuum of Care
  • CH – Chronically Homeless
  • CoC – Continuum of Care
  • DOB – Date of Birth
  • DQSC – Data Quality Sub-Committee
  • DV – Domestic Violence
  • ES – Emergency Shelter
  • ESG – Emergency Solutions Grant
  • EVHI – Ending Veteran Homelessness Initiative
  • Homeless Emergency Assistance and Rapid Transition to Housing HIPAA - Health Insurance Portability and Accountability Act of 1996
  • HMIS – Homeless Management Information System
  • HoH – Head of Household
  • HOPWA – Housing Opportunities for Persons with AIDS
  • HPCC – Homeless Prevention Call Center
  • HUD – Housing and Urban Development
  • NOFA – Notice of Funding Availability PIT - Point in Time
  • NP - Non-Participating (Agency is listed as not using ServicePoint or no longer in operation)
  • PATH - Projects for Assistance in Transition from Homelessness
  • PPI – Personal Protected Information
  • PSH – Permanent Supportive Housing
  • RHY – Runaway and Homeless Youth
  • ROI – Release of Information
  • RRH – Rapid Re-Housing
  • SH – Safe Haven
  • SHP – Supportive Housing Program
  • SRO – Single Room Occupancy
  • SSI – Supplemental Security Income
  • SSN – Social Security Numbe
  • SSO – Supportive Services Only
  • SSVF – Supportive Services for Veteran Families
  • UDE – Universal Data Element
  • TANF – Temporary Assistance for Needy Families
  • TFA – Temporary Financial Assistance
  • VASH – Veteran Affairs Supportive Housing

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    Steps to Becoming a Housing System Navigator (HSN)

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    Rischelle Fajardo
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    The following article will outline the new HMIS data entry training for Housing System Navigators (HSN), which grants users access to funded Housing System Navigation (HSN) projects in the HMIS.

    An in-person training for existing navigators was held on August 15, 2024 . The recording can be found below. Navigators that did not attend must complete the steps outlined below. 

    If you have any questions about the training, please contact the Coordinated Entry team at ces@chicagococ.org.

     

    To receive data entry access to a Housing System Navigation (HSN) project in the HMIS:

    *Depending on the user's existing HMIS access or completed training, they may start at the step that makes the most sense, but the steps must be done in order. 

     

    Step 1: Request Training

    *For users new to the Housing Resource Specialist (HRS) role, and need CE 1474 access - Request access to Housing Resource Specialist Training:

    1. Submit Housing Resource Specialist Training request form.
    2. Wait for the request approval. All Chicago will contact you regarding approval, course enrollments, and training account information.

    *For existing HRS (users with current CE 1474 access) - ATA submits a request through the following form: Current Agency User(s) that require new project access

    • This option is for current, active users in your agency that require new project access. 
    • The request will be reviewed and provided next steps, including course enrollments and training account information.

     

    Step 2: Complete the prerequisite HMIS courses on the Learning Management System (LMS)

    Both courses must be completed before moving forward. This means any further courses will remain locked until the following are 100% completed. 

     

    1. Introduction to HMIS Course

    This is the prerequisite HMIS course on the Learning Management System (LMS), which means that all project-specific courses will be marked "Restricted" until this course is completed to 100%

    The objective of this course is to:

    1. Provide a comprehensive overview of how federal, state, and local Continuum of Care (CoC) systems work together to implement and utilize the Homeless Management Information System (HMIS) to support individuals and families who are experiencing homelessness or are at risk of homelessness
    2. Provide an overview of the general structure of Chicago CoC's HMIS System, also known as Community Services:
      • Navigation around the system
      • Searching and creating clients
      • Privacy policies and client consent
      • Determining homeless status according to the Department of Housing and Urban Development (HUD)

    2. Data Management

    This course is to provide an understanding of basic information security and data management guidelines, as it relates to the HMIS and its use. There are two parts in this course:

    Part 1: Personal Information Security

    1. Introduction to Information Security
    2. Recognizing Security Threats
    3. Protecting Against Threats
    4. Reporting Security Incidents
    5. Summary 

    Part 2: HMIS Specific Data Guidelines

    1. HMIS as a Shared System
    2. Privacy and Consent for HMIS Participants
    3. Summary 

     

    Step 3: Housing Resource Specialist (HRS) Training

    This step is for users new to the Housing Resource Specialist (HRS) role and need CE 1474 access. Existing HRS will skip this step. 

    The Coordinated Entry HRS Team will monitor progress and enroll approved registrants after they have completed the pre-requisites into the HRS-specific courses. 

    1. Housing Resource Specialist (HRS) - 2025 Update - You must complete both pre-requisite courses to unlock the HRS course. 
    2. Unsheltered Housing Initiative (UHI) Prioritization HMIS Workflow - You must complete the HRS course to unlock the UHI course.

    After completing the HRS and UHI course, users will be automatically added to the Housing Resource Specialist (HRS) Training – Final Steps course. 

    • Please note that users must complete the most updated HRS courses to be automatically added to this final step.
    • In this course, you will be provided instructions to:
      • Review and Upload your HRS agreement
      • Attend a mandatory in-person session at All Chicago
      • Complete the fake client assignment in the HMIS training site. 

    Review the following article for the full process: Steps to Becoming a Housing Resource Specialist (HRS)

    Once the HMIS Team receive confirmation, you will be then alerted that you have gained access to the HMIS as a Housing Resource Specialist

     

    Step 4: Housing System Navigation Training

    Please note that you must complete the HRS training before you can begin the following steps. 

    1. Complete the Housing System Navigation Training course on the Learning Management System (LMS).
    2. Use the instructions and scenario included in the course to complete the fake client assignment for your existing HRS fake client in the HMIS Training site.
    3. This assignment is managed and approved by the HSN Team at All Chicago, who would then alert the HMIS team of the training completion. Once the HMIS Team receive confirmation, you will be then alerted that you have gained access to the HMIS as a Housing System Navigator for your project.

     

     

     

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