There are a few ways to get access to Chicago’s Homeless Management Information System (HMIS). Access to agency projects and becoming a Housing Resource Specialist (HRS) are related, but they are NOT the same process.
This article will compare the difference between accessing agency projects and being a HRS. First, providers will have to determine what the user’s needs are. The project and role they will support determines the registration process, required training, and type of access they receive.
Article Agenda:
- Key terms to know
- Steps on how to complete each process
- Common Q&A
- Helpful Resources
- Quick Glance Workflow
KEY TERMS
Homeless Management Information System (HMIS)
The shared system used by the Chicago Continuum of Care (CoC) to collect and manage information about people experiencing or at risk of homelessness. HMIS access is role-specific and project-specific.
Agency Projects
A distinct unit within an organization whose primary purpose is to provide services and/or lodging for individuals and families experiencing homelessness or at-risk of experiencing homelessness and is identified by the CoC as part of its service system. See this article for the different HUD-defined types: Project Type Descriptions
Coordinated Entry (CE)
The Chicago Continuum of Care's system for coordinating access to housing resources and connecting people experiencing homelessness to appropriate housing opportunities. Coordinated Entry operates via Project 1474.
Housing Resource Specialist (HRS)
The Housing Resource Specialist (HRS) serves as the frontline representative and is a vital role within Coordinated Entry (CE). This is part of the CoC identifies individuals experiencing homelessness and those who are in need of housing. HRS staff partner with HMIS to complete the workflows associated with CE Project 1474 and must complete specialized HRS training before receiving access.
STEPS
STEP #1: Which Type of Access is Needed?
User Needs Agency Project Access |
User Needs CE Access/ Project 1474 | User Needs Both |
| User will enter data for project types such as: Permanent Supportive Housing (PSH), Rapid Re-Housing (RRH), and MORE! | This type of access allows users to use HMIS to complete CE assessment and support participants throughout the housing prioritization and referral process. | User completes BOTH applicable training pathways |
| Supplemental training is relative to the user and their needs to service their intended population. | General HMIS training or Housing Projects training does NOT replace the HRS process to gain CE access |
STEP #2: What is the Correct Registration Process?
| Agency Project Access | HRS/ CE Access |
| HMIS access is initiated through the agency's Agency Technical Administrator (ATA). | The HRS process starts with the Supervisor or ATA completing the HRS Training Request Form. |
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The ATA selects the appropriate HMIS access request based on the type of user (agency project type). For example:
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The request is reviewed by the Coordinated Entry team which determines whether the user can proceed with HRS training and provides the next steps. |
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Incorrect submission types will be denied and require resubmissions.
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This means that HRS access is NOT simply a standard HMIS access request. It IS a specialized process requiring Coordinated Entry approval. |
STEP #3: Which Required Training to Complete?
| All HMIS User Pathway | Agency Project Training Pathway | HRS/ CE Training Pathway |
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ALL HMIS users must complete the following courses no matter which type of access they need:
An alternate, condensed version is available for users who do not need to enter data.
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New HMIS users will begin with the shared HMIS foundation:
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After the applicable prerequisites and CE approval, complete:
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STEP #4: Which Required Exercises to Complete?
| Agency Project Access Exercises | HRS/ CE Project Exercises |
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Successfully completing the HMIS Sample Client Assignment demonstrates that users are able to apply the learned workflow from their project-specific training to real-life scenarios accurately.
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The HRS process also requires users to complete the following:
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| The CE team will review the HRS assignment and confirm completion to the HMIS team. |
STEP #5: What to Know About Final Access
| Agency Project Access | HRS/ CE Project Access | |
| Who Initiates Access | ATA submits the appropriate HMIS request | Supervisor/ATA submits HRS Training Request Form |
| Required Trainings | HMIS foundation + project-specific training | HMIS foundation + specialized HRS Training |
| Specialized Trainings | Housing Projects training required e.g. PSH/ RRH, etc. | HRS + UHI Training required |
| Required Practice Assignment | HMIS Sample Client Assignment | In-person session with HRS assignment |
| Training Format | Primarily self-paced | Self-paced + mandatory in-person training |
| Access | HMIS access based on approved role/ project | Access to CE project 1474 |
| Who Confirms Completion | HMIS process determines completion | CE team approves HRS completion |
Common Q&A
Q: What if I need to work in PSH or RRH?
→ A: Complete the appropriate Housing Projects training and HMIS Sample Client Assignment.
Q: What if I need to work on CE Project 1474?
→ A: Follow the HRS process, and begin with the HRS Training Request Form.
Q: What if I need both HMIS and CE access?
→ A: Identify both needs before submitting the appropriate request. You should complete both applicable training pathways.
Q: What if I have no idea where to begin?
→ A: Start with identifying which projects the user will support and which responsibilities they will have. The required access, registration process, and training will follow from those responsibilities.
Helpful Resources
These resources can help to navigate the HMIS onboarding process:
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Steps to Receiving HMIS Access - 2026
- Here, you’ll find: HMIS access process, registration requirements, LMS training, project-specific training, and Sample Client Assignment
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Steps to Becoming a Housing Resource Specialist (HRS)
- Here, you’ll find: Steps for users who need HRS/CE access to Project 1474
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HMIS Learning Management System (LMS)
- Here you’ll find: User HMIS required training.
- If users already have an LMS account, they need to update their account rather than create a duplicate account. This will keep your training history connected to current accounts.
- How to Create or Update Learning Management System (LMS) Accounts
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HMIS Sample Client Assignment
- Here you’ll find: the required assignment for applicable HMIS project access to demonstrate competency in the relevant project workflow for the user.
Quick Glance Workflow
Agency Project Access → relevant project training + Sample Client Assignment
CE Project 1474 Access → HRS registration + specialized HRS training + in-person session with HRS Client Assignment
*HMIS training and HRS training are NOT interchangeable. If a user needs access to both, then they MUST complete BOTH training pathways.*