Steps to Receiving HMIS Access - 2026

The following process will be implemented as of late January 2026. See the following table for the timeline of roll out:

There are 4 main steps to receive access in the HMIS. and these steps must be completed in order:

1. Request for Training
   1. User must have an existing LMS account.
   2. ATA submits a request through the correct form
   3. HMIS Team receives complete request and fulfills course enrollment
2. Complete the Training Courses in the LMS (Learning Management System)
   1. Introduction to HMIS Course
   2. Data Privacy and Ethics
   3. Project-Specific Course
   4. HMIS Sample Client - Final Instructions
3. Complete the HMIS Sample Client Assignment
4. User receives their live credentials

These roles in particular are trained by the Lead Coordinated Entry Team

This means that the HMIS Team is only involved in administering and licensing accounts with their approval. Please see these articles for more information or contact the CE Team at ces@chicagococ.org : 

• Housing System Navigator (HSN)
• Housing Resource Specialist (HRS)

Please note that only agencies already in the HMIS and with a current, signed APA are able to submit requests. 

See the following for more information: 

• Agency Participation Agreement- Agency List
• Agency Participation Agreement
• Onboarding Steps for New HMIS-Participating Agencies

Request for Training

New users will need to validated as a new hire at an agency by their ATA and/or Supervisor. 
 

In this process, we, as the HMIS Lead, are able to:

• Confirm that only users that are supposed to have access to the Chicago CoC HMIS continues on with the training;
• Make sure that each user are assigned the courses that are most appropriate to their new role;
• Coordinate with ATA/Supervisor regarding their new user's training process and progress.

Step 1: User must have an existing LMS account.

Users will be using Talent LMS (Learning Management) to take training courses.
 

If they've never had an account on Talent LMS for the Chicago CoC, follow this Step by Step Instructions on How to Create a New Account.

If they've previously had an account and have taken courses in the Chicago CoC in the past, do not create a new account; follow this Step by Step Instructions on How to Update Your Existing Account. This ensures that all their training history and progress can be found in one account.

• How to Create or Update Learning Management System (LMS) Accounts
  • If they have already created a new one, please have them delete it and update their old account: 
  • If they have an account under a personal email, please have them update their account to be linked to their current agency email. This allows us to easily verify what organization someone is associated with.
• If they cannot access their old account, please send a ticket and we are able to update the account to their new email so they may have access to it again.

We cannot transfer course progress between accounts. 

Step 2: ATA submits a request through the correct form

New Agency User or Users that will require the same access

• This option is for users new to the Chicago HMIS or users that were last active more than 6 months ago. 
• Multiple users that will require the same access (responsibilities and projects) can be and should be bundled into one request.
• When a request is processed, the user(s) and the ATA will be provided with their training account and instructions on how to access their LMS courses. 

New Agency User with previous or current HMIS access

• This option is for users that were active within the last 6 months or have current access under a different Chicago agency
• When selecting this option, please submit one user at a time
• The request will be reviewed and provided next steps.
• If they have already completed training for the same project types they'll need to access in their new role, they may bypass training. 
• Access to Housing, Outreach, and PATH-funded projects will require separate training

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.
• Access to Housing, Outreach, and PATH-funded projects will require separate training

Housing Resource Specialist(s) or Users entering data for 1474

• This option is for new or current HMIS users requiring access to Coordinated Entry 1474. 
• All coordination of 1474 access will be made through the Coordinated Entry team and the registration form found in this article: Steps to Becoming a Housing Resource Specialist (HRS) 

Step 3: HMIS Team reviews each request and provides next steps

Next steps will depend on the access request type and how complete the information provided. This may include:

• Confirmation of course enrollments
• HMIS account(s)
• Confirmation of credit use
• Request for more information
• Request to resubmit request through the correct form

Complete the Training Courses in the LMS (Learning Management System)

Training is completed on the user and/or agency's own timeline as they are all Self-Paced courses.

Step 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)
3. Register for an HMIS training account*

**Read Only users will be enrolled in an alternate Introduction to HMIS course and will receive access after completion of this course.

Step 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: Project-Specific Course

This course is dependent on what type of projects you will be primarily working with. The objective of these courses is to:

1. Provide an overview about the project type and specific requirements that it may require
2. Provide a detailed walk-through of the workflow of enrollments and completing assessments as it relates to the project

Below is a list of the project-specific courses available:

• Drop-in/Day Shelter Workflow
• Emergency Shelter (ES), Transitional Housing (TH) + Safe Haven (SH) Workflow Training
• Employment and Income
• Housing Projects: Permanent (Supportive) Housing (PSH) and Rapid Re-housing (RRH) Bundle - The following courses in this bundle are similar, with the Families having a multi-person household focus. Users should only complete the course that better reflects the population they expect to service. 
  • Families - Permanent Housing and Rapid Rehousing Workflow Training
  • Singles - Permanent Housing and Rapid Rehousing Workflow Training
• Housing System Navigation
• HPCC HMIS Review
• Outreach and/or PATH-funded project Workflow Training
• Services Only
• SSVF Workflow Training
• State Homeless Prevention Workflow

Step 4: HMIS Sample Client - Final Instructions

This course will provide users instructions on how to sign up for the HMIS Sample Client Assignment. 

Complete the HMIS Sample Client Assignment

This is the final assessment that needs to be completed before users are able to receive their live HMIS credentials.

• Users that require Coordinated Entry 1474 access must complete the Housing Resource Specialist training in addition to or instead of, depending on need.
• Users that require access to Housing System Navigation projects must complete the Housing System Navigator training in addition to or instead of, depending on need.

For this open book assignment, users will be provided sample data about a client in which they must use the workflow from the corresponding Project-Specific course to accurately create a sample client and enter data for a complete enrollment.

• ATAs must be heavily involved in training process, including providing extra support and guidance to the user on their sample client to prevent extended rounds of corrections, delays in receiving their credentials, and most of all, confusion.

See this article for a more detailed explanation of this assignment: HMIS Sample Client Assignment

*Access to the following projects are currently not required to complete this assignment: 

• HPCC
• State Homeless Prevention

User receives their live credentials

During the HMIS Sample Client Assignment, 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 the following support, depending on the severity of errors or confusion:

• Detailed feedback for corrections
• Scheduled 1:1 video walk-through of their client record
• Request to re-do partial or full training course

ATAs must be heavily involved in training process, including providing extra support and guidance to the user on their sample client to prevent extended rounds of corrections, delays in receiving their credentials, and most of all, confusion.

Roles that have an alternate HMIS training process:

• Read Only Users
• Agency Technical Administrator (ATA)

Access to the following projects/project types currently do not require the HMIS Sample Client Assignment and will receive their access upon notifying the HMIS Help Desk at helpdesk@allchicago.org

• HPCC
• State Homeless Prevention

These roles in particular will be trained by the Lead Coordinated Entry Team, in which the HMIS Team is only involved in administering and licensing accounts with their approval. 

Please see these articles for more information or contact the CE Team at ces@chicagococ.org: 

• Housing System Navigator (HSN)
• Housing Resource Specialist (HRS)