• ClientTrack (HMIS/VSP Comparable) Project Set Up

  • If your organization only needs access to Coordinated Entry to complete CHAT assessments, please send an email to the HMIS help desk at HMISHelpDesk@ihcda.IN.gov to request access to your regional CE organization. New project setup is not needed for CE only access.

     

  • Organization & Contact Information

    Please complete the following organization and contact information.
  • Format: 000-000-0000.
  • Format: 000-000-0000.
  • Where are you wanting to set up this project?*
  • Is this your first project in HMIS or the VSP Comparable System*

  • New Organization Setup Information

    This information will be used to create a new organization in HMIS or the VSP Comparable System.
  • Format: (000) 000-0000.
  • Organization Start Date*
     - -
    2 digit month, 2 digit day, 4 digit year
  • Will you need backdate data?*
  • How far back does the data entry need to go?*
     - -
    2 digit month, 2 digit day, 4 digit year
  • Does your organization operate as an entity that is required to comply with HIPAA regulations?*
  • Who should have access to the clients your organization provides services to?*

  • Is HMIS data entry required for your funding source?*
  • What level of HMIS access do you need?*
  • Is data entry into the VSP Comparable System required for your funding source?*
  • What types of projects do you currently have/plan to have?*

  • Project Set Up Information

    Please complete the following project information. This form should be completed for each project that needs to be set up.
  • Start Date*
     - -
    2 digit month, 2 digit day, 4 digit year

  • Project Details

  • Type of Project*

  • Method for Tracking Emergency Shelter Stays?*

  • Services

  • List the Services that will be Tracked for this Project (Click the + to Add Services)*

  • Population

  • The Department of Housing and Urban Development (HUD) Categories of Homelessness: 

    https://www.hudexchange.info/homelessness-assistance/coc-esg-virtual-binders/coc-esg-homeless-eligibility/four-categories/ 

     

  • Under what HUD Category of Homelessness do clients in this project qualify for services? (select all that apply)
  • Does this project serve clients that do not meet one of the HUD Categories of Homelessness above?

  • Target Population 

    A population is considered a “target population” if the project is intended to
    serve that population and at least three-fourths (75%) of the clients served by the project fit that target group.

     

  • Does this project serve one of the following target populations?*
  • Is your agency considered a Victim Service Provider (VSP)?*

  • Site Information

  • Please list the county/counties served by this project*
  • Site Configuration Type*

  • Housing Inventory Count (HIC) Information

    If your project supports beds (i.e. Emergency Shelter, Safe Haven, Transitional Housing, Rapid Re-Housing, Permanent Supportive/ Other Permanent Housing) please provide the number of beds and units this project expects to support. 

    • If your project serves two or more household types (ex: households without children and households with children) please split the number of reported beds for this project between those household types by expected use. 
      • ex: The project will largely serve clients in adult and child households, but can serve clients in adult only households so the split would be 90% adult and child and 10% adult only beds. 
    • Dedicated Beds are beds intended to only serve a person and/or their family members in that target population (chronic, veterans, youth) in those beds. 
    • If the project supports no beds in a certain category, please enter 0.
    • Total units is required for all three household bed types
      • Units are considered the total number of units available for occupancy for each household type. Projects that do not have a fixed number of units (i.e., congregate shelter program) may record the number of rooms used for the overnight accommodation as units. 
  • Housing Inventory Count*
    Rows
  • Were any Seasonal Beds Entered Above?
  • Type of Beds*

  • Seasonal Availability - From*
     - -
    2 digit month, 2 digit day, 4 digit year
  • Seasonal Availability - To*
     - -
    2 digit month, 2 digit day, 4 digit year

  • HMIS

  • Does This Project Participate in HMIS?*

  • Project Funding

  • CoC - Continuum of Care
    ESG - Emergency Solutions Grant
    HOPWA - Housing Opportunities for Persons with AIDS
    RHY - Runaway & Homeless Youth

  • Grant Project Funding*
  • Is this program also funded by the Indiana Criminal Justice Institute?*
  • Please Check All That Apply*

  • Coordinated Entry (CE) Participation

  • Coordinated Entry Access Point: This project conducts CE access activities for the Participating CoC's Coordinated Entry system.

    Project Receives CE Referrals: This project accepts CE referrals and placements from the Participating CoC's Coordinated Entry system.

  • Project is a Coordinated Entry Access Point?
  • Provided by CE Project (Select all that apply)
  • Project Receives CE Referrals?
  • CE Participation Status Start Date?
     - -
    2 digit month, 2 digit day, 4 digit year
  • Should be Empty: