Exporting HMIS Data
Others was designed to capture HMIS (Homeless Management Information System) data and transfer it to a vendor-specific HMIS software application utilized by the CoC (Continuum of Care). To receive approval, perform the following:
Note: An HMIS Data Transfer may not be performed until it has been authorized by your CoC
- Identify who the HMIS Administrator is for your CoC.
Note: Your CoC be structured with a CoC Coordinator, who delegates HMIS issues to the HMIS System Administrator
- Contact the appropriate HMIS Administrator and inform them of your intentions to establish data transfers.
- If the HMIS Administrator directs you to follow-up with the software manufacturer, inform them you are not able to establish data transfers without their assistance.
- If necessary, tier the issue to your leader.
- Inform the HMIS Administrator of the following:
- Others is built to the 2.7 XML Schema.
- Others captures all the UDEs (Universal Data Elements) of the federal standard for HMIS.
- Others does not contain any additional data fields.
- Their HMIS should be configured to receive data transfers from Others.
- Inform the HMIS Administrator of the data entry hours your team would save by establishing the data transfer and use phrases like:
- "I am trying to work with you to identify strategies to reduce inefficiencies."
- "We are partners regarding HMIS data input and implementation requires that both parties work together."
Note: Even if your HMIS Administrator informs you they do not accept data transfers, many CoCs policies are negotiable.
- If the HMIS Administrator is hesitant to approve the transfer to avoid additional labor, inform them of the following:
- Not establishing a data transfer, will equate to an increase in manual data being sent by your team.
- Downloading manual data from your team may be time consuming.
- Establishing a data transfer will reduce labor on their end to send/transfer data.
Note: With a manual data transfer in place, your CoC is still required to monitor the data being inputted into their platform. Monitoring an automatic data transfer would not be an increase of labor on their end.
- Inform the HMIS Administrator that HUD will provide assistance with the data transfer free of charge.
- If the HMIS Administrator informs you they are not prepared from a technological standpoint, perform the following:
- Ask for a date when they will be prepared.
- Set a reminder to follow up with the HMIS Administrator on the corresponding date.
- If the HMIS Administrator is still resistant to establishing the data transfer, perform the following:
- Inform your Divisional Social Services Secretary of your intentions and request additional support.
- If the HMIS Administrator agrees to establish a data transfer, perform the following:
- Request the appropriate facility code from your CoC.
- Obtain the appropriate HUD assigned continuum code.
- Obtain your 10-digit FIPS code (2-digit state code, 3-digit country code, 5-digit place code), by performing the following:
- Navigate to http://geonames.usgs.gov/domestic/download_data.htm
- Select Search the FIPS55 Data Base.
- Select the appropriate state from the State Number Code drop-down menu.
- Enter the appropriate town or city name in the FIPS 55 Feature Name field.
- Select Send Query to populate the 3-digit county code and 5-digit place code.