Texas Homeless Network

education, resources, and advocacy

Homeless Management Information System, or HMIS, is software used by providers to:
  • Manage various community service and homeless assistance programs;
  • Adopt Electronic Client Records to ensure quality services and care;
  • Measure and evaluate outcomes for clients, staff and programs;
  • Develop best practices across entire organizations;
  • Ensure compliance with federal and state grant programs;
  • Increase awareness and strengthen advocacy through quantitative data; and,
  • Build partnerships with other providers in order to better assist Texans in need.
The most common concern is time management. Often case managers must use multiple systems to enter client information. HMIS feels like one more time-intensive requirement. With any software tool, there is a learning curve. New users are often skeptical for this very reason; however, most users report that HMIS actually saves time and helps them assist clients and manage with greater efficiency.
HMIS is more secure than traditional paper records. The system has several built-in security protocols. First, a multi-level “permissions” structure is governed by passwords. A password allows users to see only the data that is relevant to their organization. A 128-bit data encryption technology – the same technology used for online banking – renders the database unreadable to anyone who attempts an unauthorized breech of the system. To assist agencies, the project has developed a client ROI (Release of Information), user agreements and a code of conduct. Ultimately, protecting the dignity of those assisted is a shared responsibility. Visit our HMIS Start Kit for more information.

The HMIS Data Center is dedicated to monitor and maintain the HMIS project and provide technical assistance. Our team provides implementation support and TA at over 100 sites across the state.

Our team is guided by the following objectives:

  • To provide the highest quality support to our Continuum of Care partners;
  • To help communities develop information partnerships across the state;
  • To increase program performance through data collection and analysis; and,
  • To meaningfully contribute to the Federal Strategic Plan to Prevent and End Homelessness.

HMIS Data Center Team

  • Paula Dewey, Database Coordinator
  • Gabrielle Llamas, Training Coordinator
  • Dominique Sam, HMIS Support Specialist
  • Cosme Dominguez, Data and Policy Analyst
  • Lindsay LaGrange, Director of Data
  • Our software vendor is ClientTrack™ by Eccovia Solutions, located in Salt Lake City, Utah. CT software is compliant with the latest HMIS Data Standards as well as HIPAA privacy standards. For more information about them, please visit their website (https://eccoviasolutions.com/).
  • Do I need to have HMIS installed on my computer?
    All you need is an internet connection. The faster the connection, the faster the HMIS will run; therefore, a broadband internet connection, such as cable modem, DSL, or ISDN is highly recommended.
  • Can I keep using my existing database?
    Yes, but duplicate data entry is strongly discouraged. Some agencies maintain separate databases depending on program funding and periodically merge data.
Providers that serve individuals or families at-risk of homelessness or experiencing homelessness with temporary or permanent housing. Agencies must use HMIS if they receive HUD or another funding source that requires the use of HMIS, grantors requiring its use are listed below:
  • Continuum of Care grant (CoC)
  • Emergency Solutions Grant (ESG)
  • Runaway Homeless Youth (RHY)
  • Projects for Assistance in Transition from Homelessness (PATH)
  • Supportive Services for Veteran Families (SSVF)
  • Shelter Plus Care (S + C)
  • Homeless Opportunities for Persons with AIDS (HOPWA)
Agencies that primarily serve victims of Domestic Violence (DV) are prohibited from using HMIS. THN encourages all agencies serving victims of DV to utilize the database Osnium that the Texas Council for Family Violence (TCFV) recommends and helps to support. If your agency is interested in using Osnium please contact the Texas Council on Family Violence at

Each annual user license subscription is active for a full calendar year.  If user licenses are purchased after the start of the new year, they will be prorated. HMIS license fees are prorated based on when an agency begins using HMIS. For example, if an agency begins using the system in July, the HMIS invoice is prorated for six (6) months for a total of $225 per user.

Please note that HUD CoC program grantees are required to purchase at minimum (2) user licenses for the purposes of maintaining data accuracy and quality.

Annual License Pricing:

  • $450 per annual user license or;
  • $1,800 for 5 annual user license package
    • As of 2021, this price break will only be for annual licenses that are billed at the start of each year. This price break will not be available for any prorated licenses. 
  • $100 for read-only access
    • This access is generally used for agencies that need to monitor other service providers reporting and performance.

HMIS can result in cost-neutral or cost savings by reducing the amount of administrative time spent on programs. The HMIS Project makes every effort to ensure that HMIS is not a cost burden. Texas Balance of State as a non-profit organization understands funding constraints.

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