Table of Contents:

1. General Overview
2. Signing up for the Assignment
   • Step 1: Navigate to the Course Catalog.
   • Step 2: Search for "HMIS Sample Client Assignment." 
   • Step 3: Request access and wait for approval.
   • Assignment Waitlist
3. Evaluation Criteria
4. Completing the Assignment
5. Additional assignment resources

General Overview

This is the final assessment that needs to be completed before users are able to receive their live HMIS credentials and enter data for their agency's project. Users that require Coordinated Entry 1474 access must complete the Housing Resource Specialist training in addition to or instead of, depending on need. 

In this session, users will be provided sample client documents, in which they will choose ONE scenario that matches the project-specific course taken and the project they will be entering clients in. Using the information about the sample client, they will be expected to complete a full client record in the training site.

The objective of this activity is to provide users with an opportunity to practice:

1. assessing the knowledge that was gained through the courses;
2. interpreting a sample client's information; and
3. accurately entering it into the HMIS as they complete a full enrollment into their project.

Signing up for the Assignment:

This process has changed as of January 2026 and will be conducted using a waitlist in the LMS. 

• Pre-requisites:
  • ATA has requested for data entry access for the user
  • Must have completed their Project-Specific course within the last 3 months
• There will be 8 users completing the assignment at a time.
• This assignment will expire after 10 days, and users who do not pass within the allotted time will automatically be removed from the course and will need to request access again.
  • After 3 months, users must complete the project specific course again.
  • After 6 months, users must start all the way over and ATAs must re-request their training.

Step 1: Navigate to the Course Catalog.

Step 2: Search for "HMIS Sample Client Assignment." 

Step 3: Request access and wait for approval.

The waitlist can be viewed here: HMIS Sample Client Waitlist

 

Evaluation Criteria:

Creating a New Record

1. Creating and navigating a client profile
2. Entering them into an appropriate household
3. Documenting Release of Information
4. Determination of record locking

Enrollment

1. Accurately creating an enrollment into a project
2. Completing 3 full assessments: Entry, Interim, and Exit

Assessments

1. Completing necessary demographic information
2. Interpret sample client's housing history
3. Completing and updating HUD-verified sub-assessments accurately
4. Information consistency throughout the assessments
5. Answered all relevant questions not in italics in assessments and sub-assessments.
   • Italics questions are mandatory data elements for youth (18-24) clients, but will not be assessed as part of the proctor.
   • Relevance depends on your project type (some questions are only for specific project types) and conditional logic (some questions are only answered based on previous responses).
   • If data isn't provided or can't be determined from the sample document/scenario, users should make up reasonable answers

Project-Specific Requirements

1. PSH/RRH: Entering Housing Move-In Date
2. Outreach/PATH: Documenting contacts and engagements
3. Services Only/Drop-in/Day-Shelter: Documenting service transactions

 

Completing the Assignment

When users complete their sample client record, they must submit their sample client ID within the assignment. It would be best practice to review the sample client with the ATA before submitting to ensure that the data is entered accurately and they are able to pass the assignment in a timely manner.

Records with minimal to no errors will then receive their live site credentials, along with the End User Agreement to be completed and submitted to their ATA/Supervisor.

Users having significant errors or difficulties will be provided detailed feedback for corrections via email. 

 

Additional assignment resources

• Office Hour: Every Wednesday at 11a, a 30 minute office hour will be available to answer quick questions about the Sample Client Assignment or HMIS Access process in general. 
• Troubleshooting: These 30 minute meetings are for live support for one or more user(s) from the same organization, currently in the middle of their assignment to troubleshoot error corrections they may have. 

Upon approval to the assignment, an invite to the office hour will be sent to the learner, and a link to book a troubleshooting will be available in the course itself. 

An ATA must be in attendance to either meeting type with the user(s). Requests to join may be denied if the ATA is not.