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The Homeless Management Information System of WNY

The Homeless Management Information System of Western New York (HMIS WNY) is a regional database used to collect, share, and report information on individuals experiencing or at risk of homelessness. Our community relies on this data to guide improvements in homeless and housing services throughout Western New York.

Why Use an HMIS?

Communities receiving U.S. government funding are required to use a Homeless Management Information System (HMIS), a best practice for securely storing and sharing client information. Providers must then collect their data in an HMIS to meet federal requirements, documenting how they serve the community. The data gathered is used to develop reports that offer valuable insights, helping to strengthen our community’s entire service network.

By using an HMIS, we enable decision-makers to craft data-driven plans toward a future where homelessness is rare, brief, and non-recurring.

Each U.S. region operates its own HMIS. Our system serves Western New York, covering Erie, Niagara, Genesee, Orleans, and Wyoming counties.

The Homeless Alliance of Western New York (HAWNY) is the HMIS Lead Agency for our local CoC (NY-508).

Our dedicated HMIS team manages the database for our HMIS Partners by:

  • System Administration-Setting up providers, projects, and templates.
  • Training-Guiding users on how to use the system.
  • Technical Assistance-Providing system support and delivering on-demand resources.
  • Monitoring-Reviewing data quality and project performance.
  • Reporting-Creating reports to show how the system is working overall.

Explore how HMIS is used across the region to support our most vulnerable community members.

Learn More About HMIS WNY

HMIS is used by local agencies and organizations that provide homeless services to collect, share, and report information on the clients they serve.  Organizations can become HMIS Partners in two ways:

  • Through federally funded projects: Organizations with federal funding gain access to HMIS as part of their funding.
  • As part of the WNY Housing and Homeless Services Network: Organizations without federal funding can apply for HMIS access through the Homeless Alliance of WNY and purchase licenses upon approval.

How you use HMIS depends on your role:

  • For direct service providers: HMIS may support you in collecting intake information, updating client records, documenting case notes, and tracking services provided.
  • For those coordinating with other organizations: HMIS enables client housing placements, tracks shelter stays, facilitates Coordinated Entry, and helps you communicate with supportive service providers.
  • For data quality managers: You may rely on HMIS to run data quality reports, fill in missing client information, correct recorded errors, and resolve mismatched data entries.
  • For strategic planners: HMIS proves invaluable for reviewing project performance and client outcomes, evaluating project staffing and resources, and applying for funding.

The collection and use of personal information in HMIS follow strict confidentiality standards in compliance with federal and New York State laws. Information is collected using questions defined by our federal partners, known as the HMIS Data Standards.

These standards help us:

  • Keep processes simple for everyone
  • Minimize retraumatization
  • Reinforce best practices
  • Enable comparison of client experiences

The questions include:

  • Personally Identifiable Information (e.g., Name, Date of Birth, Social Security Number)
  • Demographics
  • Housing History (e.g., Household members, Prior living situation)
  • Resource Verifications (e.g., Monthly income, Health insurance)
  • Case Management Records
  • Destinations

Clients have the right to withhold personally identifying information (PII) from HMIS and may decline any questions they cannot or prefer not to answer. This choice does not impact their access to services.

HMIS data is shared among our partners across the region, primarily to coordinate and enhance service delivery for individuals experiencing homelessness in Western New York.

Other purposes include:

  • Processing payments or service reimbursements
  • Conducting administrative functions, such as legal, audit, personnel, oversight, and management activities
  • Preparing non-identifiable statistical information for reporting purposes

Additional uses and disclosures of information may be permitted when required by law or law enforcement to prevent a health or safety threat. This may involve creating de-personalized client IDs for unduplicated counting or research purposes.

Need Help With HMIS?

Our HMIS team is available to help support you at all phases of the HMIS process. If you have any questions, please feel free to email us at [email protected].