HMIS / Coordinated Entry

HMIS Implementation Update – April 4, 2018

The MT CoC signed a contract on March 15th with Pathways MISI to implement a new HMIS in Montana.  The contract includes a very compressed implementation timeline, but we are on track to meet the targeted launch date of May 11th.

This is the first of weekly updates (along with Pathways GANNTT Implementation Timeline) that will be posted to the CoC Website.

HMIS Implementation Schedule Update (GANNTT chart)

HMIS Configuration
Provider Worksheets (profile forms) returned to Pathways by currently active HMIS projects in MT were used to setup projects in ServicePoint.  Projects that are no longer active but were in the past three years have also been identified and are being setup in ServicePoint using default settings.  All projects are initially being configured for new system launch using basic default settings and Pathways MISI will begin working with local agencies after the launch to finalize specific agency configurations.

Regulatory Compliance

Pathways MISI is developing a simple HMIS Lead – Local Agency agreement for the Montana HMIS implementation and will send it to agencies after it is reviewed by and approved by the CoC. Target date for CoC approval is April 18th and agencies will be asked to sign and return to Pathways by April 27th.  Pathways MISI will also send agencies information on HUD agency-level HMIS security and privacy requirements.

Coordinated Entry Configuration

A CoC Coordinated Entry Buildout Team will be meeting with Pathways in Bozeman on April 15th and 16th to work through how CE will be configured or setup in Mediware’s ServicePoint system.

Data Sharing Consent Agreement

HUD TA consultants are collaborating to draft a Montana data sharing release form that will soon be available for review and comment prior to final adoption by the CoC.

Data Migration

Northrup Grumman is scheduled to deliver three HMIS test data files (one each from CoC-PSH, CoC-RRH and ESG-RRH) to Pathways MISI on April 5th.  These will allow Pathways to see raw data in order to confirm that the way projects are set up in HMIS will translate easily to ServicePoint.

Data Cleaning Training

Pathways MISI is also being granted direct but limited access to the same three test agencies so that they can prepare customized data quality training for HMIS users.  The training is scheduled for 4/30 to 5/04 and will be designed to show users how to clean as much HMIS data as possible to minimize technical issues during migration. We are awaiting DPHHS access approval.

HMIS User Training

Live webinar training for agency administrators and end users is scheduled will be provided May 7, 8 and 9th, and recorded webinar training will also be available for anyone not available during these date.

Targeted Launch Date

The target date to “Go Live” to ServicePoint is May 11th.  Because this is the most compressed timeline for migrating to a new system ever experienced by a vendor, a contingency has been arranged with DPHHS to keep the current HMIS operating past this date, if necessary, in order to obviate any blackout periods.


Sage HMIS Reporting Repository

Beginning on April 1, 2017, Continuum of Care (CoC) homeless assistance grant recipients must submit their Annual Performance Report (APR) data through a new online database – the Sage HMIS Reporting Repository (Sage). Communities will no longer submit APRs in e-snaps. This change in systems applies to all CoC homeless assistance grants (e.g., Supportive Housing Program, Shelter Plus Care, Section 8 Moderate Rehabilitation Single Room Occupancy Program, CoC Program) administered by the Office of Special Needs Assistance Programs (SNAPS) – regardless of when they were initially funded.

To receive access to Sage, recipient staff need to access the Sage portal ( and enter the contact information and the recipient affiliation (i.e., CoC). The CoC Primary Contact, who is the person identified by the Collaborative Applicant in the FY2016 CoC Program Registration as the Primary Contact, will then need to approve all users. The CoC Primary Contact will be notified when a user requests access and the user will be notified when the CoC authorizes that user’s access. The CoC Primary Contact should regularly access Sage and approve user access. HUD recommends that recipients provide CoC Primary Contacts a list of users they want approved for Sage access.

CoC APR Resources

Sage CoC APR Guidebook
Sage CoC APR Templates
Create an Account in Sage Video
Overview of the Sage HMIS Repository Webinar